001dr. santa cruz we're live so whenever you're ready okay I see 626 wait for another four minutes [Music] you good evening dr. McCord board members members of the staff and those of you who are watching on livestream this is a work study session and a brief business meeting it is Tuesday May 5th and this is the Gilbert Public Schools governing board happy sink with them and we will work from there we have several items to discuss during the work study and then we will adjourn and move into our brief business meeting Wilson would you please call roll miss Laurey would mr. Reid car here Sheila you jetty your Jill Humphries mr. president all four members are present you have a quorum thank you mrs. Wilson to the court let me turn it over to you
002we're at item 2 and that is presentation and discussion of topics two point zero one two point zero two and two point zero three we'll take them one at a time waiting for your introduction doctor the Corps thank you doctor Santa Cruz governing board members tonight item 2.01 this is our annual ASB a proposed political agenda items we have until May 29th to submit and I believe what they've asked for are any of the five areas that have they've outlined cific they've outlined with images display and then any additional items I believe that the governing board would like to present that may not be on this document and so I believe what we've done in the past and what we should continue to do is open it up for discussion I know that we sent
003this to you a couple weeks ago to ask you to look at those five items to possibly come ready to discuss those and maybe come to some kind of understanding and then we can adopt those items at our thank you dr. McCord and if I can start off our discussion there is also the option should we decide to do that to simply ask ASB a the legislative committee to accept our previous years submittals so we can also exercise that option as we go through however I see a need for some discussion but it is very possible that we can enumerate some of the items that that see to us under each of the selected categories and then submit them at a later time to Gabby and ratify at a meeting prior to submission on May
004the 29th and one of the things that I would like to present to you as your let's play of representative is the items that at least have struck me as continuing and important ongoing items on the category number one that is adequately and equitably fun district schools to at least the national median as per student funding bullet number two and the three sub bullets seemed to me to be still very important to keep on the docket and in front of legislature and not that the others are not the others will possibly be submitted by other boards from other districts the other one that struck me was bullet number four on the second column related to career funding to a system that provides districts with appropriate stable annual budgeting ability reliability so under category one those
005are the items as things that would be paramount to us and we'll just take each category as as we complete our discussion in each of the individual categories so those are my recommendations and the ones I will be submitting to Gabi if you have any discussion please go right ahead dr. Santa Cruz I had a couple points on that I agreed with you that was actually my number one priority was to revise the state funding formula the finance formula and I thought the bullet points there were very very well done so that was definitely one I concur with you I also agree we warming the current your funding the other point that I had added was advocate to preserve and protect the voters original intent on prop 301 would see which is just the fourth
006bullet down in that first category so that was one that I had thought particularly important because they passed the extension of that through the legislature but it has not been okay by the voters so the legislature for members it is it is likely that the legislative committee will accept any and all of these recommendations that are currently listed and and any new ones that might come in and the discussion will be about which ones to include under each of the categories at the legislative meeting court members uh any additional ones on category number one I did have an additional one on category number one which was not stressed but with the things that we're looking at in educating children who've been out of school for six months if we can open up at our normal
007time and having more perhaps more online the year I think that they should look at for additional revenue by evaluating the text okay all right those are four options under category one at this point remember we have five to validate plus two additional new ones if we should choose to do that is would mr. Carr Mazur jetty anything else in category one I I would like to make a general statement dr. Santa Cruz if I can please all wrote it I totally support you know what we've done and what we've had to do in the past and what we want to do but I feel like we have so many other issues that we need to deal with right now that are much more of a priority than this I would really like not to
008spend a lot of time on it that's just my opinion because we can talk about all of this but with everything that's going on right now it might not do us any good to be talking about so that's my feeling but I don't think that these are all not very important but we don't know what's gonna happen in terms of so many things at so many different levels that's just my opinion point well taken mr. jetty because I think with all that has occurred it'll be pretty interesting to see how alleged going to have to contend with taxes and revenue and the things that that have impacted the state so your point is well-taken if I could take liberty then given that commentary if it would be preferable for board members and all but miss
009wooden mr. Carr way in here and a little bit but to take these on our own look them over and send them in to miss Wilson and then we validate the five or seven at a meeting prior to the 29th to be submitted to a ASBA or request that our previous be accepted as our use of metal and we can move on to our next two items of business what's your pleasure and I'll turn it to is wood and mr. Carr I would appreciate that as well your suggestion what you just made would be good for me I would echo that sentiment let's let's have everybody put in what they think and then just come back and discuss the items that we have in common or don't have in common versus all of the items
010I do however think as you as you indicated bringing it back or a final discussion is important so that our public knows what we have submitted since it's an action of the board very good thank you and I anticipate that the document that is crafted by the legislative committee of ASBA will look very much like what you have in front of you with items added and/or deleted from the previous year as they have been successfully adjudicated through the legislative process so I had me some praise if could you have the previous year's items that we submitted last year send out to us also so we can review that I remember some of the items that we submitted I couldn't remember it in total so if could receive that and then look it over send an
011email to Gabby on what our preferences are I'm happy to discuss at a later meeting okay yes that will be possible dr. McCord and mrs. Wilson we would appreciate that and we'll operate on a consensus that we will work individually the information that has given us and we will submit individually for discussion brief discussion and ratification at our next meeting prior to the 29th of May is that everyone's conclusion of the discussion it's mine thank you all right then we will work off of consensus and say that we will submit our items individually and go from there and we'll move on to item 2.0 - dr. McCord thank you dr. Santa Cruz governing board members what we have for you tonight is the prison regarding 2019 2020 projected budget revision number do we believe the
012three visual goal before you in June but we wanted to give you a little taste of what you'll be seeing coming up and plus as things are related to funding jacoba 19 and from things that are state are lowered we in paint there'll be some changes you've been after our presentation tonight over to miss met and go from there thank you sir miss Bence good evening everybody I just wanted to introduce this item Jackie Mountain and I have been discussing this over the last week or so we did receive an email from on behalf of the state from ASBO late Friday afternoon letting us know that we had through June 30 to revise the final budget for fiscal year 2020 primarily due to the advent of the federal characters act so the I think the
013items from ad II wanted to give them an opportunity to determine how the carers act monies would be allocated in therefore provide opportunities for school districts to account for those so that would be the biggest change that we wouldn't anticipate when we actually have the final documents to you some time and information however as you know we've been sharing the projected estimated final budget revision if you in the monthly report and so we have scrutinized all of our budgets very carefully as I indicated over the last week or so and so we wanted to share the results of that which will then be incorporated into the monthly reports through the remainder of this fiscal year with that I'd like to turn it over to Jackie Manton and our Director of Finance and they also wanted
014to make sure everyone knew that our internal auditor miss Pat Donahue was on on this WebEx as well so both Jackie Pat and I are will be available for any questions you may have so with that I'd like to hand it over to Jackie it's all yours Jackie can everybody hear me okay yes dr. McCord governing board members thank you as Miss Betts indicated I thought we thought we were going to present the final revised budget to you for approval this is a projection so I'll go ahead and share my screen man then you may want to turn up your volume on your microphone that better and can you see my screen go ahead and get started today's report will include a fiscal year 2020 M&O budget revision details on that and then also the
015fiscal year 2020 unrestricted capital budget removal details and updates on other funds as well the fiscal year M&O budget and capital revision here we have the first item is average daily membership you can see an increase now we're comparing the first column the fiscal year 2020 projected revised number two to the fiscal year 2020 adopted the third column over and you'll see an increase overall of five hundred and twenty seven point eight six ATM and that translates to an eight hundred and eighty nine point five increase of weighted student count that brings our revenue control limit to up by three point six six two million and these are detailed on the next slide and we'll go through those again and then next up is the transportation revenue control limit this had a slight decrease of
016158,000 from adopted that was due to an error in the fiscal year nineteen route miles report which has been corrected the M&O override does not change over the course of the year it is based on prior year ADM budget balance carry forward increase there of two point four eight million this is due to final numbers from the fiscal year nineteen AFR and then the EMA no general budget limit I have to increase of four point eight port sorry four point five eight three over the adopted an unrestricted capital budget limit shows an increase of 1.2 million so these are some of the details what we just looked at the increase in ADM and weighted student count accounted for the increase in our revenue control limit the TR CL decrease over adopted was due to the
017error which has been corrected since since the adopted budget balance carry forward again increased due to the final fiscal year nineteen AFR expenditure amounts the M&O budget limit increase was due to the RCL and budget balance carry forward adjustments and then of course the unrestricted capital was increased to updated final student counts and the final fiscal year nineteen a far expenditures any questions on that before we move on to other funds Matt and the budget balance carry the two items that we have there it seems like we're very late in the year almost at the end of a budget to realize that our carry forward from the previous year with this large we have had issues which are now resolved with the reconciliations and so on the timeliness of those well that helped this so
018that we know what we have moving forward in a more timely fashion yes at all it all plays into missed bets indicated you know kind of scouring all of our budgets and cash balances and now that we are fully reconciled it absolutely will help us report more accurately yes ad as well please note that we did see an increase of the budget balance carry forward in the fiscal year 2020 revised number one of eight point eight million dollars over the original six point six million dollars so we did identify earlier some of that budget balance carry forward and if you remember that revised number one was adopted in January of 2020 so there's one to make sure that we have been trying to update thank you I do have a question what percentage of the
019budget is that budget vali my budget balance carry forward what percentage of the budget would that represent about three points almost 3.8 million or 3.8 3.8 percent rather okay because I remember that when I first got on the board we were aiming for a four to six percent carried forward when there were cuts passed in the legislature we were not able to do that so it looks like we're being able to build up that carry forward or years like this coming year when we may not receive as much from the state as we yep we're in a much better place I think it's a thing is important that we also recognize that having that cash balance that carry forward that allows us to maintain our let's plays into our credit ratings so having an adequate
020carry cash carry actually saves the taxpayers money because we don't pay as high of interest so we don't want to overdo it but we also don't want to take it to zero so these this slide outlines some other funds that we wanted to bring to your attention and again there's this light after this that outlines that in a little bit more detail but I'll talk to it first the first one is fun zero to zero this is our instructional improvement fund you'll see the adopted 1.5 million the revised 1.5 million we have opted to increase our our budget in this case on the on the fiscal year 2020 revised to projection to include our cash balance we will have which makes a difference of a hundred one point six million dollars we want to make
021sure that we account for all of that in our budget capacity funds 101 46 title 1 & 2 when we adopted we had to estimate the carry forward and expenses out through so now that's an adjustment based on the final numbers as well as fund 2 to 0 IDE a special add again another adjustment due to carry forward final figures on 290 Medicaid we see an increase of 1.2 million over adopted this is due primarily to an increase in claimable services for special ed students fund 5 to 0 the community school or community IDI we did who we have seen a decrease in revenue approximately 2.3 million dollars due to the school closure this is also applicable to fund 5 to 5 auxilary operations a decrease in revenue there as well 570 indirect costs again
022we wanted to maximize the budget capacity and include our carry-forward of cash so there's a difference there of 1.7 million dollars we also had estimate at adoption so there's you know we wanted to be strategic with making sure that we can utilize these more flexible funds should the state make some changes to our fiscal 21 budget and then finally fund 700 the debt service an increase of 1.9 million again due to estimating tax rates at the at the adoption and that's just kind of outlines what we just went over the iaf increases due to accounting for current cash the grant funds again the carry forward amounts were estimated at budget adoption medicaid increases due to claimable services community and auxilary operations we have seen a decrease in revenues due to school closure and indirect costs
023were increased increasing due to account accounting for current cash and debt service increase due to an estimation at time of adoption any questions on those if I could add as well so Reid you mentioned you mentioned the comments about check being caught up with cash reconciliate so in the last slide that Jackie presented because we are caught up in that reconciliation we were able to account for that cash and catch up our budget to reflect it so that is a direct consequence of our being fully caught up on our cat reconciliations on a monthly basis the other point I'd like to make is along with the community school and nutrition services fund is also considered an enterprise fund but due to the waving very USDA and the National School Lunch Program regulations as you know
024we've been providing school lunch to the community school lunch and breakfast actually through that drive by offering for our families throughout Gilbert and because of these waving of regulations etc we do believe that those meals and we are up to about 6500 meal a day that's going out into the community we believe those to be reimbursable and so we did not adjust the Nutrition Services fund we kept the same revenue on the Nutrition Services fund just wanted to make that clear we basically took out the expected revenue we would have received from students paying for their lunches and then added what we expected the federal reimbursement through the end of June 30 I just wanted to add those two comments or dr. Santa Cruz asked a question sure go right ahead food so remind me
025which fund were you talking about with food services that is not on either one of these slides it was yes on the budget it is not we didn't point it out because they did not make an adjustment for a decrease in revenues that in that fun so what's the fun 525 then that is our auxiliary operations it's a fee based fund primarily used for gate receipts field trips things like that fees for parents these four classes so there would be a decrease in revenue we've also experienced quite a few refund requests from that for field trips and events that haven't happened okay and then finally can you remind me and get a few more details about greasing the debt service give me a few more details about the increase in the fun 700 the debt
026service sure so when we adopted in we had to adopt quite early if you remember and the tax rate wasn't said until July we sold bonds in May and so as we move through the year we we estimated that at at adoption and then as we move through the year we made the adjustment for the revised number two to account for the budget that we needed in debt service once those rates were finalized any additional questions okay in continuous manner that actually is all I have for you this evening very good members questions forms happens doctor Santa Cruz I I have a comment I would like to make I just I just want to thank you for putting the presentation together so well I had written down a couple of questions and as I went
027through the presentation you answered them so thank you very much for anticipating my questions and answering them in the presentation dr. Santa Cruz if I can just kind of also comment more than a question thank you I just would like to again thank our finance staff if we go back we've just come so far in the presentation of the budget helping us understand the impacts and detailing the impacts we're recognizing the diligence of of their work you know we referenced earlier an issue with reconciliations of the timeliness of reconciliations and I know we've got a very large online audience based on the numbers to clarify for those who may not have followed this our reconciliations on our accounts were several months behind when this staff came in and they worked diligently to to correct that
028that has two issues one we've had an ongoing audit issue over those five or six years where they've found us in non-compliance no no material issues with Miss spins but just a risk because of the timeliness that audit that's now been fixed now we're seeing the additional element that we better understand what our budget is we've had to make assumptions the more assumptions we can remove and go to actually no numbers the better we can budget and service the needs of the community and protect the funds that the taxpayers and trust is with so with that explanation I just want to echo of my gratitude that I've expressed previously how seriously this group was taking it and their corrective actions they've taken Thank You mr. Carr and how to concur with your commentary and also
029applaud the efforts of our finance division mr. jetty miss woods miss Humphries anything addition there's nothing else then I'll turn it back over to mr. McCord and thanks to Ms Betts and the finance down Thank You Santa Cruz governing board members our next item is item 2.03 presentation of the class of 2020 graduation ceremony information if you would indulge me for two I'd like to kind of take us back to get us where we are today initially when we shut down the schools on Friday March 13th I truly assumed we'd be back to school in about two to three weeks and life would go on as normal obviously that wasn't the case then a couple weeks later Governor Ducey ordered all schools to remain closed for the rest of the school year and remote learning
030began once Governor Ducey set down the schools for the rest of the year my first thought was graduation what are we going to do will there be graduation and if so what would that look like many questions were lingering with no real answer at all and as we were moving forward we had to think a little bit and we had to decide what can we do first and foremost I want one to know those that are watching those that are with us here right now there's nothing better than a face to face traditional graduation and nothing can truly replace that experience all the reasons that were in place and many still are in place we had a couple options to consider first option was upon graduation we gave this a great amount of thought ultimately
031decided not to go this route because we didn't know how long restrictions would be in place and if it was postponed would students still attend would they still be in town if we set a date in June and then we had to reschedule what we continue to disappoint 3,100 seniors and so we really pondered that but so many different things that were in play that we couldn't predict an option that we considered was virtual graduation this was pretty much the go-to plan for every district in the state of Arizona and probably the country but we didn't just want to do a slideshow with a picture in the name of a student we were looking for something something that sets us apart from everyone else we stumbled across a company called vx3 they could provide this
032unique experience that no other district that we know of was doing while having us participate while adhering to social distancing guidelines and this is something mrs. Taylor will go over in just a few minutes as you all know we went with the virtual option this decision was not taken lightly and we considered many different avenues to graduation we understand that this impacts our 3,100 students and their families and we want to give them the very best experience possible considering the restrictions that we're dealing with ultimately we had to make the decision juicy came out last week and we were all waiting to hear when you would have to say and how that would impact and graduations and he basically just extended to stay home stay safe and stay connected order while dealing with some things
033lightning some things related to retail knowing that we were pressed for time and vx3 would need several days to film and produce a final version of graduation for our seven schools we had to move down the virtual road on Sunday May 3rd we sent out an email explaining that graduation ceremonies were canceled and a virtual graduation would take its place on Monday May 4th high school principals send specific information about the virtual graduation to the students and parents that same afternoon governor Ducey held another press conference this is something we didn't know was gonna happen as a school district in this press conference he talked about slowly opening up restaurants and hair salons with strict social distancing restrictions again we had no idea about this announcement but we really didn't think it impacted graduate in
034one way or another after my initial email went on them on the 3rd we heard parents and students about their disappointment of not having a real graduation then it will fight even more over on the 4th after governor Ducey made his announcements related to restaurants and salons which brings us to this I'd like to ask Miss Taylor go through what our virtual graduation will look like this is something that we will move forward with over the next couple weeks I think regardless of where discussion League night this will be something that all students and parents will enjoy once the finish is produced after Miss Taylor presents her information I'd like to discuss the possibility of having a modified graduation ceremony or celebration in June pending the restrictions sent forth by the state and the CDC
035one of our neighboring districts came out today with that type of option I believe that we'd be remiss if we didn't discuss it more than anything I want our students and our parents know that we hear their thoughts their concerns and their suggestions and we are open-minded group of people who are willing to listen and discuss thoughts concerns and suggestions so right now I'll turn it over to mrs. Taylor thank you okay thank you dr. McCord after Santa Cruz governing board members I appreciate the opportunity to share a little bit more detail tonight innovative plan that we have into motion so far for our 2020 situations John get the slideshow put up there so I'll wait just a minute there we go alright I had John to the next one alright so we as dr.
036McCord met and we had the x3 submit a scope of work that really included a lot of attention to all the details in this list so I'm gonna start by doing aspects into these items first and then we have photos and a couple videos that should help to better understand for those watching and for everybody involved kind of what technology will be involved as dr. McCord reference the first thing that vx-3 took into account was our current climate that we're in right now and the social distancing requirements that are in place so the first item on this a hologram and that is something that they have built in-house they have an in-house system that uses a specialized material that allows them to protect a virtual person on the stage that is not physically present in
037the room so the system will give the illusion that the person is standing on the stage the graduate but they are really in another room with a green screen and viewed through a camera it looks like they're actually on the stage behind a podium handing the student their diploma cover it shows depth and features exactly as if they were on stage so it's suit it's not superimpose or editing it actually requires the person in the other room which would be our principals in this case to be in a remote studio in order for that to function so it's extremely innovative and it will probably make a little bit when Jay the owner of this come explains that in the demonstration video the second thing on the list is the unique design for seven different schools
038so they use some LED backgrounds actually bill built-in LED wall in the mesquite junior high on a tour today that acts as a background replacing the specific school logos or images that our schools have selected to custom brand each of our schools so again innovation to the core as far as how to make one unique and very specific to our seven different high schools the third item listed on there is the video system that they're using includes all the switching of the cameras it includes the lower thirds and the pre editing of the stream prep so they will include a lower third on that stream that will include the student's name it'll again have the school logo as each student being called and walking up onto the stage to receive their diploma cover the video
039system drives the hologram the LED wall the recording systems the cameras for that actual finished product that would be projected live stream on we're hoping on our graduation dates May 21st the audio system again is equipment that is used to drive audio back and forth between the remote studio and the stage it includes drives for recording and the streaming setup as well they plan on creating a backup recording that would also be included and of course they're using some wireless communication systems to for the crew a huge crew of about 20 of them to make peace this all together and make it look exactly correct for them from the viewers standpoint the scenic piece of that includes touching lectern so podiums that the principal would be standing behind and then the one that's on the
040stage that the student will walk up to and grab their diploma cover it also they have the ability to either use a vinyl application to the front but in this case we're going to use LED projection again because it can be changed instantaneously for each of the schools that we are going to film it includes making the drape and the light control for for the remote video possible as well so the next item on there the video the green screen again each of our principals will be in a separate room with a green screen that has all the lighting and on monitors for the remote presenter the principal to be holographically transported to the stage in the final product so it includes monitors and drive systems so that both the presenter of the principal as
041well as each student as they go up onto the stage see a monitor to be able to hear and see through that monitor pull in the feedback there so they will coordinate the handing of that diploma cover even though it's all virtual though the student will pick up that diploma cover and then walk off the stage with that they were they had power covered our auditoriums are not equipped to handle the power is required for all of this technological equipment so they brought in a rental generator to take care of that piece the labor obviously all of that is a lot of setup teardown and operations of all of this systems both dr. McCord and I were able to sneak over there today and took some of the pictures that you'll see that will hopefully
042help explain this a little bit better but the whole production including setup dismantle and all of the filming of our schools twelve days of work on the site at mesquite junior high and in the letter that dr. McCord referenced and out on Monday you know we know we knew there would be questions about why picking mesquite junior high school as the location for these students to attend and that was very intentional because of the length of time that it would take to set up each of our separate auditoriums for this and so time was a crunch a consideration and then also if we were to set up for example at Gilbert high school you know desert bridge students would be asking the question why do we have to go to be able to walk across
043their stage so we tried to pick a neutral site that would allow students to feel more comfortable it wasn't what their other competing high schools stages that they would have to go to and walk across the preprint and the formatting and obviously the creation of the background for each school we have sent them files with each school's press logos so that they can use that to display not only on that led wall with that with the curtain and you'll see it in a moment but the curtain and ribbon each school is able to select which color they would like that in so obviously we can include each school school specific school colors the music videos the last item on there the content edit and stream prep music videos from each school can actually be inserted
044into the program very similar to what they would be if they were in their graduation in their stadium or at desert financial arena each school is able to end their specific Orchestra choir or band musical performances to insert into the final product will edit that that includes all their editing studio the prep all of that fully to be delivered live stream at the time of our scheduled graduation at that time they'll eliminate all the gaps and the spaces will be removed they heard the speeches from all of our bowel cells student council speakers our principals speaking dr. McCord speaking all of those will be inserted into the video and the final production and then of course it is accessible from that point on for anybody any of our families to be able to save preserve
045record share with family members across country and so forth John if you want to show some of the pictures and then we'll we'll do the video this is the LED wall that they were assembling that you'll see in a moment the last picture that I took when I was just over there at the end of the day actually has the LED projection of the desert Ridge High School and the curtains of a stage so in a couple slides you'll see how that LED wall turns into that this is the green room where the principal you can kind of see the podium that's there but all of the equipment around it so there is a camera there's cameras projecting back to the state but they also have a monitor in front of them where they will
046be actually reading the names of the students and they'll be able to see the student walking up onto the stage even though they're not in the same room as the student again just more of the crew setting up the last picture this is kind of what the final product of the stage actually looks like and the podiums not in that one I don't know if we have one more that kind of shows the podium you can see the podium on the left of that photo with the green screen kind of behind it that's the monitor where they will actually see the simple on that monitor as they're walking up to the podium the gentleman in the pictures walking exactly how the student would walk up to that podium to receive their diploma cover they would
047see and hear the principal calling their name and congratulating them and then they'll walk back off but you can see how the desert ridge crest is projected on the wall that led while in the back and it looks very similar to the actual auditorium of Desert Ridge High School with those red curtains and the black behind it in their school colors the first demo video is a little bit long but what it explains the seven minutes shows how the social distancing requirements would be put into effect how all of the Sanitation setups areas how the parking lot they actually use their studio their warehouse in Phoenix to the street in this video but our mesquite jr. hype parking lot would be similar to what they will show you in this and then the same setup
048that they run through their warehouse but we would be using the mesquite junior high and then we'll come back on after John shows this this video you