001All right. Good evening everybody. Um, I like to call this special schoolboard meeting. That's uh GFW Middle Elementary School uh school district 2365. Um, start with the pledge of allegiance, please. To the flag to the republic for it stands one nation indivisible with liberty and justice for all. All right. Uh All right, we have a few um items to approve tonight. So, we'll start with a motion for approval of the agenda items. I'll make a motion to approve the agenda items. Make a second. All in favor? Um so, Kelly, the first thing we're going to talk about or Dr. is the resolution authorizing associate bank for construction fund expenses and authorizing forward here clerk and treasure as signatorries. Yeah. Um thanks. This came up um rather recently. Uh right now up to now we've been
002using the Fairbanks Bank as our depository and and our they've been paying all bills for the construction book. And um um just for some background, when when we have money in the bank, banks are required to have collateral to back up the funds that we have in the bank. Well, we're starting to run a lot of money through through the local bank and they they were struggling to keep necessary collateral. So, they called us and said, "What are our options?" And um option one is they could reach out and try to bump up their collateral. Right now they have $2 million in collateral, but we're going to have payments approaching $8 million when we hit high season this summer when we we're doing outdoor work and inside. And they just didn't feel they could get
003to that level. Um so the other option um was to go to PMA who does our investment proceeds and say can we start a checking account out of those investment proceeds. Um and u so essentially we're that's going to be collateral collateralized all the time. Um so that's what this motion is doing. They are not an official bank for us. So the resolution is authorizing them for this account that will expire at the end of when a construction fund proceeds are fully expensed. Uh this account will close. We continue to do our payroll and our normal business through our local bank here. Um but uh they are just not able to meet the collateral required for the sizes we're start starting to get. In fact, right now this month, we're we're sending out checks in
004in bunches so they don't all get cash the same day. And so we can we're trying to manage it that way. Um I forget, Julie, is it $3 million this month? Close to four. Close to four. So, and they're just going up from this point on. So So that's what the resolution is. They just need um and it's through associated bank who is the bank that PMA works with. They needed a resolution by the board and then a new signature document. Um chair Miller has that document up here for our treasurer, clerk, and chair to sign. And then also in the resolution it says that superintendent and fin CFO finance director would have authority to make transactions far as wires in and out of that account. Um so we know that we have adequate funding
005in there to pay the pay the checks or pay the endorses and so assuming associated um has the collateral. Yes. Right. And where's their location at? They're they're all over the Midwest. So what is their what are we giving as collateral? So they have to they have to have like um CDs whatever equaling whatever we have in their account at the time. So to cover it so we don't have we're not responsible to get the cover. It's the bank's responsibility. An associated bank is just a larger player who has higher limits than our smaller local bank in the account to be for about a year. Yeah. Um so we have construction expected to be nearly done January, but there's going to be money at least of June of next year. um as we have punch
006lists and we have retainage funds that we will have on hand. Um and to me it's always amazing how 75,000 doesn't mean much during contractor when you're trying to get them to come back and finish the last punch list item. So uh it's going to go till at least June of next year. Okay. That's what's an ask for the retainage and the money lingering for so the account would close when funds are all expens so how do you transfer this amount of money so quickly to associated so PMA that's a partner bank with them so they wire sitting with PMA yeah and Lindsay picks up the phone and says we need to move 8 million tomorrow because we've got checks going out for construction And all other finances will still go through our home. Yes.
007Correct. Correct. And I just want to emphasize we've had numerous conversations with everyone who brought it to our attention that it would be more and more difficult for them to collateralize to that level. So it is something they're well aware of and support it. This is something they have to prove on a monthly basis. the the collateral that they have, you know, because we've obviously been running bigger checks through them already. Right. Right. Right. Um so they had added collateral, but they I had sent them a uh kind of draw down schedule and so they saw the size of things and that's when they got nervous that they weren't. So we just you need a bigger background. Yep. And sorry, I apologize. We are just adding associated pay associated B. That's not our current. Correct.
008Okay. Correct. Sorry. Yes. We're not changing who we deal with and all other things. Just adding associated bank and only for the construction a contract through the past lawyer. Um I did not. It was just opening a bank account. And um I guess I've done this before with PMA on another building project where we just roll the checks right out of that investment account. So, um, no. Are we going to have to revise this when Lindsay and you are down here? Um, well, you will have to do maybe a different signatory if officers change. And um, yeah, I don't know if they'll ask us to do another resolution when we have change in superintendent. I'm not sure if they'll ask for an additional one or not. We just wanted to make sure that that we
009had that authority to do. But it should be pretty simple process to switch once we're in there. Yeah. Because it's already been approved. The council's already there. It's just take out people that can um communicate with them. Yeah. Yeah. I'm not sure if they're going to ask the board to do another resolution, but that might might be worth change. just check it out. We'll put it on our Thanks, Jolene. Me, you have any questions on it? No, I'm just wondering what after they've drawn it down vast majority in the last 6 months or something like that, we transfer it back. Is there any need to do that? Good question. So say that again. So when we get to a third level, when there's some left, right, but not spending millions a month, correct? Yeah. Then
010it then I would say you you could ask the bank locally here. Are you able to handle whatever's, you know, you're spending 150,000 a month? They you're probably good with that. So yeah, you could probably bring it back before you close what was the construction. Anything else? Question. Turtle. Okay. Well, I'll just read the resolution and then we'll do a roll call. All right. Uh whereas the GFW school district seeks a financial institution to handle construction expense transactions on a regular and ongoing basis. Whereas the GFW school district already has a contractual relationship with Minnesota trust for the investment of school district construction proceeds. Whereas the GFW school district seeks anticip seeks anticipates that monthly expense transactions will exceed collateral levels secured by its other financial institution partners. Therefore, let it be resolved that effective
011Monday, April 7th, 2025, the GFW school district enter a partnership with the Associated Bank through Minnesota Trust to secure construction fund checking account privileges. And be it further resolved that board officers Russell Miller, chair, Amy AR, treasurer, and Emily Ster clerk be authorized as signatories for this account. And be it further resolved that CFO Lindseay Heiny and Superintendent Kelly Smith have authority to initiate transactions from this account. I get a motion to approve opening of account with Associated Bank. I'll make a motion to approve that opening of account. I'll second. Uh we got gross on the second off. Yes. Miller, yes. Bakery, yes. Stair, yes. Gross, yes. Breeze, yes. Thank you. All right, we will move on then. We'll have to sign some paperwork at the end for Okay. Uh, next we want to review
012the budget assumptions for 2526. Mhm. So five number five kind of five six and seven we're going to kind of cover same time if I can uh if I can find it and we're reviewing it not approving that is Is there a reason why we want to just put this if we're not approving it? Why we want to put this on a work session versus the regular meeting? Because originally I thought we would maybe be approving one of these items. Um and then I thought it would be more better if it was just presented as information to come back later for for final approval. Also, I know these meetings are I guess more available for the public to review this conversation and I thought this was important stuff for them to see as well. Okay.
013So, yes, I want to discuss a couple things with regard to next year's budget. Just some budget assumptions. We've talked before about, you know, as you start developing a budget, you you've got to start with some basic assumptions about your school district. We'll cover a few of those. Um, and then we'll take a look at projected revenue based on some of those assumptions and then we'll look at some reduction options um that are that are available to us. And just a little bit of an overview. Um, essentially school boards are required to prior to July 1 have an approved budget in place. Um, and no funds can be expended by a school board or any district unless that budget has been approved. And obviously that would be an unlawful expenditure. I have seen some districts
014through the years have present a budget of $1 for revenue and $1 expense. Technically, they've met the intent of the law. Uh they haven't told their public anything about the way the school district is operating and then they've revised it later as they had more information, but uh we are going to try to present a little bit better uh budget than that. So, when we're developing the new budget, uh things to consider, what are your district policies and guidelines? Um you know, we have a 12% fund balance policy. That's probably the biggest thing. Um uh we have kind of general I I won't say they're official guidelines, but class size issues, program offerings, things like that. That would be district policies and procedures. What's your projected enrollment? That's the biggest question for um for a
015future budget is how many students are we expecting to walk through the door on day one. Uh what kind of cost increases? What's going to happen with negotiations, special ed costs and transportation costs, etc. And I want to back up and say we're really talking general fund tonight. So we're not going to talk community, food service, any of those budgets. Uh what are your facility and equipment needs? Um gear equipment might be Chromebooks. Uh are are we in a position where we we need to kind of uh reestablish a a uh turnover process for those Chromebooks so we keep u keep them in good shape. Uh what kind of staff changes are you going to have? And then uh the budget we approve is going to be what's there to deal with negotiations. We have
016contracts up this year with our teachers and our our local 284 and our principal group. So um a lot of negotiations going to happen this coming year. And then finally legislative changes. What will the impacts be in the future? And I'll talk a little bit about that as we move go forward here. So, legislative changes that may impact our future budget. Unemployment insurance aid. Um, if people recall, the legislature put a 2-year pot of money out there to help districts pay for the cost with the unemployment aid where pair professionals and part-time staff were able to collect unemployment over the summer. Um there's uh that pot of money is running out. There's been a proposal to add additional funds to uh to cover estimated fiscal 26 summerterm costs. If that proposal does not go through,
017that's going to have an impact on our budget because we know we're going to have some expenses. special ed transportation aid has been proposed to reduce for to 95% in 26 and then down to 90 90% in 27. Um I don't have the total dollar amount impact but we uh uh I believe we put in 125,000 miles for special ed transportation last year. So we we have some costs in that area. alternative teacher compensation, also known as Q comp. The governor's proposal has um recommended eliminating that program in 27, so not next year. But GFW is a UCOM district that will impact us if that happens. Literacy incentive aid. Um um not so much a financial change there. Um, compensatory hold harmless is a big one for us. We're scheduled to lose 139,000 in compensatory
018revenue this year. Um, there has been a proposal at the legislature to hold districts harmless this year. While they've made some adjustments to that, that reduction is coming to us as a direct result of some of it is our declining enrollment. But a bigger piece is we have fewer kids that are showing up on free and reduced meal applications because we no longer do the paper applications and we're just getting what is certified through the county. Um and we usually know there are more families out there that would qualify than ours going through the county. Um can't do that piece anymore or can't do the paper. Yeah, they don't really recognize that. they just go off of what is at the county or the direct certification they call it. So that it has to be
019applied for different county. Yes. You're not doing that, right? And so one of the proposals is to bring back the paper options which no district's like that because you just it was like pulling teeth getting those forms back, but there's real money behind. Um so that's a proposal that's out there. And then uh one that doesn't directly impact us uh but a little bit is non-public pupil education aid and non-public transportation aid. So um this proposal is to eliminate that um that aid and therefore our obligation to transport non-public school students. So, um, and that's I can't remember 40 40,000 for us. 30 40 40,000 roughly question on that a bunch. Can you go back? So, at the top, so um once the unemployment runs out that the state is providing right now, right? Yes.
020Does any dollars come out of our district to help fund that as well? So, it's just supplemental that the states, right? So, our employees all have the right to file for unemployment. If they're not employed in the summer, we get that bill. Right now, there's funding at the state to help cover that bill, but when that runs out, that's on our dime. And it's good through the summer yet. What's uh they're saying that u they believe it'll last through the end of this year. But um they're they're looking to add money to it to make sure we make it through this summer. Okay. And if we added that into our Well, you're starting the budget now. Starting. Yeah. So that's one of the things that's out there. We have the We don't know. And I'll
021tell you right now, we're going to assume that they're not going to have that because they're dealing with the budget debt. All this is budget deficit. Yeah. Okay. So then the the special ed. So you saidund and what thousand and shooting it's transportation cost. So so we hadund roughly 125,000 miles. I can't tell you I I forget what the dollar amount was for special ed transportation but pretty significant amount of out of it which is about a third of our overall transportation budget. So they're so they reimburse us for all of it. We Yes. Yeah. Now, now they're going to cut it down first. So, we're 95% and then 90% 27. Yep. Yep. Okay. And then the alternative teacher compensation. So, does the state fund that fully right now? Yes. There there's actually a state
022aid component and a local levy component. And I believe right now GFW's just been utilizing the state aid. Okay. And we don't know those, but we can find out those dollars for future talks, right? Yep. Okay. Yeah. And again, it's proposed for for not the coming year, but 27. Okay. Um literacy incentive aid. That's just how they're um determining allocation. So, how right Yeah. Right now, they use the results of the MCA test to determine how much aid you qualify for, and they're looking at changing that. I instead using that poverty data, which is down in compensatory. Don't know if that's going to impact us positively or negatively. It's just a change. Yeah. And what's an example of a non public transportation that we currently do that the every every student who attends PLS that
023we pick up on our regular routes, we're getting aid that goes into our transportation fund essentially and paid for part of our transportation. Are there always this many red ones going in a fiscal year or is this um I don't feel last year um I would say it's per pretty much a typical number but I think they have more significant impact on districts because they're trying to address a budget deficit where the last number of years they've been giving districts more and more money when the proposals So it's a statewide public school issue. Everybody's right going to deal with these factors. Yes. Y thank you for Yeah. Yep. Sure. Sure. So um some assumptions and I mentioned FFLRP committee you know and u before we approve the final budget I'll actually ask the board to
024approve this set of assumptions. So, so there's agreement and consensus around the table that okay, here's the best information we have today to to develop our budget for next year because we just went through a whole page of things that are out there that could impact us. We don't know what what the state of them will be. So, enrollment is certainly the key. Right now, we're estimating 535 for kindergarten through grade 12. So that's 591 adjusted pupil units. That's a drop of about 15 to 20 adjusted pupil units. Now the good news is I shared with FFLRP earlier today. Our our enrollment went up eight this past month. Uh April we're at 640 641 and that's prek through grade 12. So, I'm sorry I don't have that broken down right now, but um but in
025the K through 12, it went up eight students. So, uh which is good good news. Good news. Yeah. Yep. Um and so we were at 6 um what 626 to start the year and we're at 641. So, actually increased by 15 preK through grade 12. So, that's good news. We're we're not going the other way. Um capital expenditures. Um in the budget, we set aside $100,000 for basically miscellaneous as we move into a new facility. We have pots of money for furniture and tech and other things, but it seems like in my past experience, there's always something that comes up that we're looking for money for. So, we're planning on about 100,000 um for out of our cap operating capital for that. Special ed expenses will increase by 5%. Um that frankly is a fairly
026conservative number. Special ed costs have been rising rather rapidly. Um anybody's guess right now what that's going to be. We're projecting 5%. One thing we think we do know is state aid per pupil unit is going to increase by 2.74% next year. That was announced by the department of ed and we don't believe the legislature is going to touch that. Um that would be a tough call for them to take away that money that that has already been announced. Um and then 2% for the next school year. Looking at tech expenses 50,000 salary and benefits. We mentioned negotiations 3 to 5% per year total package reductions of approximately 350,000. Transportation costs will increase by 5%. Um I should have put eight and 10 together. Bus purchases or not. Um, I just sent out RFPs for
027transportation services for next year that are due back May 8th. Um, and I'm pretty sure we'll have proposals whether they make sense for us to go that direction or not. Um, if we go that direction, transportation costs may increase by more than 5%, but we wouldn't have to deal with bus purchase. So, there's there's a tradeoff there. curriculum updates and subscriptions, we would cap at $50,000. Again, our you we're no longer buying many textbooks. It's all subscriptions for for online curricula. And then two things that are going to come into play. um Minnesota Paid Family Leave Act effective January 1st, so midway through next year, um school districts will need to start paying a a payroll tax of 888%. And uh it would be our recommendation that that be split between the school district and
028the employees. So um our share would be 044%. And then TRA, Teachers Retirement Association, there was a mandated increase of the district contribution from 8.75% up to 9 and a half%. And that for us is roughly $35,000. It's going to add to our bottom line. So So anyway, those are the assumptions that we have today. um they they could change slightly before we ask for approval, but that's kind of where we're starting from. And in particular, that enrollment piece was used for re revenue projections. So this document shows where we were in 2324 our audited what we have for a revised budget for this current year um 10 million97 and then what we it should save 2526 proposed budget I'm sorry um we're projecting a total of 10,772 so about $220,000 drop in revenue. venue.
029So, where did that drop come from? We have some more local property tax levy and that's from um we're finally done correcting an LTFM issue that we had. First, we added money to LTFM. The state took it away when we didn't need it because of the new building and then now it's bumping back up to a normal level. So biggest change in our levy from last year was that LTFM aid. Uh miscellaneous county revenue, not a big change. Um just dropped. We're estimating 17,000 less there. Interest on investments just a conservative estimate there estimate there of 85,000 or no change from this current year. the state of Minnesota would drop $36,000. Um the biggest two factors in that are fewer students for next year and our general ed formula allowance and then also the compensatory
030aid where right now we're projected to lose 139,000. Federal government we have a drop of 65,000. Um again the uh some of that change is we had some leftover federal grant dollars that ran into this current year 25 to 30,000 that is going to be gone. Um and then we have some other slight decreases based on enrollment as well in that area. Um, just other caveat, people ask all the time, what are what's the federal shutdown of Department of Ed or pending shutdown going to do to us? We have no idea. Um, our hope is that the money keeps flowing uh that it comes out of some other department, but um, nobody knows in the education community right now. Whoops. So, um there's our projected revenue for next year. Any questions? Well, we discussed this
031at length for quite a while already. Yep. Um yeah, it shouldn't be a surprise. Nothing's changed since we we last on this, right? Yep. So just that. Yeah, we were almost 11 million and now we're going to be 10,770. So down through 25 and that's on a conservative uh student. Yeah, that's that's always the big wild card. Yep. So uh we try to be conservative there in hopes that uh we're going to see more kiddos come through that front door on on opening day. All right. Um and then so we're currently have a slight deficit budget and uh we have less revenue coming in. So, um, the odds are we're we're going to have to reduce some things to try to I don't know if this would even make it a balanced budget, but minimize
032the level of of a deficit that we have. So, these are some options. Again, nothing is nothing is certainly decided. Um but one specialed teacher. We had a resignation in our special ed department and actually couple of couple of resignations and one retirement. Um we won't be replacing one of those physicians. Um we'll spread the duties around. Um and there's a savings for that. We currently contract with CISO for HR um duties and uh services. Um that contract right now is about $60,000 a year. Um the recommendation is to reduce that by 40,000 and we would still keep a portion of work that they do for for uh benefit management um health insurance all our other employee benefits which are getting more and more complicated all the time. So they did not totally reduce that
033recommend reducing that but uh recommend cutting it back. So is what they do is they assist in signing up for benefits or they research benefits. Uh yes kind of both there but primarily um just making sure that uh everybody goes through the enrollment process. They have that set up. Um I know they're meeting with our insurance consultant on the vision and dental benefit bids that are still out there. Um um they've also done for us [Music] um this year you know they've assisted with posting of positions in all the sites working with uh the office of teacher licensing or pelby uh in getting out of field placement for for teachers as we have needed and couldn't fill positions. So they've done some other things this year that internally in discussions we feel we can take
034over ourselves but that employee benefits piece is that's not any of our expertise. Um and so we're looking to hang on to somebody to do that as well. So for the 20 grand that we're not paying them to do something how's that line defined? So but We're still giving you $40,000 a year. So, we're going to save 40,000. Oh, yeah. We're This is what we're going to reduce the contract by. Yeah. Sorry, that's confusing. These are It's still going to be 20,000. So, we're going to still Currently contract is 60. We're recommending you reduce it by $40,000. So, down to 20 down to 20. and they'll just be responsible for that employee benefit and the other $40,000 worth of work is picked up by Mr. B and Jacobson and Mson and what kind of work
035is that? Um job postings. Um I'm just trying to think of line that's the observation management system where we have our all of our staff are um listed in a system. So when we do evaluations all of their data over a period of time as long as they're an employee here will be in that system. Um, and so someone there's typically one person that manages that if it's not in the HR. Um, and they have to make sure that everything in there is updated every year. System needs to be closed out, finalized, and rolled over for the next year. So it's Yeah. So these are these observations that you've been sitting in on and then doing action on them a couple within a week or two or whatever and just documenting it. Yeah. So like
036for example, a non-tenure teacher has three per year by an administrator of state law. And so those three that I would do or Jennifer would do live in there. And then those who are tenure staff members, they have an evaluation every three years. And so those live in there over time, too. So any anybody who has had an evaluation here at GFW um would be in that system. You think that's the biggest uh ticket? Well, and then also under there is our absence management. Oh, that's right. Yeah. And um one more thing absis management, but then also the postings. Yeah. Yeah. So, there's like different categories within that system also. So, but yes. Thank you. Is that very time consuming? Is that going to take a lot of your time? depends on who does it.
037Yes, no matter who does it, it's going to be a lot of time. And correct me if I'm wrong, principles, but I think CISO's role has really been helping familiarize everyone with that system more than you know they are not outdoing the observations and now you are taking them over. You're already doing that. Yeah, it's it's more managing that system that everything gives out. We used to do all the postings here um you know when we had a job and I mean it kind of fits with what you're doing and I mean you know you have an opening and you're following it through. So it's just that someone has to be on top of like the postings because there's certain like two week periods of like uned post and they disappear like if you don't
038repost. I mean, they can be in on our website, but people aren't searching, hey, what jobs are open at GFW if they live in Wisconsin or they live, you know, in neighboring states or they go to Ed Post and say, I'm going to type in elementary teacher or I'm going to type in, you know, high school teacher and then they populate in there. Well, that's not kept up every two weeks, then it doesn't populate, right? So, it's just kind of one of those things. It's a lot of upkeep, but I mean, it's not impossible. those just extra little things. Um, also the evaluation system this year is required by the state um worked at a teacher development plan and so we have school districts have to have a new evaluation system with specific requirements put
039into that. So our evaluation system this year is going to have to be re revamped. We're going to have to look at that. So that'll also basically be our rubrics that we use when we do our evaluations are going to need to be changed. So someone who um manages the frontline system has to change the rubric. So they're in charge of uploading the rubrics and making sure that everything plays nice together in the system. So it' be fair to say that that would fall under a business manager's role if it wasn't through a third party like this or not. Some sometimes I it depends on your business. Sometimes uh we don't have on us is a question a lot a lot of most times HR is quite different than the business matter now it's just
040so specific on insuranceances and stuff but that's typically somebody else's duties job postings or something like that yeah if you had extra time as a businessman you could be doing that makes you feel better I've lived in the front lines system. I've lived in the old school paper and a file system and I've lived in the Google Drive system and I've lived in the I observe system. So that's the experience recommendation from Dr. Smith. Um next on the list, Sibly County Family Facilitator. Um, we have time from a family facilitator who comes to our district and meets with families that have needs of one sort or the other. Um, we actually have another individual who does similar work out of the greater Minnesota family. Yeah. Um, so we're eliminating one essentially. Um and this contract
041which is more most expens more expensive to us than the other contract we have right now there's two individuals that do similar work right they're from different different entities y um subscriptions uh just trying to Wade and Ryan have done a great job going through all the various subscriptions we have and what are we actually utilizing? Um, and what what aren't we utilizing? And what what can we do away with? We expect we're going to have some savings there of $20,000. How many subscriptions do we have? Oh, yeah. A lot. you know, you think of every curriculum area, you know, in some cases schooly subscription. I mean, it's a long list. It's a long list, but but that the point of that whole exercise, yeah, what are we actually using and it's providing value to
042the district versus what did we pay for thinking we were going to do something with it and it just funds. So, and I would assume within that if there were subscriptions where it was kind of an all the cart option really looked at this is a piece that we use we can cut this back as well. Yes, exactly. And uh principles mentioned frontline management system there is kind of an alleart system and they keep trying to throw one extra service on there for an extra six grand a year that we haven't used and don't plan to use. there was on the invoice for renewal branch. So just trying to get rid of unused and underutilized subscriptions. May I Dr. Yeah. And a lot of the subscriptions that we use, we did some research and things
043that you would not necessarily think a subscription is tied to. There's a we have subscriptions even for livestock judging. Um there's subscriptions that that go along with that department. And part of the tech department is we we are required to know what digital subscriptions we have across the board. So we pretty much went department department and found anything that has any sort of digital subscription to it. The document might find you if you looked at it. So we did an audit on our internally and we're coming up with 20,000 on Yes. And some things are annual. Some some are on three years, some are on five years, some are on six, sevenyear contracts. So you got to take all of that into play, break it down. What is it per year? Uh what are we
044signed on for? I have to see through. Can we get out of certain ones, but Dr. Smith analyzed all that? Did a good job take a look at it. So are there some that could fall off when they run out? Possibly. very positive. Okay. So, we've got some Mr. Jacobson and I made some recommendations that what what we would probably do left it to his discretion. Yeah. And um so who who bought all these subscriptions think we're going to use them? I think I know the answer um just for a long-term vision and it's just some of them have been through just the department situation that the departments are in. Yeah, those people have often times filled out purchase orders and had the secretaries fill those out to fulfill something like livestock judging. So things
045like that would fly somewhat under the radar until we did this deep dive. A lot of the other subscriptions, multi multi-year subscriptions, and that can go back little ways. Okay. Well, so we're cleaning house on it and uh it should be a lot easier to manage now that the house is clean. Some some things are just a sunk cost at this point, right? Yeah, it's and so now really just being more intentional and thoughtful about what are we purchasing and then also since you guys the board approved our curriculum that's really what our teacher should be using. That's what the board approved. And so if we channel our teaching through what was approved and or approved, you know, by the principles, um we shouldn't need to do additional subscriptions. And when we approve a curriculum,
046are we given permission to buy subscriptions required? Yes. So like when we presented on the subscription it's part of the cost that already provided. Yeah. Yeah. And then actually um correct me if I'm wrong but I I think both of our curriculums that um what did we do? We did math and what was history. Yeah. Um so we we looked at are there um interventions built into that curriculum from the company that we could use so we don't have to buy additional things. So, for example, this year, um, I discovered and worked with Dr. Kelly in regards to we had a a reading and a math intervention that we had at our site that was quite expensive, but then when we purchased our math curriculum, there was an intervention system that was purchased within that
047curriculum. And so, there was no need for us to pay the additional cost for the other intervention. So currently right now we're using just the reading intervention um and got rid of the math piece and then we also have a smaller intervention for our site built into the curriculum that that we purchased and I think you do too that in class as well but sometimes that intervention only is suitable for a certain development mental stage. So that's why we kept the upper one separate from that we had purchased for the reading if that makes sense. So trying to make small adjustments that way if we can. Yep. No, I follow that. But so is there any penalties for say we bought a um subscription was let's just call it like a three-year subscription and we
048after one year said this is not for us. It's not working. Are you able to cancel it? Are you able to get your money back or sometimes sometimes we had an example of some technology that was purchased on a multi-year contract and uh um they would not allow us to totally cancel the contract but we were able to cancel $6,000 worth of it but we had to keep I think three pieces of equipment for 3,000 for the remainder of this year and then we're going to cut the rest of it. So, um, because we there had been a contract signed, they at least let us out part of it. And that varies by vendor. Some are some are okay. Other most have some kind of hook like that where they don't let you just terminate
049after one year if you've got two years remain. So, how does something like your example happen? If a curriculum's approved, you buy the software, then all of a sudden it comes up, you need the add-on to judge livestock, and then that just gets flown under the radar. How's that add-on become a thing? If you already bought the curriculum, they it's not part of the curriculum. It's just a digital license. Okay. So, in order to use the online platform, okay, you have to have let's say you have 20 kids. So, it's nothing to do with the curriculum that's being sold. It's just digital digital licenses. So there's difference between the two which means the kids couldn't learn it or go and do it without the digital license and so for like our digital license are different
050at the the secondary level more specifically in the 912 because we have elected courses. So um so for us like we have a six-year subscription for some of our core courses and you know like ELA, science, math, whatever also social studies curriculum we purchase that right. So that's the curriculum that that we have been um using. Um but our elective courses, we don't run them every year and we don't run them like in the same semester. So that's where the cost will change slightly every year depending on the courses that we're offering for students. So then I have to go through and I have to make sure that we have this the the right amount and number of licenses for our students registering for those courses. So, I can't also purchase them ahead of time,
051which I wouldn't want to do because I'm not really sure how many kids are going to meet in those courses. Um, so it's kind of like we anticipate based off of how many we had the last time and then we hope we have around the same amount to kind of know how much we're probably going to need the next time that class like rolls around. Sometimes numbers are drastically different. Like you might have 10 in one year and you might have 22, 25 the next year. So it just it depends but that's how the license runs. So you have your core classes but then for us it's every year we have to look at the courses we're offering and then buy a certain number of licenses in order to run those courses. Getting kind of
052long here but specifically to those lensures um is our syllabus. So we can't ask teachers to build a syllabus using a particular curriculum and then buy another curriculum and then ask them to do that again. So that we have inconsistencies with our teaching and our learning strategies. So we really try to have the teachers be involved in the process of like what curriculums do you like and want? Um and it's approved by the board. So that's why it's important for our teachers to follow also what we do so that it's streamlined. Does that make sense? It it does. So now we're all conscious about it. So everybody knows we got to watch it. it, you know, it's it's just a function of the changing way our curriculum is evolving. I mean, it used to be
053we had a curriculum review cycle and you'd buy language arts textbooks one year and then math textbook the next and you just go on. Well, now it's online stuff and so and with virtual options, it's more sub, right? Okay. And we're trying to offer more Yeah. college credit classes. So, that's part of this. Yeah. Uh the college credit since we just well the junior classes here specifically for ELA, um we'll need to look at purchasing something in the future because they were new and they were decided after we had gone through the whole curriculum purchasing for the ELA. Um because we had a candidate that was able to teach that. So then because we had that candidate, we could offer those college courses. So yeah, give you tape. Yeah. Um other things on the list,
054a teaching and learning coordinator. This this year um we have had two teaching and learning coordinators in the district. Uh primarily middle school, high school uh building is where they have worked. um they've done very good work and been uh done important work but um it's it's just a financial commitment that uh I don't think we're able to make at this time um for both of us. So so it's eliminating one um and then um finance director I have a negative number here so Is there a reason why we're only limiting one? Yeah. Um well, frankly, because I think there's still plenty of work to do. Um but also um I think there's going to be additional work as we transition to one facility next year. And um I mean it's very likely that that
055other position could be would be looked at again next year this time as a reduction um because they're two-year contracts, right? But they are they are at will employees. So they have a two-year contract, but we are able to ter they be like a probationary teacher. We could terminate them at any any time. But um I just um that's been part of my dilemma throughout this whole process about making recommendations. We we have a I think a a great opportunity staring us in the face next year as we transition into a building. And I want to make sure there are adequate staff to make that transition successful and that includes working on curriculum and everything that goes with that. But just getting into the building and making sure everything works works together. And going to
056talk about that on one of these later ones as well. Like the role of moving into one building because if you're that's an expensive one body to keep. So if you're looking at adding a body, couldn't you put it in a different position such as special ed teacher or what do you mean adding the body? I'm not sure. These are all reductions. Yep. So, but if you were to But what you're saying is that when we move into the building, you need that position. I would say Yeah. And then after next year, you would look at do do you are you going to hang on to that one remaining teaching and learning coordinator or should that position be? Yep. So are you going into detail on a later slide of when we move into one
057building why that particular position is necessary? I don't I don't have any information. It's uh on any future slide um and at at this point it's just my my gut feeling that um well I'm going to back up. Balancing a budget is the easiest thing in the world to do. is give me a pen, a red pen, and I'll balance the budget. But while that's part of my job, bigger part of my job is trying to provide an adequate education system to all of our students. And I I just feel that in this transition year, there's just going to be enough miscellaneous things along with the basic duties of a teaching and learning coordinator, which has been um you know, supporting our new teachers, working with staff on curriculum, um supporting our international teachers. Along
058with all of those things, there's going to be just a bunch of other things coming at people as we as we make a move. Um, and I want that move to be successful and get everybody in there and be comfortable. And then there's going to be additional items the district could. So that's why it's my recommendation to to leave one in place now, make one reduction. Right. I mean I mean and there's other things we could probably think out of the box on too to help. Yeah. As well. People have other ideas that's fine. Uh Mrs. Jibson I think you and I talked about teaching their important but can you there's a lot that they do. Can you explain to everybody exactly that role? Um well yes there is a lot that they do and
059specifically like what Dr. Smith said um working with our new teachers but just in general supporting teachers and then the systems that we put in place. So um basically they're the two that we have now are really assigned to specific teachers and departments and um while I do across the board I also um support other teachers as well. So for example one um works more with the science and um the choir and the band. Um the other works in the math department and also with our CTE staff, right? Um and so they're in the classrooms on a daily basis. Um they sit down and work with the teachers and your planning, your preparation. They're another eye in the classroom going, uh that ain't right. They got to we got we got to address that. So
060let's sit down and have a conversation about how we might fix that, right? And help them problem solve. Um even things as simple as making the phone call to a parent. Um it's a it's a true real fear. You think it' be something that's very simple, but they really need a lot of support um just in the you know the simple task in which we would assume the teacher would maybe just do. Um and then also they take part in our student services team um our attendance team. So we look at attendance um we look at truency um they help then communicate on our student academic tracker about failing students. they communicate with those teachers, making sure that they are communicating with parents on a regular basis. So, I mean, it's just yeah, they're they're
061really doing a lot um during the day to support um all of our students um in in making sure that they're getting the best education that we can. The biggest thing um is the access, right? I am not accessessible all the time, nor is Jennifer, just because of what our jobs are. And so I think that like what Kelly said um moving into one building I really need to have that kind of support um because it's the immediate feedback that prompts change, right? Um the immediate support that helps them come back the next day and want to continue to come back to GFW in the following year, right? So, um, right now we're trying to figure out how do we keep our teachers and build our teachers and if they don't make it there to
062the before the three years, I mean, it's not something that's probably surprising to them, right? It's they've been supported and had conversations over the time in which they're there. So, yes, they do multitude of things and one of them does is is working with Wade to transition to our district assessment coordinator, which is a huge task in itself. Um most uh that person is saying not it. So um yeah. So what was this role for known as for that? Yeah. What was the title? What was I like we didn't have them. We didn't have them. Yeah. Okay. So we were so I we had conversations about how we needed um more support for our teachers, but ultimately it came from the teachers themselves saying that our new teachers needed support um and that we just
063had a lot of new teachers and there was a lot of turnover. And so um that was why they were kind of put in place is to help support our new teachers to help build climate culture in our school district because there was a divide between new teachers and veteran teachers. And so you know trying to just make things a little bit more smooth and making sure that everyone had the most support that they could possibly have during the school day and really is the access to that support. Didn't GFW have coaches before they were that would have been one of them. Yeah. Yeah, we did have coaches. We had coaches through the um grant. Um we've had them for about six years through two different literacy grants that we received. Um but those grants
064did run out this last school year. So there was no more funding for those coaches. Yeah. And theirs was a little bit different because there was more specifically to reading. Ours are just now in general to teaching and good teaching strategies and just general management of the classroom. Um because um if a kid isn't having or kids aren't having a good experience in that class, it um you know has a trickle effect, right? So um whether they would take that class again or if they're in the middle grades um okay, fine, I'm going to a new school or whatever the case may be. So, and this role to facilitate the relationship between new teachers and existing teachers and the coaching that goes along with it doesn't fall under a superintendent or it could is that
065divided up. It's maybe some of its principal responsibility maybe some superintendent probably not business manager if it's true business managing. Yeah. Um I'm just asking a lot of questions just Yeah. No. Um so for example like um I am working with one of our teaching and learning partners and and and have been with um one particular teacher and so we have the entire um two months u well we started in March but March, April and May. this is this is what we need to accomplish before the end of the school year and mapping out exactly what that teacher is going to do from March until the day that our students leave. Right? And then every week um we're both checking in, but we also have a sit down conversation in regards to what's going to
066be happening in that classroom and how we're supporting that teacher and ensuring the time management and all the things that go along with making sure our kids are learning is happening right so um that's where the teaching and learning coordinator come really is crucial to that is you know I might be doing some more of the coaching in this particular area um just because of the need level, right? But then she's a reinforcer of what needs to happen in the classroom. So, you're both doing this for one teacher. Yeah. Sometimes, yes, but it's it's only in this particular case. I'm just saying that that's what a teaching and learning coordinator would do is would do something like that is help them map out the rest of the year. What lessons are you teaching? Do you
067have the resources that you need? ensuring that what they say is happening is happening in the classroom. Sometimes the principal has to be involved in those conversations. So the one that you have on there, what are the two things that they oversee? Is it the CTE person or is it the can't remember what you said they both did? Uh well they help out with a lot of different things but um we've divided up the teachers so that the teachers are trying they are getting as much equal support from the individuals as possible. So like our um one is doing um the math department and the CTE and then um the other one is doing um the science and then also um the banning choir. Um and then I helped do some of the other. So
068which one that's being reduced? The one that's being reduced is covering which areas I think is the question. Is that Oh, you mean the one coach? Oh, it's it's the is the map and the CTE. And the whole the person that's left out there would take it all on them. Yes. Or it would be divided. Divided. Yeah. I mean if a school district Okay. So I was an instructional a coach and for GFW2 and so in the state of Minnesota all the instructional coaches depending on their program if you're meeting with them weekly um 12 to 16 um teachers is a pretty full load if you're doing what you're supposed to be doing. Um and so the teaching and learning coordinators also help them with their their uh peer coaching. So, hey, my peer my
069peer coach or one of my peers is coming in to observe me twice a year, right? We talked about that. So, they can have conversations with them about, okay, like what are you doing and let's talk about like what you want to do and just really help them with their their skills and their confidence um in their classroom. Sounds like a lot of duplication. Am I correct in that? uh duplication in terms of you have a teacher learning coordinator and a peer observing one teacher. Are they not doing the same work? No. Um, I will say that we've gotten because the Q comp is is more so with teachers like the teacher union um having teacher leadership roles and then part of the comp requirement um is that they have to observe their peers, right?
070But that's not part of necessarily the support that they get. They're basically being evaluated by their peers twice a year and are having a conversation about what they saw in their classroom. It's not ongoing mentor support of how do we truly like take a look at our planning and are we aligning um our instruction with our standards and how do we do that? They do that maybe in their post conversation once a semester. So we don't really have any control over that part but we have the piece of the mentorship that is ongoing support on a daily basis for our instructional that's what our instructional coaches do specific training for instructional coaches and our instructional coaches are doing that and um it's it's important what Certainly if we have to drill down everybody it's uh
071that's a good description. Thank you very much. Um just to finish out the items on here uh under finance director I have a negative number. Uh finance director business manager is probably going to cost more next year. Um we currently have a contract for 50,000 um with Lindsay Lindsay to continue in that role. [Music] um she's frankly able to do that on a fairly limited number of hours because of her knowledge of this district and uh I think it's going to take more uh I will be asking three different companies to give us proposals for two days of service as a finance director. So we'll see where that goes. Um I put on here departures versus replacements. I said we had some resignations, retirements. Uh we have one other verbal res retirement but have not
072received a letter yet. And typically you're hiring back at a lesser cost than the person who's leaving as they're typically toward the top of the salary schedule. They have a savings of 15,000. I think that's conservative in there. Um, another one that would impact a staff member is to move our AI coordinator position back into the classroom and then just pay a stipen to continue to do some of that work outside of a normal teaching day. Um, that would kind of create a little bumping pattern throughout um throughout a department. Um but it's basically would be a reduction of one position there. And then last thing I have is just miscellaneous. Um we're looking every day for areas that we can uh make reductions um to be to be more efficient as we move forward.
073So that total on this list is 352,100. Um and if and if people have suggestions, additions, whatever, um certainly open to those. We're not acting on any of this tonight. It's for informationational purposes only. Are there any technology grants out there that we can get? Well, that's a easy first answer. Yes, that we can get. That's I I don't know. Have we ever had one technology grant specifically for certain for technology? Well, we had the AI grant this year, 20 $25,000 back out to ask, you know, I I reached back out to them to ask if um the grant would be available in the future and they said no, the grants are typically for school districts for startup purposes um with the the thought that they need something to get started, but they will eventually
074be able to do it on their own. So that's why they will do the grant again because it's was more for a startup purpose. School doesn't. Yeah. For the for the Yeah. For that position. Yeah. Specifically there there's all kinds of different grants that could pertain to all different avenues of tech. If there's something specific that you really wanted to research and go [Music] after, once again, it's it's going through the process of the grant to what are the stipulations of the grant. Yeah, I know sometimes they put some heavy stipulations on those and just the time involved in even writing a grant is is pretty great a lot of times to even have a chance at getting it. So, um you know, there's I'm all for grants. I I uh enjoy writing them and
075but it's very timeconuming process and then usually there's a lot of grant management throughout the process also that is um required if you do get the grant to answer back to them and make sure you're spending it on Exactly. Yeah. Um what is the one that you applied for and I can't remember the name of it. the big one that's what does that cover um it covers a portion of a lot of um salaries that we have here it covers our um coordinators that we have um our reading interventionists throughout the district our math interventionists throughout the district um our cultural liaison um let's see your technology insurance. Um, no, it's mostly Monday who does our counseling that serves all of our students. I tried that out like in May. Well, actually, we hope to
076hear midappril. April get some word that we might hear that a little earlier. So, we're hopeful. We aren't assuming that we have that when we're looking at our budget. Correct. Um so if we actually this is kind of assuming we're going to get that. Yeah. Yeah. If we if we don't get that, we'll probably have to look at some additional things added to this. How much is it? I come to Yeah, I can. Well, and then just really the other thing with that is that um their support staff, right? So those the support staff like Kelly had mentioned before is like when you make changes is the trickle effect, right? So then you're someone from here and they're going there and then that person's going there and then that person's going there, right? Um which
077is the interventionist because they are the classroom teachers and so seniority takes precedence over that. But yeah, we we do hope to hear that in April which we feel kind of the way I Right. That's all I had for now. Again, it's for discussion and just wanted people to be aware of kind of where we're starting and what what assumptions we're starting with here. Sorry for interruption. She did find the total 720,000 720. Yes. Did you did you have what our total expenditures are? I did not. Oh, just revenue. We will we will bring that forward as we get that more fully developed. Will the cure all is more students? That's your big piece of it. Yep. Um down to number eight. Yeah, we're down to number eight now. Anybody have any more questions on
078it? We'll obviously discuss uh more of this down the road. Um so number eight, approve elimination of valator and saludiatoran and replace with Latin honors. Um maybe you want to just spend you have in the past but I don't know if it was in a full meeting of Yeah. Yep. Um and I was trying to just have a hard time when I get this screen here. So the discussion was we've c historically GFW has had um at validictorian and saludiatoran and um and the recommendation is to eliminate validictorian and saludiatoran. Try to share the screen. um um and and replace it just with these Latin honors um kumladi magna kumladi and suma kumladi um it's it's just getting more and more difficult to define where did an eight come from where did a 4.0 know
079come from? Did it come from Southwest, South Central, River, River Community College, whatever? Um or did they take it internally? And what class was it, etc. Um this way, if you make this move, we we eliminate that competition to be the very top student, but there's still a competition to to achieve hopefully soon. Um so we already have this in our registration guide. So this is what our students are used to seeing. So this would be the recommendation that we just eliminate validictorian and saludiatoran and recognize students based on these grade point averages. So kumladi is 3.2 to 3.449. Magna is 3.45 45 to 3.749 and then suma kumlady 3.75 to four and yeah we've talked this is a trend um it's everybody probably will be this fairly quickly it's too easy to manipulate your
080grad point average if you've already uh you know been a good student through your junior year and you don't have much classes to take you can take some very simple classes to really boost your GPA um receive one of those two honors. So, so that that's the recommendation. And I I did ask Principal Jacobson after the meeting last time when we discussed this, we had some of our students who are probably be impacted by this if she had any feedback, negative or positive. And I guess it was pretty quiet. Um, so I but we I wanted it done at this meeting if that's the wish of the board just so it's out there couple months before graduation instead of waiting till the last minute. [Music] Um scholarships attached to validictorian spot not from us. No.
081Um, some schools um might ask if you are or were um one of the two. Um, but not any that I'm aware of. Um, they typically ask if you're in what percentage of the class and and this is similar to what percentage or whatever of your class and or if you've received any awards or whatever the case may be. Um, maybe some of the top prestigious schools maybe. Um, I I'm not aware of that. They're smart enough to know that that can be altered that GPA so quickly. Yeah, usually they then go towards like the ACT SAT scores that students are scoring in those particular areas of those tests. Good question. You don't want to take the scholarship away, but do we think it's fair to end it this year, right? With the school year
082almost over if there is somebody that has their sight set on it for the last 12 years. Yeah. versus starting fresh next 2025 26 school year. Well, that's where the that that's where the we we the last time I checked, we currently had four 14 kids that were within 100 of a percentage point um above a 4.0, 0 4.1 like and in the past it's been toward an unwritten rule that those students that take PSO um courses are not considered as a valid Victorian or um saludiatoran um because that's been the incentive to take courses at GFW. Sure. So So are those 14 not linked PSU? They are. So some of them are. That's my point here is that so the system's flawed already. Yeah. So it's Yeah. So it's it is better to switch
083it now and give everybody Yeah. this recognition instead of Yes. want to Yes. is we have had lots of problems and arguments and issues within our office over the last second grade that comes in and we're really we're now focusing on this you know hundreds of a point for the students right but then also our PSO students who have been taking college courses then aren't configured in that and then are you know I not in the running for it. Right. So when by rights they should Yes. should be. So yeah. Yeah. Anybody got any other questions about it? Nope. Overdo. Let's get her done. It's important stuff. So um Okay. Well, then is there anyone that's going to be super disappointed if we vote this way? Well, nobody's brought that to my attention. And what
084we did bring it up at our last board meeting that was live and our students were here. Students were here. Yeah. And I've had conversations in um our building with our student services coordinator um Stacy Wood who deals with all of the you know transcripts and um colleges and she agrees um this is a good idea for us to move to the system as well. Well then can I get a motion to approve elimination of valid valictorian and saludiatoran replace of Latin honors? I'll make approve it. A second. All in favor? Done deal. Um, next up, approve 20 2526 calendar. Yeah. And, uh, so I have that on the screen as well, and we can get this onto our website if it's approved tonight. It's it's what we talked about at our last meeting. just
085a little bit uh more presentable um um design here. So um essentially following our calendar as we have no extended spring break next year because it's not a a band choir trip year. Um, and then we have kind of the odd moving days that uh will allow staff some time to um finish and move into their rooms when they are ready. Um, so some days are before school starts and then some are in December before the transition for middle school, high school. And then the last thing that changes, I believe we had nine early releases that this current calendar and it's down to five. So, um, and the last caveat is just, um, this is all assuming our project is on schedule and I getting reassured by Gross Anderson that we're we're in good shape
086for what we're planning. Yeah, we've looked at this a number of times, too. So, um, anybody got any questions on before we Okay. Can I get a motion to approve the 2025 26 calendar? I'll make a motion to approve it. Second, second. All in favor? Passes. Thank you for participating everybody. Um, good conversation, good uh, clarifications. Um, much needed. So, uh, can I get a motion to adjourn? Second. All favor. Meeting is adjourned. Thank you.