001Thank you everyone for uh attending our meeting tonight. And um I'll call that order after the pledge. Uh we do not have anyone for the open forum. But before we get to approval of today's agenda, welcome Dr. Hyle. It's great to see you over there. >> Thank you. We'll uh give you you'll probably have plenty to talk about here in a little bit. So, we we'll leave that for then. All right. So, I will look for approval of tonight's agenda. >> So, moved. >> Okay. Is there a second? >> Second. >> And there's a second. Any uh discussion on the agenda? Seeing none, all those in favor signify by saying I. >> I oppose the same sign. Okay. Agenda is approved. And number five, request for donations. Mr. Durban. >> Thank you, Chair Clott. School
002board, Superintendent Hy. Uh short list this evening. Uh but I do appreciate this process and hope we can continue with it. So, three donations for your approval this evening. uh a donation from Casey's to our ALC, a generous donation from Poet of $3,000 to our ALC for a project we've mentioned earlier for um which also included some other donations from community partners. So to our uh new washer and dryer that's going into Brookside here um for our ALC and then also a donation from the Blackbot Giving Fund uh to our early childhood special education. So at this time ask for approval of those donations. >> Thank you. Any um well I better look for a motion to approve those donations. >> Is there a and a second? Any comments on the donations questions? >> How
003long it take to get that poet donation together? >> Uh I believe that ALC staff had see the donation from Poet. Um and this would be a grant from from Poet there. So >> anything else? and and just to acknowledge the work of our ALC staff administration, Johanna Thomas and uh Andrew Gustoson on the work on that project doing a great job with it. So, good. Thank you. >> All right, seeing no other comments or questions, all those in favor signify by saying I >> I oppose the same sign. Donations passes. Okay. Number six are consent items. Uh have one motion for all of those. you had an opportunity to read them. I would look for a motion to approve the consent items. >> I'll make that motion. >> Okay. Neil, is there a second?
004>> Second. >> Mary Joe second. All right. Is there any discussion on the consent? Seeing none, all those in favor signify by saying I. >> I oppose the same sign. Okay. Consent items pass. All right. Number seven, Dr. Hy, superintendent report. >> Sure. Well, ladies and gentlemen of the board, thanks for the opportunity to present tonight. Um, you'll see in front of you, um, just a quick part of my days here as we began for the last three weeks. Uh, transition. So, you see I've met with it's getting closer to 50 people after today. Um, just kind of individually and with groups. That's not counting um like the Kuanas, the mayor and and them just with district employees. Um I have been Kuana's meetings, met with the mayor um met with the backpack program today
005just to make sure that that we're moving forward with that and that they know they have support from the superintendent's office. Interesting thing at the Kuanas meeting um talked to a couple community members and the and the this is a good part about these meetings is the question came to me is geez Hy why did you shut down the the walking track or not me specifically but why did the district shut down the walking track and Paul and I looked at each other and we're like it's not shut down what are you talking about and they're like well outside at at Hammer Complex it's not open and so um Paul and I talked about it briefly and Paul said hey I have this sign they've been trying to put up there on the the complex.
006So, I like that Paulie said, "Order one or two of them quick. Let's get it. When we get the sign, we'll post it and then we'll get it back out to the community that it's open." So, at 6:30 in the morning when the guys get there, they just unlock the gate and slide it open and the walkers can be there 6:30 to 8. Um, typically they just leave it open for a while. When the kids get out on the field, um, since there's footballs or balls floating around, we usually have people not go there. But, um, it's just one of those community things that, um, it's it should be open. It's just never been posted. And Paul had the right idea. That that's Paul's signing. He had it ready to go. So, um, so we'll
007get that up there. Um, the little QR code is there for any donations or anything people might want to give. Um, but again, it's it's just that communication to the community and hey, we're open and the you know, thank you for for all that you've given us and and this is here to use. So, we'll do the same for the walking track here at Brookside. Um, talking to Darcy, she said people don't realize that's still open. So, I'm sure it's it's a little hold over from the pandemic where we kind of couldn't have people come in, but we'll get those going. But, it's it's those meetings where people ask those questions and then that allows me to come and ask people or and find out the story and then and then get the information back
008to them. So, if you go back to the slides, um, so, uh, we've had a full administration meeting. saw all the principles, um district leadership, um other leaders throughout the district. Um that was a good took most of the day. It was good, uh to see how that was done. And then we'll make some adjustments as we come into to further meetings. And then um I'll work on the full tour of all the buildings. And when I say full tour, that's, you know, if I got to if I got to wear jeans that day and crawl through some tunnels, that's what I got to do all the way to the roof. but just get an idea of the building and then um make those themes that I I'm hearing and I can tell you right
009now um there are a few themes that are coming up and one is the level of trust and that's something that the seven of you and I have talked about uh in depth and that came through in the interviews. Uh the other one that won't surprise you is uh communication uh lack thereof. Um and I think that sign just points right at it right to the the whole community. uh transparency um and not only in just uh communication but in the processes and the procedures that we use um and then also transparency but also decision making um it's been a top- down model for a while um again that is something that we've all talked about um and and I I think in these three weeks some people have seen some slight changes and they're
010like hey input is really taken he does seek input um he does use district employees and community members and parents and uh students in ways that uh I think make us a stronger district. So, um on the community part there, I I you know, I attended the one wide wind down Wednesday, could have went to two of them, but the one got cancelled uh due to weather. Um that's just about being visible. Um try to stop by the summer camps when I see them going on as long as I have a few minutes. I don't I'm so jam-packed right now with meetings that I barely have a couple of minutes in between and sometimes I'm texting. I'm five minutes late, but I'm coming from this meeting. Um, but I funny story is I walked out
011there and all the football coaches looked at me because the football camp was going on. I had about 15 minutes. So, I thought I could get out of the field, get back and get to Brookside in 15 minutes. And they all looked at me and um I've talked to Paul Don before and he goes, "What are you doing out here?" Here I go. With that comment, how long how often has a superintendent walked out here besides graduation? He looked at me and he looked at the kids and he said, "First time." So, well, he really said never, but I'll say first time. So, we kind of laughed. So, then I was able to talk to some of the kids and and uh had to turn around and go talk to a couple of parents that
012were watching and they were excited to see somebody else out there. So, um and then you'll see me business tour. So, that'll be me contacting businesses. I like to get into them. Um, and this will be something that I do, you know, not just now, but periodically through get to the business leaders, get to the owners. Um, make sure that we're doing what what they need us to do as a school district and any ways that we can help them. And it's just good to know the businesses. So, um, hiring update. Uh, so the administration hiring process, people got to experience that with the high school principal. I saw our high school principles in the back of the room tonight. So, welcome. Um, but then Sean and I started working through, he said, "Well, we
013got to hire an AP." So, I showed him the process that I use now that he's on the other side of the table and uh worked through that, adjusted it for an AP. So, he sent the staff a survey. Generally, we'd survey parents and students, too. We just did that with the principal, and I I'm guessing those surveys will be almost um dead on there. So, we've got a lot of data from that that we'll use, but we're also going to survey the teachers who may view the assistant principal role slightly different. Well, I know they will um have being a high school teacher before um just to get their input and we can compare it all there, too. Um the one that's scaring the district a little bit uh when I talked to HR
014is a Hawthorne music teacher. So, that one's getting we're getting down to the wire where most of those music teachers are hired somewhere else. So, um, and the HS, uh, the high school counselor. So, um, uh, but we're working through those processes and then Ashley and I are through HR, we're working to kind of solidify the processes that we use so that as if anything were to happen to me, that process is there for the district to use. So, and then, uh, I'll work with, um, Dave on a coach hiring process that's a little more in-depth than I think the district's ever used before, but I know from the districts I've been in the past, uh, parents, athletes, uh, board members, and community really appreciate a process, uh, especially hiring head coaches. Um, I had
015a good long meeting with teamworks. Uh, Dr. Ray Queener came and that would be your strategic plan. So, and I was really open and honest, and you can ask Darcy cuz I left the door open cuz I needed information. Um, I was pretty honest with them. Um, and they were really honest with me, and that's what I would expect. Um, from their standpoint, it never really rolled out as it was ever designed to roll out. And I think you would agree as a board um with that. And you can kind of see, you know, we discussed the non-alignment of the strategic plan with the district and that's what it is. Now, when you read the strategic plan, I see where they went with it and where the alignment was. Um, but to I'd probably say
016the average parent, the average citizen, probably most of the teaching staff or par staff or custodial, they don't see the alignment in that because it was never rolled out correctly. Um, it's the all the information that we have, we're missing several components of it. Those components were provided to the district. they were just again never rolled out or or never given. So they're I'm in the process of getting that information from teamworks and we paid for it. So it's not anything we have to pay more for. It's not anything that they're holding on to. It's there getting the documentation to me. Um and then I told them you kind of owe it to me to work with you so that we can get this thing rolled out because in their mind that's what they want
017too. They want to see us have success with the product they helped um design for the district. um to put everybody at ease. This takes time and it's a process. So, don't think that I'm going to come in all of a sudden hit this hard. We're going to ease our way into it. Um simply because we have other things in the district that are working very well and we need to build and continue momentum there. Um but um Teamworks did feel that everybody that they had involved really put good input and good data into how they build their strategic plan. So this is what I know. It was completed in an environment of low trust and communication. And I said, I'll always be honest with you with that. And I know that's the environment it
018was completed in. So, we're going to need to test the results they have with our community, with our teachers and staff to make sure this is indeed the direction and the strategic plan they want. So, when I say this will be slow, it'll involve many people. It'll involve district employees and we're going to test it all, make sure it's right, and then we'll get to the point where we're using it and rolling it out. So, um the good part of that is that takes a little bit of time, especially with a new guy coming in. So, and then with alignment, so like I had said, we're working on uh processes and procedures and I can tell you from the board and it doesn't matter what the staff does for the district or who I talk
019to, everybody talks about we need alignment. We we don't feel like the whole system's working in one direction. Um and the admin, everybody wants that alignment in the district. Um, when you look at what the numbers I put on the side there, one, two, and four, that's the impact of alignment. Um, number three is where we're starting. We're starting with, you can see where we're starting to build some alignment. This is how we're going to start hiring administrators. I have a process of this is how we'll start hiring head coaches. Um, and we'll bring that through and work with um the individual schools and the principles about this is the this is how we're going to start hiring teachers or paras and stuff. And the main point is for HR. HR knows if we have
020a process and everybody follows a process and in the end this is the results of it then Ashley or HR knows we followed this pattern so that if anybody ever questions what was done or what the steps were used that even if you weren't in the room, you know how it was supposed to go. And then we just kind of work with all the employees so they know this is how we do things. So it's really building the Elbertly way. So or the tiger way, however you want to say it. So looking forward to that. I can tell you with all the alignment, the one piece that aligns across the district is the HRS. I have heard many positive things from all levels across the district. So I know with staff um especially teaching staff
021and admin staff across the district. Um I'm a Marzano guy, so studied his research. I know um what following his processes can do. So um very much HRS is a part of something that I believe in too. So I think we build on that. We build the momentum and then we keep building processes and procedures. So um and we'll create that alignment with of HRS with the other district directions. Um and really so that they're not different directions that this is what we do and this is how we're successful. So been a fun first three weeks. Can't wait to keep doing it. So and we'll keep moving forward. So thank you. Thanks for the opportunity. >> Thank you. Um the only thing that I um have to update on is I have started attending the
022COE uh initiative meetings um that just I just launched I think right after school got out. very excited about what that means for Albert Lee um students and more to come on that. But I think the foundations potentially involved and really it gives students an opportunity to get that that connects to those uh the academy piece and the pathways piece for our students just really adding um value to that with actual experiences of and then they it's my understanding that at the end of the year they do a trade show where they actually are selling their product. Um and it can be quite impressive. I don't know if you've had experience, Steve, with with other schools, but I know area schools that do it, and it's crazy. >> Yeah, I I sat on the CEO
023board for Right Tech, so I I was in it. I know this process. It's a awesome program. >> Yeah. So, right now, we're in the process of getting some stakeholders established, board members, and then actually um it it takes quite a bit of money to to run. And so, um, you you might know somebody or have been approached to help. Um, and so anybody you recommend, I know that's what we're kind of doing right now. Um, but really looking forward to potentially that group coming. It's communityled, uh, supported by the high school. Um, and uh, if you I think Sean and Caitlyn at the high school would be happy to answer any questions you have about it, but I know that I'll be actively involved and and uh, happy to share anything I can with
024you. Thanks. >> Not much, excuse me, not much to report on. just came back from Bethany Beach, which has nothing to do with school district other than the fact that I see lots of really wonderful kids running around on the beach having a great time and it reminds me of how enthusiastic young people are and uh how much of a challenge it is to maintain that enthusiasm in the process of our educational system. uh uh the u actual educational commitment that I have uh throughout the last month has been mostly education foundation and uh that's challenging lots of things going on serving as custodian for over 20 scholarships and getting transcripts uh lined up with scholarships and colleges and writing checks is is fun and challenging and it's It's u it's a challenge to keep
025track of all that. We also have uh uh within the month last month I believe delivered a check to district 241 for over $6,000 for 14 or 15 teachers receiving teacher grants. Uh and that's also a lot of fun to do. And the only other thing with the education foundation is the continuing seasonal plan for the reception in October for uh connected with pathways to success which honors distinguished alumni and distinguished educators, usually four of each. That's it. >> Thank you. Uh I sat on the team to uh hire the high school principal and very pleased, Mr. Gaston. Congratulations. Um also hearing great things in the community, Dr. Hyle, that you're getting out and great feedback. So people are really appreciating that. And then um I guess you and I will meet this week as
026well. And so look forward to that. >> Thank you. >> Um I don't have a lot to report, no committee meetings. Um, but last week I did officially get to meet up with Superintendent Hy and talk about a number of issues. Um, and I'm just very very excited that you're here. >> Yeah, Ditto. I was participating in the principal interviews good process and I'll tell you what, I was very impressed with the students that were there. They displayed a level of maturity that uh I was just uh really really impressed with uh their questions at the end of the interview. Um, Neil, thanks for the update on the foundation. It's been fun to write those scholarship checks with you uh and the teacher grants. I do I do want to add too that the education
027foundation is supporting um discover history too for this uh next round. Um on a more personal note, the the fair is coming up and we have band students help us do bingo. This is the Albertly Lions Club. uh we give them 10% of the proceeds and I think last year we wrote them a check for $1,000. So uh that was that's fun. And I have to just mention one thing. I follow some of our students through VFW baseball and what an impressive season. But on uh Sunday I was a guest announcer with Power 96. So that was kind of cool. So uh you may not care but uh I'm thinking it's going to take me in a whole different direction here. I'm I'm counting the money. >> Retirements. >> Oh, it's all good. >> Uh
028yeah, I didn't have a whole lot of uh committee meetings going. Actually, zero committee meetings. Um I did want to touch base though. My kids have been uh participating in a lot of community ed stuff throughout the summer. A lot of different camps. Um engineering camp, tennis, kayaking, archery. Some of that might be mixed in with parks and wreck. But I just want to say they've been really well ran. Um the teachers and the coaches have been really good at communicating with weather and stuff and and sending emails and even some phone calls if needed to. But um they've been really really well ran and been super impressed with it. So having a lot of fun this summer. Busy as heck, I tell you what. That's it. Uh other than a bunch of individual meetings,
029nothing committee-wise to report on. Uh and so we've got our teacher rep here tonight. Go ahead. All right. Hi, I am Kristen Seager. I'm a media specialist at Sibly Lake View and Southwest. Um, and our message from the ALA tonight is just a warm welcome to Dr. Hyle and just wanted to let the school board know that we're very pleased with the meet and greets that have been offered to all district staff. um the survey request that was sent out for the hiring of the high school principal and the staffwide announcements regarding the hiring of um Mr. Gaston as the new principal. We feel like these first steps are a welcome improvement in communication throughout the district. So, thank you. >> Thank you, Kristen. Okay. Eight, uh safe and healthy schools. Nine, curriculum instruction. Nothing
030there. 10. we have effective and efficient operations. Uh the LTFM plan for 27, Mr. Derban. All right. Thank you, Chair Clot, school board members, Superintendent Hy. I think I get a couple back to back here for you. So, um, I did try to include in your board packet a few resources, but every year when we look at this, it always takes a little more explanation and probably some conversation. So, um, see if I can get the clicker going. >> Ah, gotcha. There we go. Okay. So, a few points about our uh, LTFM, which stands for long-term facilities maintenance. This is a program that's run through MDE, Minnesota Department of Education, and it's required to get schoolboard approval every year. Um, what we are approving this evening is the fiscal year 27 LTFM plan. Um, so
031um, essentially, we're planning out beyond just what's in front of us. And actually, we're going to approve 10 years of a plan, but this does take some reflection annually, and as things change, we make adjustments. And that's the reason we look at this annually. So in your board packet, before I dive into some of this, you should see a revenue worksheet that is submitted to MDE for approval. This will go to the commissioner of education. And you'll also have an expenditure worksheet. Those are the two components that we're approving this evening. And there's a couple uh talking points that we'll zero in on, focus in on, and then um just kind of get to some of the main points um at a high level. and and we'll uh see what conversation there is. So, a
032few things. Um the deadline for submitt is July 31st. So, that's why we are here this evening. Uh there will be a motion or a resolution uh to approve uh this plan. And once approved, we complete that paperwork and send in a statement of assurances to MDE uh commissioner of education and uh then we then we're running. So, um, some requirements in our plans, they have to include provisions for implementing a health and safety program. So, we'll try and highlight where those dollars are in the plan. Bless you. Uh, and also the plans must indicate whether we uh will issue or have issued bonds to finance the plan. So, when we think of our recent construction projects for a boilers at Lake View or Southwest Middle School or the dehumidification system at the high school,
033those would be the types of projects we want to make sure are outlined in the plan. um as those were financed through bonds. Um if you go way back to prior to 2015, many people know uh LTFM as deferred maintenance or health and safety programs. Um those were the old language. LTFM replaced that. Uh and LTFM plans can be executed out of fund one or six. So fund one is your general fund and fund six is your construction fund. Um and also these uh are managed and tracked through our UFAR's um uniform financial accounting reporting standards like all other uh finances in the district. So a couple points here um some examples of allowable and not allowed uses. So allowable uses would be deferred capital expenditures um maintenance to prevent erosion of our facilities. So,
034preventative maintenance or replacement for items that are near end of life to keep our buildings in um good condition. Um you can also use LTFM for increasing accessibility to schools. Um so I mean sidewalks, entryways, floors. Um if you have anything that's not accessible, you can upgrade to make sure it's meeting accessibility requirements. Um can be used for health and safety projects. uh or a new addition I I believe a couple years ago was for remodeling or constructing single-use restrooms um to meet MDE requirements. Some examples of uses that are not allowed would be new facilities or new construction um energy efficiency projects um violence projection or prevention and security projects. Um those we would more often use capital funds. So, um, with that, we also included a spreadsheet this evening. Looks more like this.
035Since capital and LTFM are often very closely related, we build out a 10-year plan for both and they're in the same spreadsheet. So, that will outline the LTFM components and the capital components. So capital um does not need MDE approval and some allowable expenditures under capital would be to purchase land, build, lease properties, build buildings, improve your school sites. So there's kind of a there's going to be some crossover where maybe you could use capital or LTFM for similar projects, right? When we talk about those site improvements or repairs, also increasing accessibility, safety and health projects. Um but in capital you can do energy projects, you can use it for technology, um textbooks, media, you can use it to purchase vehicles. Um the other one here um not listed is you can also pay staff
036that fit under some of these categories, technology, that sort of thing. So um a little more flexibility with capital funds, but on that note, a lot less uh revenue towards capital funds. So, so here's an outline of the process that we started a couple years ago. Um, and we do our best to try to follow this process and um I think we're we're always growing um and looking for ways to uh modify this. In fact, I talked to Superintendent Hy earlier today as we review this um just seeking feedback and how we can improve the process for our LTFM plan. So, this isn't just a homework assignment that hits us in the month of July. This is a project that we are working on annually. As things occur during the year, maybe we have a
037hiccup or something breaks down, something might have to be adjusted or changed, right? So, um the process looks a little like this. We'll review our prior year plans um with progress. We'll note setbacks throughout the year as we're going through the plan and following those budgets. We'll conduct facility assessments. Um so our um facilities coordinator will kind of keep an ongoing list of how our uh mechanical units are doing as he works with contractors. They'll put notes in on um you know what they've fixed or repaired. Um and we just kind of have a list of what's um needed throughout the year and how things are going. Um we'll collect feedback and input from custodians uh maintenance team and administrative teams typically in January. Um, and those custodian conversations between Kevin Peak, our our facilities
038coordinator, and our head custodians, those are ongoing discussions, like if something's breaking down in their building or needs attention, um, pretty frequently connect on on those issues. Um, but typically bring principles in in January and review the 10-year plan. Um, and from there, we put together a needs list and it gets pretty indepth. If you think about 10 years of projects, we need a really large list, right? and not everything that gets on this list falls into the plan. Um so from there um we'll coordinate and collaborate with our experts. So our roofing engineers at TMCco uh help us with uh some of the the plans and and maybe potential costs for projects or where the needs list would be where where we can prioritize items. Our local electricians, plumbers. Um so any any of
039our experts in the field that are helping us with this. Um, from there we kind of determine reasonleness. Um, and we coordinate um, you know, what's what can we do with the the amount of money that we have in LTFM. Prioritize our list, go out for bids and quotes for the upcoming year. Um, if a project is under $175,000, we essentially just need to go get three quotes and then we go with the best uh, quote for the district. if it's over $175,000, we need to to follow bid law and make sure we document that process. And so a lot of times when we talk about roofs or larger construction projects, we make sure that the engineers are involved in that process with us. Um, also we reflect on what's allowable, what's appropriate, and a
040lot of times that might tell us whether it needs to fall into capital or LTFM. And then we build and update our plan every July um, and resubmit. And so you may see some similarities to this year's plan from last year just on, you know, where our needs were, but there's also some changes. Um, a good example of that was this year we had a boiler that was as we did our facilities assessments, every indication was that it was okay. And then mid year something was happening with it. And this winter towards the end of the year, it was it was down. And then when we brought in a couple different vendors to try to repair the boiler, they said it's done. Nothing we can do. So there we had to pivot. So then we'll
041see a change in this year's plan. Right. So it's just kind of how we we navigate that process. Um and a lot of work goes into this throughout the year. So um appreciate the the support from uh Kevin Peak as we look at this plan today too. So So um here tonight um we got an overview of the 10-year plan, the LTFM spreadsheets. Um and then we'll ask you to vote and adopt the the 10-year plan. So one requirement was that we have to note our health and safety um components. So please if you this is impossible to read the spreadsheet for anybody looking at the screen and I acknowledge that. I just wanted to point out so if you do go to the board packet and you review these spreadsheets you can see the
042different categories. So if you look to the top here um under category one these would be our health and safety categories. So, as we look at the the columns to the right of that, those would be the funds that we're designating to our health and safety categories in LTFM. And then at the bottom down here, so just so we're aware of where our revenues are coming in, this is where we're going to see the revenue in levy and aid. And this gets very confusing because there's also levy and aid that will go into our debt service fund to pay for other LTFM qualifying expenditures. But this is what hits this pool of money here in the general fund. Then one last note while we're on this slide, and I'm sorry to make you pivot. I
043wish this laser would show up on the the screen for you as the board, too. Down here, if you notice the fund six, we've got this planned out to sunset in fiscal year 26 this school year. So those projects with the uh high school HVAC um dehumidification and then our safety funds that we use for uh entryways and replacing locks and doors um those should be completed this school year. That's the goal. So at a glance all that and just a real brief highle summary and I'm open to questions on this as well. The estimated revenue over 10 years um and if you um looked back a year or two this number would look a lot larger. Um remember we sold bonds for um those LTFM projects that um bonds uh they were LTFM bonds
044basically bonds against our revenue that we receive as a school district for LTFM. So the payments come out of this now that that amount is deducted from our revenue as a district and it's going straight into debt service to pay for those debt payments as we move forward. So it's it's basically subtracted and this is now the actual revenue we'll see over the next 10 years. Little warning that is a projected revenue. It's based off of our enrollment and our actually facility square footage and age. So a couple factors that go into that. So then we have the 10-year debt obligation which would be our debt service uh there and then our annual uh revenue. If we just divide that over 10, you know, kind of what we can anticipate each year of what we'll
045spend on LTFM and how much we would spend on our health and safety expenditures. All right. So then this next slide here, um this is I would say we I said we would dissect this or pull out kind of the guts of the plan. These codes here on the left side um our finance codes. This is when we talk about our EUARS accounting. These are the types of projects that qualify and each one of these has a really indepth description of what an allowable expenditure would be for each of those. And we could go into um the UAR's manual and kind of unpack that. But when you see the numbers to the right of these categories, that's how much we plan to spend on each of those types of projects. And then again, our summary.
046And just to break down this table, the top section is how much we plan to spend on our capital funds. So not LTFM. This is not what we're seeking approval on this evening. These would be those capital funds. And you notice that we have about 165,000 a year budgeted for capital. So it's not as much as people may think. And then our LTFM budget is much larger. And if you remember, I said it would be about 958,000 a year annually. But when I started in the facilities role two or three years ago, I think we had a deficit of about $750,000. And so the only way to correct that is to plan less expenditures for a few years to get back to neutral. Now a deficit in LTFM isn't allowable. It's allowable to have a
047deficit there, but it's not a good practice. So, it's approp it's probably most appropriate that we try to in our plan correct that and get back to this. Now, to try and reverse 750,000 in one year with $950,000 budget isn't really practical. So, we've chipped away at it here and you can see that reflected in the pink line here. This shows that progress where hopefully by 2030 we're going to be positive balance there in our LTFM account. And then the bottom is our construction fund. Some of these projects are capital and some are LTFM. And I wanted to make sure I highlight that. So if this number 387,000 looks different than the LTFM application, it's because we have some capital included in our fund six. But again, we're going to try and sunset out any
048of the construction fund this year. Okay. So then um just a couple more um just high level highlights. So what I I did uh started doing last year and I brought to the table here today is any projects that we will see next school year that are going to be a sum of over $10,000 in estimated cost. I like to outline for the board so you're aware of what larger projects we would be having uh related to LTFM and capital. So here um just pulled from this plan there's a few different you see it's a mix from all various sites of different things that we'll be looking to upgrade or replace or or fix. So um Hammer Complex looking at doing some fencing and irrigation repairs. Um we've been having a lot of headaches with
049the irrigation system up there. Um just from the original design and build, it's never been right for that facility. So just working through that. Um Halverson Elementary doing some restroom upgrades uh or replacements of of old fixtures. um some classroom and cupboards. I know Principal Larson was here this evening. Um brought to our attention in some of those administrator meetings that we were talking about in January. Um and this actually a couple years ago um she brought forward that they have some cupboards and and um countertops that are just crumbling. They're getting old, falling apart. And so we're able to get to those this year in the 10-year plan. Um Hawthorne, we're looking to bring in some bleachers to that gymnasium so we can get a little bit uh better use there. I think right
050now we've just got some old seating that we pull out along the side. Uh Hawthorne um classroom doors. So we talk about those safety projects. Um their doors all have wood frames in that building and um the the locks are all different. The the door mechanisms on every door is different. So when we had that focus on safety, this was one we hoped we would get to with this pool of safety funds that we had. And we have just enough to get through that with Hawthorne. And we're really excited to put steel door frames in with nice new doors with all new um locking mechanisms and keys so that all of our elementary schools will be keyed in a similar manner with with safe and secure doors in the classrooms. So um it'll be a
051nice upgrade. Um Hawthorne, that's uh I noticed that I noted a surprise earlier. Uh boiler replacement. Um those are not cheap. Uh, and I got to give compliments to Kevin Peak again, uh, for his creativity and moving some things around in this plan to make it work. Um, we hope to have that up and running by September, uh, in Hawthorne, which was a very fast turnaround. So, um, he pulled some strings with those contractors, I believe, cuz I'm I'm really surprised. Um, there is another boiler there, so if it's a little slow getting up and going, we'll be in an okay place. So, it's just um in those real cold winter months, you know, January, February, we want to be for sure up and running. Uh Lake View, we've got some uh old fixtures and
052stalls in the restrooms that need upgrades. Um I'll tell you, the bathrooms in that building all need a lot of attention and uh I think over the 10-year plan, we'll get some more um opportunity there. The high school has a lot of needs between activities in the classroom. Um, but one that we've really been trying to limp through is our roofing projects at the high school and they just keep getting more and more expensive. So, you'll probably see this every couple years. We need to spread it out because of the expenses that are going to the roof, but we'll continue to try and chip away to get that roof uh finished up at the high school. Um, heat pumps are an annual thing there at the high school. Um, there's 296 heat pumps which those
053are what bring the heat into the classrooms and they air condition the classrooms. And so they're just a constant replacement. I think we do about six a year. Uh and they're really expensive. So um just by design, that building needs more attention. Um I applaud the patience of our administration and our counselors and our activities office at Albertly High School. They've had a fire panel that's been going into error constantly over the last year. And um it's not like sending off the entire fire alarm, but it sends this annoying beeping through the office. And so I um it's time we need to invest in this replacement for the fire panel. Um and we've we're finally moving towards a solution there. Um we had a retaining wall collapse. So this is another addition at the high
054school. Um it's over by the greenhouse and uh the F-wing, I would say, in the exterior of the building. Um and we just can't have um you know, loose cinder blocks and the retaining wall falling there. So that's that's a pretty significant expense. It's a really big wall if you do get your eyes on it. Um the middle school, some landscaping repair, including some trees that we're running into. We have so many ash trees in this district that they're um they're on a constant plan every year. We need to take a few of them and treat them or take them down and it's just the nature of having that much property. Um and then getting to some sidewalk repairs, removing some trip hazards, working on accessibility to the middle school. So quite a list for
055one school year. Um these projects add up compliments to our our team uh maintenance custodian and um all our contractors that work with us locally. Um they do a great job. So um two charts and then I'll uh wrap this up. So couple places to or a couple ways to look at your 10-year plan. Um what I've done is kind of dissected with the categories. Where are the funds going? So you see roofs 33%. They're getting more and more expensive. Now we what we are doing with our roofs is we're making sure they're going to last us 30 plus years, right? So we're not uh just doing the patchwork repairs. Um we've got a really good plan. Uh we're seeing less and less leaks. I know the the one site uh I think Southwest Middle
056School had a handful of issues and we're starting to chip away at those, but um TMCO has been doing a good job at guiding us through um a plan for our roofs and they'll actually help us try and place some of those into our 10-year plan if they know the finances aren't there right away. So, good consultants there. Um but also health and safety funds, those are consistently an expenditure every year and it's a priority priority to the district. Um, and we're thankful that we have LTFM program to help support that. And then here's by site. And this will fluctuate year-toear. Is one site chips off a big project or completes a big project, then the next year that percentage might decrease, right? And so that the attention kind of fluctuates based on what year
057um each building is getting a little more attention. So this year uh over the 10 years um I guess you see the high school getting 29%. This makes sense. The high school is our biggest building with 270,000 square feet. Um and then the next uh big chunk of money is districtwide. Um Hammer Complex. Um some expense expensive projects coming up in the 10-year plan there between the track and the turf uh field there too. So um kind of nice little breakdown shows how it's dispersed. Okay. So, um, you should have copies of the expenditure worksheet, the revenue worksheet, a capital the copy of the capital LTFM summary. Um, and I believe in the board packet there was a board resolution. Um, so this is an action item and this evening we're asking the board to
058approve the MDE LTFM plan uh via board resolution. >> Can I ask a question quick first? In that first pie chart, there was an other category. What what would fall under that or am I putting you on the spot? >> Um, so like let's might be like a a scoreboard in a gym or something like that. That might be a replacement, but it doesn't really fit under exterior projects or classroom or interior repairs. Um, and there's quite a few of those little items around the district that just work their way into the plan, right? Any other questions on the healthfel? >> Well, I notice all our custodians and maintenance folks here. So, thank you for everything you do. It support is there concerns um that everybody's here. I was going to say I know over
059the years just back in the LTFM how much you've put into this for work. So appreciate the detail that we haven't had in the past. Thank you. >> Absolutely. >> Chairman Claude, I'd make a motion to approve the LTFM plan as presented. >> There a second. >> Second. >> Neil second. Any other uh discussion on the approval of the MDE LTFM? Paul on the if you know the spreadsheet on sites that you have I see that like the example is elementary schools I see some years are sixdigit six digits are budgeted is I'm assuming those are just bigger projects that are part of the plan. >> Yeah let me uh that's a good question. So are you talking this spreadsheet or the Okay. So um >> I can't believe I didn't really go into clarification
060on this. All right. So every this spreadsheet is kind of our master plan and every single cell on this spreadsheet ties back to another page another um code finance code. So we track what type of expenditure what site that they're they're occurring at. So for example if you picked say Halverson Elementary >> another tab of this master document would be where our needs list gets put together. That's where Kevin's putting the work into how it's broken down. So, if we trying to pinpoint each cell, I could probably tell you what's going on at that site each year and each category um based off of this plan. So, when we talk about the amount of work that goes into it, we're not just throwing numbers up there to make the budgets tie out. This is all
061built based off of those needs that we talked about earlier. So, yeah. So, it's a good question. If you wanted some insight to any of these, we could sit down and look at that. Um, and this would be something that as we um I would encourage the board if you ever have questions when when you get it's a debate on how much I want to overwhelm you with, right? So, when you get these spreadsheets, if you ever want more insight and you just want to look get a look into that, let's sit down and chat and look at it. Just give me a call or email or I could provide it to you in the full format if you'd like. So, >> any other thoughts, concerns, questions for Mr. Durban? >> Seeing none, all those
062in favor of uh approving the motion for the MDE capital LTFM plan, signify by saying I. >> I oppose the same sign. Okay. It passes 70 and you are up for sidewalks. All right, allow me a minute here to switch gears. All right, so this conversation um we have a policy school board approved policy 707. Uh and just a quick refresher um these are some components pulled from that policy. So just the purpose is to provide for the transportation of students consistent with the requirements of law and specifically this policy states in order to qualify for district transportation in the city. A student must live outside the following distances from school which he or she attends. So, our kindergarteners in grade school are onem walk zones and the middle and high school. Um, so Southwest
063Middle School and Albertly High School are two-mile walk zones. So, um, the area of concern that's come forward um, and this I can speak to this in a little bit in more depth. Um, goes back to 2018. It was kind of identified as one of our areas that um, I I would say is a concern. Um, the picture you see here is West Front Street facing west at the intersection of Highway 69. So, the speed on Highway 69 is a 45 mph speed limit. There's four turn lanes and four lanes of traffic here. Students will walk to and from school from the neighborhood west of here from up there's a gate up at the top of the hill. So if you can look to where my laser pointer is pointing, there's a gate up in
064this church parking lot that cuts into the back roads of the neighborhood. So they'll walk down here. They'll come across this path over this 45 mph zone over four lanes of traffic and turn lanes. Um and that's their walk route to school. Here's another angle of this intersection. So, you see a pedestrian sign. We have overhead flashing lights that have been here for a long time as as long as most people can recall as they've drive as this has been four lanes. Um, and we do have a crossing guard here. So, I've personally stepped in when our crossing guard was sick and scared the life out of me. Okay. It's it's a tough spot to manage students and vehicles that are flowing at 45 miles an hour in a hurry to get their kids, etc.
065or get home. Right? So, here's the other angle. You see all the different turn lanes. People are moving different directions at this intersection. They're turning to go to the daycare up the hill. They're turning to go to the middle school. They're turning to go to the elementary school. There's truck traffic here. So, um, where our conversations have gone over the last year is I brought the concern to our municipality, county, city, um, Freeborn County Emergency Management. Um, just brought the concern forward to those that are involved in traffic, you know, signals, um, signage in the city and knew the answer coming in. This is a state highway, right? So, MDOT had to be involved. So, we started having conversations with Mindot. Um, I got a compliment, Adam Hamburg from Freeborn County Emergency Management. He really
066went to bat on this. We tried getting a hold of Mandot multiple times and um, Adam Hamburg did a great job. He's been very supportive in this conversation. He said he drives this route every day and he worries he's worried sick about it. Um, we got a hold of a contact that he met at a state conference from MDOT. Uh, David Zang is his name. And David, as he sat down and looked at this site with us, acknowledged that this is a site that has been reviewed before but has kind of got pushed to the wayside. Um, and his concerns are listed here on the screen. Traffic volume, truck traffic, so you have a lot of semis all in here, the speed at 45 miles an hour, visibility, there's multiple lanes of traffic. Um signage
067is a little it's kind of scarce and and scattered a little bit. It's not really strategic. Um the change of speeds from 60 to 45. Um and he noted the distractions that are possible here. But the other thing that he mentioned was that the intersection just down the hill from where we're looking on this screenshot is a high fatality area. They've had a fatal accident in the last year. Um they've had multiple traffic accidents. um and he's concerned the speed um of that intersection and um how close we are in proximity. So, a number of concerns outlined by the experts. Um but he also said we don't have time, right? We can't get here and fix this right now. So um one item shared um back with me I um reached when in the conversation
068with the city um school officials um was reminded so this was looked at in 2018 in our safe routes to school program they had a committee with nine people school officials city me uh police city engineers county YMCA and blue zone and they looked at this intersection they identified it as an area we needed to to work on um and we really haven't got to any of the potential resolve for this. So, in combination of concerns that we found and that we've been identified before that our community partners in Mindot have identified, we're also getting calls from parents that live in this neighborhood west of Highway 69 near the YMCA. um families that are concerned with their kindergarten to fifth grade age children, some Southwest Middle School students, um concerned with crossing that zone. Um
069you know, there's talks of Alden can come in and pick up our students, right? And so realistically, we should be looking at this site. So I want to outline what our walk zone looks like. This is a map of all the current neighborhoods and where that walk zone for elementary school, Sibi Elementary, extends to. So highlighted here with the red circle, this is the area of concern. Next question is probably how many kids are we talking? So 15 elementary students, 10 of which are in grades K through 2. Not that the age really matters there, but it is a little bit more concerning for those younger um age students. So, by board policy right now, those 15 students are walking across that highway. Here's the Southwest Middle School walk zone. You'll notice a it's a
070little similar. Um it extends a little further away because they're older, right, to these outer neighborhoods. Um but again, that walk zone here west of Highway 69 and I believe there's only two two students at Southwest Middle School. So, um I guess the ask this evening um is to temporarily provide transportation services to and from Southwest Middle School and Sibly Elementary uh to students residing in the neighborhood bound by State Highway 69, West Main Street or County Road 46, Wedgewood Road, and West Front Street extended to the west of Highway 69 to Wedgwood Road. So, also including in this, I think there's a few houses on the western side of Wedgewood Road. we would want to make sure that they're included if there's students that are residing in those homes. Um cost um is obviously
071a concern. Policy is a concern. We don't want to take policy change lightly. Um and I'll be honest, where I'm afraid the conversation will go is what about this road? What about this road? What about this road? This one has some obvious reasons that it's a little bit less safe than other areas. And that's why I'm asking for your consideration this evening for a temporary resolution. And the reason this is temporary, asking for two years because that's what MDOT has told me it would take to get some improved mechanisms out there between lighting, signage, other guidance that Mandot could provide. Um, one reality that they mentioned is that a really really safe area like a a roundabout or some other traffic signals might be out of reach financially, right? but he does have some things
072that he could put in place or help us get in place in the two-year window. Um cost um I believe there is a um rate that we are contracted with Albertly bus for a hazard zone. They would loop this into the hazard zone. Um and so it would be less than half rate for students to travel on bus. Um I believe it was about 8,000 I got to post it here somewhere. So, the hazard zone transportation for the 15 students would be $4,764. Now, the other savings we would have is we would not employ a crossing guard at this intersection for those two years. And that was about um $8,212. So, realistically, we could see some cost savings in this move. So, I don't think finances should be a concern. Um, and as I bring
073the motion forward, it's through the lens of our values and student safety being that that factor. So, I guess ask for your consideration. >> Ask a couple questions before we um ask for a motion. >> Has there been any discussion on um, you know, I concern myself with liability a little bit in my field. if we do remove that crossing guard for the one that missed the bus that's gonna walk anyway that you know these type of things it's not that I you know I'm also a big cost guy so how how this can balance out but that would be a potential concern of mine uh with the crossing guard being removed something that's been there for many many years something that people are used to that's traditional >> yeah it's a good I think
074the liability discuss caution is one that we should have here today. Um so um my understanding is that would be just like any other walk zone where a student that lives where they provide bus transportation but they decide to walk be the same scenario where it wouldn't be our liability necessarily if they decide to walk when they do receive bus transportation. Um the other liability side of this is we've known this is a potential hazard area since 2018. If something does happen, I fear that we would have some liability involved there. So, I think in my lens, it probably makes more sense to air on the side of caution, get a temporary solution here while we work with the experts on how we can fix it and remedy it. Um, and just time will help
075us right now um with where we're at. So >> I would uh join Chairman Claude in I mean I took a pause there when you said we wouldn't have a a crossing guard there. I think the fact that it's been labeled a hazardous zone um and the fact we have foreseeability of risk to our students since 2018. I would want us to retain uh crossing guard there in addition to the proposal that you've made. I just it's that you know you all know how hazardous that area is. It is a it is a crazy place to drive and uh to know what we know tonight and to not have a safety guard I think is a mistake. So, >> is uh this transportation you're talking about going to be specific for those 15 students that
076uh are going to be bus to Southwest and Sibi or are those 15 students going to be joining a bus that's already uh involved in that route? >> There would already be a a route there for maybe high school students that are getting off the hub. But the way our contract works with Alberly bus is that there would be a per student fee for the riders. This would be on a hazard. >> We already have we already have transportation that covers that area or or in the neighborhood of that area. >> Yes. >> So we're not adding another bus or another route. We're just >> correct. >> And we're just allowing these 15 students despite the fact that they live within walking distance the opportunity to get on that bus. >> Yes. despite the fact
077that they are in a lock zone. >> Okay. >> Well, I was going to make the motion to temporarily provide transportation so we could have discussion. >> Okay, I'll take that. Has the uh the motion we still got discussion after that. Is there a uh second anyone like to make to provide the the temporary transportation up to two years to um as we work toward a permanent solution for the crossing and Neil would second it? Any other discussion? If we were to so retaining a crossing guard there doesn't have to be part of this resolution that if if the guidance from the board is >> absolutely >> to retain a crossing guard you can do that independent of this motion. >> Yeah. And part of this um discussion with Mandot is their commitment if we
078can buy some time is to set start a study and so they're going to come down in October and install some cameras on the intersection. And one of the fears that David from INDOT had was that maybe their initial study when they established what signage and what was needed there was done in the summer months. And we all know that that intersection looks way different during the school day, right? With buses, parents um before and after school. Um so there's kind of some hot times that they need to get cameras on establish what the best recommendation would be. So, with that note, Gary, um, or excuse me, Director Schindler, I think we could consider a crossing guard and keep an eye on the usage. >> Yeah. >> If if we go out there and there's
079nobody walking for the first month of school, >> uh, I mean, do we have this discussion about pulling the crossing guard back? Um and and the other piece there is um I I think MDOT recommended to manage this crossing, we would want three crossing guards. Like if we were going to continue what we're doing right now, you'd want three full, you know, crossing guards there during, before, and after school. And it's really hard to find crossing guards. So right now, we have two um temp service employees that do our crossing guard duties throughout the school year. That's it. Uh and they're hard to get in the others. So, hence why I was out there with the vest on at one point, right? So, >> um but I think that's a reasonable ask. >> Yeah. >>
080Uh I just want to I grew up in that neighborhood and hopped over that gate that you were talking about many times crossing over to Sibly and then again through Southwest and that that intersection is very dangerous especially in the winter. Um you know the snowing outside it's the visible is hard and it's slippery for us walking kids walking and and the drivers. My question I think was the concerns. You said you you had nu numerous concerns. Um is that from like parents of the kids that live in that neighborhood. I guess my question is if if we offer it, are we still going to get a bunch of those kids still wanting to walk or are they going to be actually getting on the bus? >> So my I I don't know the right
081answer to that, Dave. the conversations I've had with the parents is they're asking for transportation and um I've promised some followup and as we started to look at the intersection and look at it deeper, this is where it's led us. Um, and so I think the the next step would be to follow up with those families after um the board takes action this evening and let them know where we're at with um you know that promise to them and uh make sure that they're you know going to utilize that uh transportation. Obviously if they don't um take the transportation then we won't be charged as a district for that either. Will there be a crossing guard on Front Street or would there be nobody there at all? So, that's where we haven't had one before.
082We've had one that crosses the highway and that crossing guard is trying to manage both sides of the divided highway. Um, and you can imagine an elderly crossing guard and then youthful students that are full of energy getting ahead or behind of this crossing guard. Um, and we haven't had anybody managing the other direction. And so that's why three are recommended, one to go front street, one for each lane of the the highway. and um hopeful that when this study is completed, we can find some other mechanisms to control traffic a little more before we need to have three employees present. >> And what type of communication will the parents get? Will they understand that this is temporary for two years and that there won't be a crossing guard if if that's what ends up
083happening? >> Good question. So, um I just spoke with um Albertly Boss today and they will get a notice from Albertly Bus that transportation will be available. the parents that have inquired with me, I have their contact info. I will reach out and have conversations with each of them. Um, but I can see with Albert Lee Bus, um, if there's a need for further communication there to make sure they understand the parameters of the board decision this evening. Dave, >> um the question I had you you indicated that your concern is that now they'll be like hotspots. They're like identification of other areas. So in your opinion or in your knowledge, have do you know of any other spots um that are of concern or have been brought up as concerns? >> Not to this
084magnitude. There's been some that have been brought forward. We've reviewed them and it might be there's a section of sidewalk missing for a block or they have to cross a road that they deem high traffic. Well, there's traffic signal with a walk light that they can get to and it's more of a convenience concern than it is a safety concern. So I think what's really important as a board and from our lens is that we stay firm in policy as we make this decision and we have every intent of going back to the policy as it's written after the 2-year window and we've got some progress with MD or MDOT. Um we've been firm in this um in the past. I know um Director Anderson prior to me um was very firm in policy. I
085know our school board stood firm on these walk zones. Um and there are established hazard zones in the district that go back um quite a ways. Um and those um would be treated the same. I mean just like this. But I think it's important anytime we're looking at policy we stay firm on that. and um I can be that first line of defense and I I promise my commitment will be I'll review those and um you know we wouldn't go anywhere outside the bounds of the policy without the board. So >> one other quick question of the 15 and two you had mentioned potential walkers that's what you would find out during those first weeks if they were planning on using the service and then just to piggyback a little bit on Davey. So that
086would be an existing it would be a another pickup with already an existing bus. It would not be a new route just for that group of people. Correct. >> I believe so. Um there >> there's other conversations. There's a need from the we're trying to partner with Y and have discussions with bus other students wanting to get over to that neighborhood. So the only way I can see an additional route being built is if that demands in the Y that comes off the system. But right now, >> sorry my mic. Right now, I believe the um it would be on an existing route. That's my understanding. So, um I I noticed we have the principles of Sibly and Middle School here. I just wondered if you had any thoughts. I don't want to put you
087on the spot if if you don't want to share, but you would probably know better than most people. >> Correct. I'd ask you to be in favor of that as well. Chie and I just talked to, you know, the one thing too that we might not be accounting for is the motel and those families might be considered homeless. I do know that, you know, we both had a family that was living here last year as well. A large family that probably would add more to that list. to elaborate on that discussion. Um students that are considered McKenna Vento homeless would receive um reimbursement from the state for any transportation costs there too. Um so that process would be through a social workers they could line up the transportation for them um and then we would
088file for that reimbursement at the conclusion of the year. >> I'm good. Oh, I'm sorry. I think that's all right. >> That's me most. >> All right. I will go ahead and call the question. Uh all those in favor of the uh temporary solution that we've been discussing tonight signify by saying I >> I >> oppose the same sign. Motion carries. And just to clarify that that was the um the safety motion that we're talking about for a temporary transportation. So okay. Okay. Thank you, Mr. Durban. So, that will bring us to uh 10.3, which I'll just give you a little bit of a clarification. We've got a close session, two close sessions coming up here shortly. Um the first one's going to be labor negotiations and the second one will be um persuant to
089a Minnesota statute 13D.05, preliminary considerations for allegations or charges against an individual. And so what we will do is we will go into close session on the first one 10.3 for labor negotiations. When we're done with that, then we will come back and we will we will vote on that. It's an action item. And then we will go back into close session for the second uh second close session tonight on the um preliminary considerations of allegations and charges against an individual subject. So, just so you know. So, as we get into close session, we'll clear the room and uh close the doors and uh get that taken care of. So, I don't believe there's a vote on going into close, is there, Dr. I or do we still vote on going into close session? >>
090We do. Okay. All those in fa. Okay. So, close session 10.3 as persuant to Minnesota statute section 13D.03 of the labor negotiations. I would look for a motion to go into close session on that. So, move A second >> and a second. Any discussion? See, seeing none, all those in favor signify by saying I. >> I oppose the same. >> All right. >> Clear for moved. >> And do we have a second? >> Second. >> Motion and a second to go into close session. Is there any discussion? >> Seeing none, all those in favor of going into close session at 10.4 signify by saying I. I oppose the same sign. Back to close session.