001Good evening. Tonight is Thursday, July 24th. May I have a motion to return to public session? Motion by Bill. Can I have a second? Second by Carolyn. All those in favor? 6. I hope everybody's enjoying their summer so far. Before we start our meeting, if we could all rise for the pledge of allegiance. I pledge allegiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. >> Thank you. So, the first um item that we're going to address tonight is board committee reports. Um there are no reports for tonight, but we are uh working tonight on forming our committees for the upcoming school year. I appreciate everybody submitting um the committees that they were interested in um
002being a part of for the year. Um and I've taken all of that consideration. Barbara and I looked at it and so the following committees that we are proposing is policy. Marjorie um if you would chair that policy with uh Barbara and myself. Um audit I know John's not here but I will ask him to chair audit committee with Arwin and Carolyn. Um lees I will continue um chairing that committee with Barbara and Carolyn. Uh sustainability Barbara if you wouldn't mind chairing that committee with Carolyn and Bill. um facilities. Uh Marjorie, if you wouldn't mind continuing to chair that committee with Bill and John, finance, Bill, if you would continue to chair that with Barbara and myself, parent council, Arwin, we would love for you to join the parent council liaison committee. Um Marjorie, you've
003uh continue to serve, please, as our amazing delegate to NISBA and and W. Is there an acronym for that? the big west west. Thank you. >> Brain isn't quite working tonight. I'm on summer vacation a little bit. Um we have a new committee or a new um a new district committee that we're going to have a board leazison on for a special education. I will serve on that. U Marjorie, if you'll continue to serve on our safety committee. Um food services, Caroline, if you wouldn't mind serving on that. And then John had requested to continue serving ERJC. um any questions, concerns, problems um those committees and um our dedicated Kim will be sending out for those committees that we have uh public members on. She'll be sending out letters to the community to request um
004that they submit letters of interest on serving in those committees with the exception of Lewis Burrow. I think we're two years into that committee and um I think there's a desire to keep that committee >> um as is. So those those letters will be going out to the community shortly and we we really are lucky in that we get a lot of support from our community and interest and some years it's very difficult to you know keep the committees a manageable size because so many people are interested. So it's it's a very good thing to become involved in our school committees. So we appreciate that work. Um that brings us to 7.01. Are there any board announcements tonight? Um so we will move on to 8.01 discussion of the tax levy. Lisa, thank you. you.
005Hi, good evening everyone and um I'm here tonight to um present on the tax levy and I'm pleased to report that the district ended the fiscal year in a positive financial position. As a result, the total tax levy will remain exactly as presented during budget discussions. The only difference are minor changes in tax rates which are due to variations in assessed property values across the towns. The largest variation is of increase of 25 cents. So it's it's not significant per $1,000 of assessed value. So it's an insignificant, but as a reminder, the tax levy is directly linked to our fund equity, which consists of three components. We have our restricted reserves, which are funds that limited by the law or regulations for specific purposes. We have assigned or non-spendable funds, which are designated for specific
006future uses. And then we have our unassigned um fund balance which is also referred to that's usually what is referred to as the fund balance. That's the 4% that is the amount that we can reserve that is not designated. It's an undesated fund balance. So it's not designated for specific purposes. The fund um our unodudited total fund equity increased by approximately 1.5 million over the fiscal year. The major reason for that is a um 930,000 roughly increase in interest earnings and that was um on our 2024 ban and that is in a restricted uh reserve that is specifically in our debt reserve and that money does need to go down to um used be used to spend down or pay down the debt. So that that's the biggest piece of that increase there. So when
007you see that big increase, it's it's um as well as $180,000 in premium when we close on the 2025 um ban. And again, next June when we pay down or we pay off the ban, we will use that $180,000 to pay down the ban. By law, these funds must be reserved. Um I already said that and used to pay down that. Um and we will strategically, that's specifically that $930,000. We will strategically spread that over the 18 years of the debt and um and look at our long range planning any years where we may need additional revenues or something and try to spread that out because also we do have the additional $25 million of um it was actually about 35 million of ban because we bonded part of the money because we were ready
008to close those projects. But so right now we have additional revenue that we have again in a bank account, a restricted bank account, money market, and any of that um interest that we earn, we'll use to pay down debt in the future. So which is helpful. It's always helpful to have a little extra revenue for >> yes, >> the district. Um and on June 26, we projected necessary reserve adjustments to ensure that we are fiscally responsible planning for future years. The most notable change as I already had mentioned um or the most notable change was the um debt reserve and uh the second was the capital reserve and we're allowed to increase that reserve by 200,000 plus interest which we did maximize that because there are specific items that we know do need to be
009addressed in the district. So, um we will be um we do want to continue to uh fund that res reserve as well. As you'll see, our reserve for incumbrances decreased significantly and is now approximately $100,000 lower than last year. This decline is largely due to um the basically the ongoing this school year we put a cut off earlier on spending. So that allows us to close things down quicker or sooner and not roll have to roll over carry over those encumbrances to the subsequent year because we haven't received invoices. So that's why there's less money that we're encumbering and carrying into the future year. Uh the tax levy um during the budget process we proposed to offset the tax levy using two sources 1.1 million from those various reserves. the debt, the EBLAR, which is
010employee benefit acred liability reserve, our um TRS reserve, as well as our ERS reserve. Those are both reserves for retirements and um as well as let me see, do I have it written down here? Um an unemployment reserve. So, we took specific monies and totaling $1.1 million from those reserves and we're appropriate appropriating them to offset the 2526 budget as well as um 200 two excuse me 2.4 44 2.45 million of designated funds consistent with last year and those are undesated funds and that is um a money that was available in the 2425 budget that we used to offset. It's basically it's monies were not needed in 2425. So it's um used to offset the tax levy. So our unassigned undesated fund balance stands at 3.99 right just below the 4% maximum allowed by the
011state. And please note that we these are not finalized. Our audit is the first week of August where those numbers will be finalized. will receive and and um Okconor Davies will come here in October and present to the board and the public on our financials. So all of this brings us to the resolution tonight before the board which is the formal approval of the tax levy. In May the voters approve the expenditure portion of the budget. Tonight the board is being asked to approve the primary uh revenue source which is the tax levy again which is unchanged from that which was projected during budget development. So, I'm happy to answer any questions anyone may have. >> Thank you so much. This is all great news and very excited to vote on the resolution. I just
012had a future focused question because it's been a while since we've borrowed to the extent that we're borrowing now. So, the um interest earnings that you mentioned that we can use to offset or to pay down our debt. Should we anticipate that we'll continue to see I mean market depending market forces depending but that we could potentially be seeing for the next however many years interest earnings that similarly will help us or could be used to pay down the debt or is this a one-time situation? >> We will continue to earn money for um this school year as dependent upon um the progress of the prep capital projects. So, I would say probably through this school year and then we are hopeful that by the end of 2026 everything will be closed down. So, we
013will not have those funds in the bank because we'll have spending. >> Okay, that makes sense. >> But this school year will continue and hopefully interest rates they were aren't quite as high as they were last June, but we will are continuing to earn that money in the bank because we have it in a restricted um fund. And we're also talking to capital market advisors and they have some other funds that we could potentially it's we're very restricted in where we can invest our monies. It has to be very secured investments but we're speaking to capital market advis um advisors about other areas where we can where but we just have to plan it and time it based on the projects and when we need the money to be liquid. So >> that's where we're
014working. Um, Lisa, I just want to say thank you for all the work that you do on this and also to our town clerks for working with you on the on the levy number. So, there's a lot that goes into this. Um, you always make it sound so easy, but we appreciate um everything that you do to support the district. >> Thank you, Lorine. >> Um, so at this point, we get to move on to exciting 8.02. Can I have a motion uh to to accept the resolution? Uh, motion by Marjorie, a second. Second by Barbara. All those in favor? 6. Thank you very much. Um, next we're moving on to 9.01 public comment. As there is nobody here tonight to um speak at public comment, we will close that at this point. Um, we
015do however I would like to just mention that we do love when the public comes to speak to us on a variety of different topics. So if you are sitting at home watching this, please come and speak to us of about what your concerns and um are and anything that good is happening too because that's always exciting to hear good comments. So thank you. Um next we're moving on to the consent agenda. Uh we need to pull 13.7 from the consent agenda. Is there any other um things that need to be pulled? Isn't what did I say? 1307 you said >> sorry 1317 I had written 1317 I guess maybe if I was wearing my glasses >> um >> and do we want to maybe explain why we're pulling it >> I think we're required
016we have >> so 13.17 is the uh resolution on the coaches um so we do have a um board member that has a family member that's going to be a coach so we are pulling that from the consent agenda to be voted on separately uh can I Make a motion. Can I have a motion to move the consent agenda? >> Minus 13.17. >> Minus 1317. You got it. >> Motion by Barbara. Uh Marjorie, I think seconded by Barbara. Um and I think we want some discussion on I think if we start with 11.04 and 11.05, please. >> I really appreciate it, Lorraine. I just wanted to pause briefly over 11:04 and 11:05 because we have a couple of policies tonight on the agenda for both first read and proposed adoption. And I know the board
017is already aware that um the policy committee had been meeting and had met previously on May 30th to really dig into the new required policy for a distraction-free school environment and policy committee had opportunity to reconvene on Monday, July 14th. And what you see before you tonight is our best effort to provide our school district with a distraction-free school policy um that would create a learning environment where students are engaged and where we are complying with the new law that went into effect as a result of this past budget cycle. Um, I wanted to just mention a couple of things that have taken place in between May 30th and um, tonight's opportunity to adopt, including um, the opportunity for stakeholder engagement, which took place to a large extent last spring. I had the opportunity to
018sit in on a couple of PTO meetings where R. Nelson, our director of technology at the time, facilitated conversations with parents and administration and also a little bit of um discussion around the anxious generation, which the middle school was engaged in reading at the time um to really talk about what this might mean for our students at the secondary level. And then at the elementary level, there had been outreach to um building level principles and assistant principles and staff. And in our deliberations as a policy committee, we really did spend what I think was very thoughtful time um trying to develop guidelines that would be um feasible for all families. So that's really what you have in front of you tonight. I wanted to pause over both that policy and 11.05 5 because um in
019a similar vein to school districts being required to adopt the distraction-free school policy by August 1st, we're required to adopt um a policy to ensure the health and safety of students, faculty, and staff um under conditions that are being described as extreme heat conditions. And especially because we're asking the board to review in first read mode and adopt tonight, we wanted to just create opportunity for any questions or clarifying comments. Um the extreme heat policy was discussed at some length in the onboard publication that we received in the June 30th edition and did a really good job of outlining what boards of education are responsible for at this juncture and then what the administration is responsible for with regard to implementation. So, I thought, you know, at the very least, we might want to just
020spend a minute trying to envision like what's this really going to look like? And I wanted to take the opportunity to also thank Lisa Hurle and Mike Lavoy and our Department of Operations and Maintenance for being very proactive in helping our school district to meet this um otherwise somewhat unfunded mandate. and I will let you um talk in as much detail as you want to about some of the very exciting work that's been happening over the summer, but really thank you for your proactive thoughtfulness and your um your fiscal responsibility in helping us to come up with some amazing solutions that are both going to enhance comfortability in our schools and classrooms and also ensure that we're doing so at the lowest possible decibel level. Um and I'll let you say the rest. So I
021just want to invite that brief conversation on those two policies, questions and comments. >> That was um yeah so actually Dr. Blanch had us he called a small committee of Mike myself and him to quickly um um to quickly come to a plan of action because we were given just a very short period of time from the time that this passed with the budget to implementation that has to happen September 1. and uh Mike Lavoy, our director of facilities, quickly began meeting with the principles to identify the hottest spots of the buildings and to try to strategize like how can we get those spots prioritize them. We want all of our spots to be comfortable, all of our uh classroom spaces, but specifically to prioritize those. Mike also Lavoy um did research to find um
022systems that um that were at low decibb because our objective here for both the um temperature of the classroom as well as the decibb is to minimize any interruption to instruction like to have a comfortable learning environment as well as um not be a noisy environment. So, he did find systems. We could not put the split systems into the building because it would literally triple the costs and um we are, you know, it probably costs about 300,000 and it would be upward of 900,000 to like over a million dollars if we had put the split systems in. Mike is in installing and the team and the custodial all of our custodians. So, I should also mention them. they, you know, on top of all the cleaning and the bond work, now they're also installing window
023systems. And since we don't have our typical windows in our buildings, they are um customizing um you know, they're customizing where they're putting specific wall boards into the windows themselves um which are metal reinforced and then building in those air conditioning systems. So that is what we are doing. Um we do have some air conditioning in our wing spaces in um increased Miller and Meadow Pond as well as in those gymnasiums and then next year KS will be airond conditioned. So this is um what we will do is then we will take those systems out and then reuse them as backup systems for our buildings. Um as well as we will continue to monitor. We have a building management system which actually the custodians use to monitor the temperatures in all the buildings. So in
024all the classrooms so each classroom is online um in and the custodians do have the head custodian monitors the temperatures using that and then the appropriate steps will be taken by building administration to um if if the any of those temperatures are exceeded. >> Thank you. Um and we did have an opportunity at the end of the last policy meeting to actually tour Q historically one of the hottest areas in the high school and it was comfortable. It was quiet and I think the children or the students are going to be very excited. Um and the parents especially for back to school night because that gets really warm by the time we're sitting in those classrooms between 7 and 9 at night. You've been there in in those rooms and so it's very exciting. Um
025and it was great to see um it in action and we got to witness our great team putting them in and they're excited about it which is is wonderful. >> Yeah. >> Anybody else have questions for Lisa about >> she answered all my questions in my head. >> Um I don't have questions uh regarding the um extreme heat policy. Mine are more pertaining to the personal electronic devices. I've had a lot of people actually reach out to me basically to say this is kind of when you were already in the middle school and high school what the policy was for our school district but it's not being enforced. I know kids who text all day long. So how are we going to monitor and enforce this is really going to be >> the question. >>
026Yeah. So from the perspective as far as monitoring forcing we're not going to be checking students for their phones and things like that. If that phone, that device is seen, then now there's law that would say, "Look, you need to be able to uh you're able to ask for that." So, we'd be bringing those devices in. The buildings are looking at right now of what the code of or the student handbook will say. So, for example, on first offense, it may be okay, you get at the end of the day. The second offense may be your parents have to come in and get that device and things. So those are the pieces that I'll be walking through this summer as they look the buildings look at updating that code of conduct and the expectation is
027and the clarity is that they're expected to be for example us in the high school to be maintained and left in those lockers and uh powered off and so we won't be looking at lockers and see if they're in there or not but it'll be when they do come present it's like okay there's your warning next one need to grab it next time going to grab it your maybe your parents need to come and pick that up. Okay. >> So, again, a lot of the kids do not use lockers. We know that. >> Um, >> they will. >> Do we do we have enough lockers for all the kids? >> We do. >> We We're going to probably have to repurpose a few in the high school here, middle school. Yes. And at the elementary,
028it's basically backpack and then in your cubby, >> right, at that level. But I was told that we didn't have enough lockers. So, that was my next question. But, >> who told you that? >> Students who have been in the school. We've lost a few students over these last few years and we'll probably repurpose some of the lockers that we do not use really any longer in our um both our men's and women's locker rooms. >> Um so we've got lots of unused lockers in those spaces. So we have that at the worst to get us started. If we need along later we can do that but we have enough to at least get us starting in that regard. We can use those lockers to round it out. And I think I saw that we
029got a very small state appropriation to very very small very small but if we have to buy a few lockers you know um there's a very small appropriation from the state for us to be able to implement that. Can I ask when when do you expect that parents will will have a um when do we expect a communication to parents regarding changes to the handbook and um our new uh assessment and research technology director um Jessica she started designing that and just swing it around it's got one copy it says draft but in essence when parents are tuning back in to the start of the school year when those packets go home and all the updated information those will be pieces that will go out there. I met last week with our uh PTO presidents
030at the elementary level. Had a lovely conversation about the policy. Uh again, it was not um um anything other than very supportive and felt like it would be generally supportive. So that was very good. And so it's just as much of does that mean watches? Yeah, it means the watches too. And so uh and does it mean the air tags on your bags? Yeah. Not supposed to be coming with those and things as well too. So it's going to take a little time to get used to that. And that's where again the reality is especially at the elementary level. Students at times do bring in things that they really shouldn't be bringing into school. So our teachers are pretty well uh adept at having that conversation. If it need to go to a little different
031space just like anything else, we have you know our support staff in those buildings to help be it, you know, other wellness professionals of the administration. Middle school, high school, same thing. Lockers expect to be kept away and and doing in that in that regard. There's no way we could possibly place 900 cell phones on kids and things like that. So, >> absolutely not. >> Yeah. So, it just gives a general sense of here's the expectations and here's where we're going and >> and there'll be time for parents to file their uh request for an exception to the rule should there be a medical reason. >> Yep. And so those are the pieces and then with that and the policy the board's approving this evening as we uh if that is the case then there
032has to be medical documentation that goes along with those elements. that will will generally take a little time if that >> was my question. >> The one time to >> Yes. >> that file. >> Yeah. >> So, I am actually a very big believer that I I tried to hold out the longest with my kids and giving them a phone. So, I I may not even be like appreciated for my next comment, but the policy of taking it and giving it at the end of the day and the policy and then the next offense the parent has to come in that was already in place. A lot of kids didn't see that as being a deterrent from it. >> Do we think there is room to say the first defense, your parent has to come
033and get this. >> So I again I wouldn't be surprised that that's a building level decision if that is where the team determines. They're processing that new now with just Jessica coming on board. She had a meeting last week with one of the secondary schools. She's having another one next week. So that team will kind of drive exactly where that is. And >> what you described there or one again is we need the support of our parents. >> Y >> so our parents need to help us out on this and say okay if the kid has to bring it cuz they have something after school so be it. Please turn it off. Please put it in auger. Please put it in your bag. >> We get that kind of level of support and everything. I
034think we'll be in a much much better place. I if you remember LA at the end of last year, Stephen spoke here and he talked debriefed a little bit about our senior conversations and some of the board members talked about that >> and one of those questions was what were the kids saying to a te all the kids said I think we would have been better off by not having those devices in the school >> and so the reality is is our kids are telling us who have been living in the schools a significant majority of parents it's like let's work on this together and so if what you're describing I wouldn't be surprised. Say, "Okay, it's in." You don't get it back until somebody comes and picks it up from you. >> I think
035you'll get more parents, >> especially with some of the especially some of the older ones, the little ones, little little different piece and stuff like that. Um, we'll see. But, uh, it's again the watches and stuff that are starting to kind of creep in and and when I speak there, the reality is is that when we have uh parents knowing the children in school, knowing the children in class, and texting them and trying to call them during the school day, that's when it becomes a problem. So it's not just like in the kids, it's like from the home into the schools reaching out to the to the kids when they're during the school day. So that would help if that stopped too. And >> I think we had a lot of good discussion at our
036policy meeting about giving some autonomy to um the the teachers in the classroom about the use of technology because there will be circumstances. technology is a part of our society now and there will be occasions um that the educational efforts require the use of devices. So, you know, it was hard to kind of create a one-sizefits-all policy and we really are going to be relying on those building level administrators and the teachers to to work at those kinks. And um we always have an option throughout the school year to come back to revisit any policy and make changes as necessary, but we were required um by the state in a very short period of time to turn around um a new policy. So we did the best um with what we had and tried to
037come to some good compromises, but you know, I don't think that this is a oneanddone conversation for the school year. And if need be we can come back and re and revisit at any time. >> I wholeheartedly suggest everybody read Anxious Generation by John. It was >> it was eyeopening for me >> and I think if you do it and and with that energy that just continues to evolve as we get a little bit further away from his studies and he continues to keep on top of that. It's it's pretty irrefutable of what you know needs to take place. And and to be honest with you, when our our really supportive PTO in the fall held, you know, the event at the Bitford Playhouse there, it's like the reality was that there was a a
038large significant population, over 150 people, I think there from K through 12 that were >> right there with us. And so I think for the significant majority, we're going to be right in line. And then it's going to be a change. And for some people, change is going to be a little bit more uh difficult, but hopefully be as clear as we possibly can and supportive in that same regard as well, too. Thank you, board. >> Thank you. >> And then I also thought before we vote on the consent agenda that maybe we just want to briefly touch on 14.01 and 14.02 through the lens of facilities updates. Maybe if we could ask Lisa to say >> or. >> So um 1401 you will see that there is uh 1401 is our transfer. The first
039two uh the second transfer is really just cleaning up all of our budget lines. um you know where people are budgeted uh staff staff are budgeted in one place and they get transferred during the year. So that is primarily what that is. the second or rather the third um document linked in that um agenda item you will see that there are some large there's one large transfer into one line specifically and what we are doing there is we're transferred available funds which was in it was intentionally um we intentionally work to have these funds available at the year end in order to move it to our building improvement line and specifically we needed to move these expenses because we're moving expenses out of the capital fund thereby preserving funds in capital to do critical upcoming
040needs for the district specifically the diesel and tank replacement which has been cited by the county and needs that needs to be done and that is approximately a half million dollar project and um as well as other unanticipated and incidental costs that are associated with our ongoing bond um projects which you actually in the next 1402 you will see um major credit um change orders there again where um where we have seen cost escalations that have exceeded that which were budgeted. So um we did in order to be able to do the geothermal project, we did have to go through and do some major change orders and reductions of the scope of the work for that project in order to be able to fulfill the um to do the geothermal project. So that's what that
041is. And um and again also because of these um escalating costs and moving around the money from capital fund to general fund that also we will um have a little extra um percentage of the budget for incidental costs as we move forward. And as you know we still have another good year plus on all of the bond projects. So, and we're just entering summer when or I guess we're halfway through >> a little bit in summer, but um but yes, almost halfway through summer, but that's when the vast majority of our work gets accomplished in um in school districts. So, >> any questions for Lisa? >> No, but I did also want to just briefly come back to 12.03 and just um recognize and say thanks to Dr. Drake for putting together a really thoughtful
042professional um learning plan which is so important in in the way that we support our teachers in their continuous development and to make it align with our vision 2030. It's just another component that sort of brings everything together um to execute on on on the vision that we've we've outlined for the district. So, I just wanted to recognize that um and thank her and the curriculum committee for for all the effort that went into this document. Any other discussion for the consent agenda? So, we have a motion pending with the exception of 13.17. All those in favor? Uh 6. Now, can I have a motion um for to move 13.17? Motion by Marjorie, second by Arwin. All those in abstension by Bill. All those in favor? 5 one abstension. Um next we get to move
043on to probably my favorite uh agenda item. That's 15.01, 01 the resolution regarding donations and gifts. Um we are fortunate to be receiving a gift from the Cornell College of Agriculture and Life Sciences in the amount of $860 for the John J. Middle School garden beds. Um it just is uh very rewarding that you know we continue to see such generosity towards our schools. Um so I'll make a motion to accept the gift. Can I have a second? Second by Arwin. All those in favor >> just briefly thank you to our staff member for applying for a grant for that grant. So that's phenomenal. So >> yes in favor >> yes 6. >> Sorry I read that and then it's wasn't here. So thank you for bringing that. >> Absolutely. >> Um that brings us
044to 16.01 for dialogue and discussion. Anybody have any other topics? So, we will move on to future meetings. Um, we will next be meeting here in the John J. High School Library on Thursday, August 28th. And I will remind our community that we have moved our board meetings to start at 700 p.m. Um, and then we'll be we will be meeting on September 4th um also here in the library at 7 p.m. for a board of education meeting. Um, and then 18.01, right? Oh, I I think we fitted it tonight and thank you. >> Can I have a motion to adjurnn? >> Motion by Arwin, second by Bill. All those in favor? 6. Thank you. And I hope everybody enjoys this uh last month of summer before we're we're back. Thank you.