Rome CSD BOE Meeting 12/8/25

001To 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. >> All right. Can I have a motion to approve the minutes of the regular meeting of November 10th, 2025? Some move. Moved by Kirsten, second by Jen. Any comments. All in favor? >> I. Motion's carried. Superintendent, are there any additions or deletions? >> None. Great. Uh, Nadia, board recognition, achievements, and honors. Um the board would like to recognize the many um scholar athletes in the district that um and also a reminder to check um your school calendars for upcoming concerts and any kind of holiday events that are coming up. That's all I have. >> Thank you. >> Um I would just like to piggyback off of what

002Nadia had just shared. Um, for those who didn't know, because I didn't know, uh, it is scholar athletes. It's the responsibility of the coach to let the athlete know, um, the athletic department provides the coach with the scholar athlete pins and, uh, they are typically announced and distributed to the athletes at the end of the year banquetss. So, in case anybody didn't know and parents needed that information. >> Thank you. Okay, moving on to is there any public comment on agenda items? None of that superintendent's report. All right. Um, one of the things that we talked about last year as a group is that um, everyone's voice matter. Um, the first group that we really wanted to make sure that we create a space for them to have their voices be heard at the district

003level were students. So we started a superintendent student leadership council which also kicked off um last month and that we are continuing. The other piece of that puzzle especially falls under our strategic pillar number four um is the parents we also wanted to create a mechanism because when we came um when I came on board u the parents indicated that they didn't have a mechanism to which they provided feedback to the district in a form where we they can learn from us and we can learn from them. So, for that reason, we are uh kicking off our first Rome Parent Partnership Council meeting on December 10th. It's been at work for a long time. We started planning it last year. We wanted to start with the students first, so we open it up. Um all

004of our buildings have been advertising it. And so one of the things um that we want to make sure is that uh we strengthen the partnership between families and the Rome City School District by a providing a forum for communication, collaboration and shared learning, promoting family engagement in district programs and initiative and of course supporting the district strategic plan pillar 4 which is about comm communitydriven learning and partnership for lifelong success. We are also open to hearing from families about their priorities, ensuring that initiative are planned collaboratively and reflect the needs and perspective of our community. So myself and Dr. Sean Carney, our assistant superintendent for HR, will be co-f facilitating um this uh parent partnership council. Secondly, there is a business partnership connection event that we as a district are planning. So, we are

005excited to share that we are planning an after hours networking event. We don't have a title for it yet, but we are going to come up with a um a title to connect local business leaders with the Rome City School District. As our community continues to grow with new businesses such as Chobani and our school strengthen programs and systems, this event will provide an opportunity to partner with businesses in Rome and the surrounding areas to prepare students for the workforce. So, at the event, we hope to provide an overview of district initiative in alignment with our strategic plan and share the long-term vision for our students, which would also um include a description of what New York State is asking us to do for the portrait of a graduate. We will explore mentorships, internships, and

006school to work pathways. Um we will we want to hear from local businesses about the skills and experiences they value and collaboratively shape the next generation of skilled students. So, we think that it's a nice kickoff. It's a nice um opportunity for us to be able to share some of the good things that are happening here, but also to hear from the local community in terms of what they're looking for so that we can better prepare our students. Right now, the date uh that we are thinking about um is February 24th uh between 4:30 to 6:30. Again, very light short presentation, but opportunities also to connect. There will be light refreshments served and location is to be determined. We are trying to work with MVCC to see if we can host it there on their

007campus and um we're working with the chamber of commerce as well on that. That is a partnership that we wanted to make sure that we solidify. This event represents an important step in strengthening partnership between our schools and the business community. And that also falls under our strategic plan pillar 4. when we talk about community being involved in terms of the success of our students. So, I'll stop there. That's two great things under pillar four that we talked about. Any questions? >> Details soon to come. >> Okay, I'm not done. That was only Okay, >> capital project update. All elementary school vestibules are near completion. In four schools, principals and staff have moved into their office spaces. While some refinements and final details remain, we expect all vestibule to be fully completed this month. Right,

008Toby? I mean, not Toby, Damian. >> Okay. All right. So, that's that is the goal. Um, if you stopped at any of the buildings, you know, I know PTG Nadia, you're part of that. If you've been at John Joy, you see that it's coming along. So, that is the goal. Stokes and John Joy were the last two, but the rest are almost done. We're just working on final details. Okay. In terms of the budget season, we are beginning the 2526 budget season. Starting next month, we will provide detailed information about the budget process leading all the way up to May. So remember, we start in January. We don't stop until April until you adopt the 2526 budget. Additionally, the plan is to host approximately three budget forums similar to last year. Last year we hosted

009more, but we're just are just going to try to um consolidate that to three to give the community another opportunity to gather accurate information and make informed decisions during the annual budget vote which is usually in May. Inclusive school week. There's a lot going on in December. We only have one meeting. We are celebrating inclusive school week which is an annual event that highlights the importance of creating welcoming, supportive and equitable learning environments for all students. This year the week will take place between tomorrow and through December 13, 2025. Throughout the week, our schools will host various activities to promote inclusion and diversity. And families can look out for updates via parent square messages. And we will also be highlighting some of these activities that are taking place throughout the school on our district website.

010Number six, December is rich with opportunities to highlight educational and cultural celebrations, including computer science education week. Human Rights Day, which is December 10th, and the Computer Science Education Week is December 9th through the 15th. National Literacy, because we are making sure that our students can read by the time they reach third grade and read a new book month is this month, encouraging reading and literacy growth across all grade levels. And these observances give us the opportunity to highlight student learning, promote cultural awareness, and celebrate inclusivity and equity across the district. Lastly, because this is our last meeting before the new year, we want to say in the spirit of the holiday season and these important celebrations, um I want to wish every household a joyful holiday season and a very happy new year. From

011Quanza to Hanukkah to Christmas, all of it, we just wish you very much a happy happy new year and celebrations. That concludes my report. >> Any questions? >> Thank you. Very, very comprehensive. And I did just want to mention one of our board members, Jonathan Roland, is not with us tonight. He is actually at the school board institute as we've spoken. Board members always need to educate ourselves and he's our representative. So, he is at a um budgeting forum for us tonight. So, that's why he is not with us. Okay, moving on to the student board member report. A few things just cuz Joanna isn't here. But, um our last last week, couple weeks ago, I don't know. I was there, but the open mic night was a huge success for RFA. It was an

012insane fundraiser for the select choir. um the sheer amount of talent that I saw when I went, the energy in that room, it was amazing. Um I know staff is going to talk to select choir to see if we could have one of those events again. They weren't planning on it, but it was a great experience. A lot of people were there. They even had to end up bringing more chairs into the cafeteria. Um but we were going to try to talk to them to see if we could get one out there, so that went amazing. Um today we had our blood drive and last meeting when we spoke about this, you guys asked if it was going to be open to the community. And I talked to Mr. Barton today about next time maybe

013having a slot from like maybe 3:00 to 6:00 p.m. or something in between sports seasons so there wouldn't be any conflict with that if people from the community can come and give blood because today unfortunately we didn't have as much participation as I would have liked. We did have some students coming, but it was a little difficult because the information didn't get spread that well. But we're going to try to increase the publicity about that and post it more on socials. But we're going to try to have this be more a community thing next time so we get more participation and more I don't know, but some some more help because we only had a few students and a couple teachers. So, and then upcoming we have our teacher spirit week this week for our

014holiday spirit week. They have their own kind of celebration thing. I'm not completely sure what their days are, but it's just to support them and have a little bit of fun before the holidays. And then we have our student spirit week, the week after the week before break. And I picked those days actually. Well, I had people vote on them, but everyone's really excited about that. I had posted on the staff Instagram and other social accounts and have people vote. And it was really really nice to see the participation from students because they're happy that people are actually giving them an opportunity to vote on things instead of just saying, "Oh, these are the days here. Here's that." But as the staff president, I'm trying to get more involvement with everyone besides just the 20

015kids and staff. And I think that's it very much. Um, so also, and again, I know I brought this up before, but I want to do it again before it gets too late into the year and too far. And again, I'm guilty for not checking the calendar before I even ask you this, but I'm just going to bring it up again just to keep it in the backyard. Have you met with um the AD with staff and the AD and also the music department and arts department to make sure we're ensuring that nothing is going to fall on um anything any ma any dances will fall on any major things that go on for those students. So, I did try to bring that up after you spoke about that before. And since I'm not a

016senior officer, I can't decide really cuz they're they're the ones that decide the dates and then the adviserss actually pick the dates. I I'm not really involved with the senior decision, so I'm not sure about ball, but I know prom is taking that really seriously. The adviserss for the juniors are taking it really seriously, and I can 100% bring it up to the adviserss again. Yeah, of course. I I mean like I said if you're not the whoever the senior one is really should also it should be all the way through. So not just one class you know cuz I don't want it happening to you know anyone in that situation. So we got to make sure that we're going with you know the freshman the sophomores juniors and seniors alike so that we're all

017on the same page because someone could be you know have a musical someone could have a d you know something else going on. >> I definitely tried to bring it up because Thank you. Yeah, I cuz last year I mean a track meet fell on one of the on prom, so I couldn't go to that cuz it wasn't enough time even though it was earlier in the day. I had to miss out on the track meet to go to prom. So it was a really difficult situation. So when I ran I definitely brought that up cuz it was a really big issue. It was one of the biggest meets that I couldn't go. So >> it's a hard decision that you should have as a student. >> Yeah. And I know softball that happened. A

018lot of my friends were on the softball team and they couldn't end up some of them decided to go to ball. I think all of them decided to go to ball. I'm not sure. but it shouldn't be a decision they have to make at all. So, I can 100% bring that up again. Um, I know that I can bring it up to my adviserss because they have a bit of a stronger stronger like decision making. They have to approve things when I kind of just give my input, but I could definitely bring it up. >> If you need any help, you let me know. I'll help you. >> Thank you. >> There's a bigger conversation here. officer just as you know we we talked about it a lot and you know that our AD was

019working with the New York State Association as well you know trying to make sure because sometimes when our students are at that level and they make it to that level there are times where they don't plan these things in advance whereas all of the schools have already planned their prom and so on and so forth so that is something that they are aware of and I know that the AD like really fought for them to change that date and it is something when we're talking about the equity of particip participation in sports and not having to choose between prom and sports. That is something that I know the executive director at that state level who represents the athletes around the state is definitely big on and I know that Aaron had brought it to his

020attention. So it is important that we're also having that conversation at the state level as well because a lot of times when they don't have the schedule yet it definitely impacts us and for the adviserss unfortunately they have to keep moving with planning these things for students preparation right so it's it's a bigger stuff and I know that the ad did talk to him about that >> on to our work >> hold I had a question sorry um about the blood drive um do you know is it do you have to be 18 to donate blood. >> So, you had to you had to be 16 or older to donate. And then if you were 16, you had to have a parent permission form, but 17 and older, you could just use your ID to

021donate. I was just curious. And then does a student have to do that during lunch or study hall or >> any period that they I know a lot of people came during gym and some the gym teachers were encouraging it. Hey, if you want to go, like we can give you a pass and you can go get it done. But I know a lot of teachers were very open and okay, like if you want to go, you can go during this period. It doesn't have to be specifically during your lunch or free period. >> Okay. Thanks. >> Now we're moving on to our workshops. So our first workshop is our audit report presentation. I'll let you. >> Would you enjoy with our audit? Len, >> and I'll just I'll just add, Liv, I think um

022when when individuals see our auditors here, they don't think that has been through a process. So just for the public understanding, the finance committee or the audit committee, sorry I confused the finance and the audit. The audit committee met and has already heard from Len, but this is really for the public in terms of the digestible version of um the report and then being able to say where we are and some of the things that we need to correct that we've already have a corrective action plan for. >> Right. Yeah. We spent about an hour going over it with the audit committee and we went over it in quail. Um, this is more of the 30,000 ft >> Yeah. >> view of the whole thing. >> And I would just like to mention to the

023public that we do have a community member who sits on our audit committee and that is Mr. Dave Nolan. Um, so he wanted to be here tonight but had another uh obligation he had to attend to. So just for the public's information, I wanted to give that. >> So here uh you know we're required to report to the audit committee. We're not really re required for this meeting. This meeting you're really only required to accept the audit report. Um, but I I'll just give you a brief overview of the audit. Basically, in your packet, well, I I gave you a copy of the executive summary and then in your packet, the green packet there, there's the main audit report and then behind that is the letter. We're mainly going to stick to going over the

024executive summary and the letter. So, I'm just going to kind of give you a brief overview if there's any questions. That's what I'm here for. Basically, if there's any questions or followup and on the executive summary, if you go to page two of it, you know, um it's these are the main reports that we issue. We issue the independent auditors report and and there we we're opining on the overall financial statements and we're opining not only on the overall financial statements, we're opining also on each fund. So it be the your general fund, your school launch fund, your federal grants fund, your capital projects, debt service fund and like that. So here we get I've given you the best report that I can. It's an unmodified unqualified report. The there are some matters that are

025emphasis of a matter but they're routine matters. Um one of it one of the matters is the implementation of Gazsby 101. Gazsby is the government auditing uh governmental accounting standards board and they changed the way we have to do uh the accounting for compensated absences the value of your um vacation and sick time. So we'll go over that in a minute. That was a significant change basically a $12.5 million addition to your debt in the governmentwide financial statements and we'll go over that in a minute too. And then there was also uh an emphasis of a matter because there was uh you did a revaluation of your fixed assets, you know, your property, plant and equipment type of thing. And that also that increased your um net assets, you're not positioned in the governmentwide um

026by 4.8 million. And I probably should say that you know in your in your packet there's two sets of financial statements. There's the governmentwide financial statements that has all your long-term assets and long-term liabilities. And then there's there's your fund statements that has more of a short-term view. So, it's just your current assets, your current liabilities, and your in your fund balance, things that you're normally you used to looking at. Um, we also issue a report on um which we call the yellowbook report. The second report there is on uh over financial reporting and compliance or you know with internal controls and here we had no material instances of non-compliance and and no other issues with with that but we did we did um we are referring on the next page we'll go over some

027of the significant um findings that we had for this year. The third report, the Office of Management and Budget at the federal level sets the standards that we have to do our single audit. This year we did the single audit on the uh on the uh the school lunch fund, the the uh child nutrition cluster, which is about $3.3 million of all your federal awards of $10 million and that was about 30% of all your federal awards. Um and that we didn't have any issues. We um uh Mr. Whitmore does a does usually does a really good job and he didn't disappoint us this year. Um, and everything was given to us timely and we didn't have any issues with that. We didn't issue the this report is not in your packet because the office

028of management and budget just issued their their 25 compliance supplement last week. So, we're in the process of getting the report ready. Nothing's really going to change. We did all the work that we had to. We already reviewed the the new compliance supplement which gives all the standards that we have to audit um through whether it's allowable cost and reporting and that type of thing. it gives like you know eight eight or so uh different requirements that we have to were required to uh issue our audit based on and um AICPA told us we couldn't issue our single audits until that was issued but now it's just more of a timing thing. I do have one when you just referred to the first part that you were you were referring to the first part you

029were talking about with retirements and um the other now those are >> when you say this and you gave a large vacation I apolog Yeah. Now you gave a large number, right? So I'm hearing again I'm >> What's bigger than that? >> Right. But what I'm hearing So but it's not per se something wrong that we did. It just has changed things differently. >> There's a new there's a new accounting standard. Got all >> the school districts have to do the same thing. >> So yeah, any any questions? Um we'll we'll talk well we'll talk about it now >> questions is a new policy not by us but by the state >> right by the government. >> So on the next page is a summary of the letter that's behind the large packet in your

030uh um behind the first audit report there. Um, and this goes over required communications with the board, and this is what we went over in a lot of detail with the audit committee, but um, here's where we're also emphasizing that there was the implementation of that new compensated absence uh, standard. Basically, what happened last year, your compensated absences, the value of the vacation and sick leave was about 1.7 million. This new standard added 12.5 million because before we weren't taking into account because the standard didn't require us to the time used by people that weren't vested for their sick time. So once we had to go through and reevaluate that get all the schedules from the past few years and get like the you know the probability of somebody actually using their sick time as

031they they earned it. um I mean as as they were going to use it. Um so we had to come up with that estimate. So that was uh that was a large estimate. So basically we went from 1.7 million up to 14.8 million. I have some I have one district that's up around 40 million. Um but there's every one of them has had a large increase like that. So it's not unusual. >> Yeah. I just wanted to point that out that it isn't just us that had to go through that. When he talks about the government, the standards that he's referring to is everyone. So, everyone had to go through this new change and it's only reflected because they wanted it that way, >> right? They just chose to make my life miserable for sure.

032>> So, it isn't just us, it's everyone. Um, we also talk about accounting estimates. In addition to Gazsby, this uh new Gazsby with the compensated absences, there's a lot of estimates involved in putting together your financial statements. Some of them by actuaries that that the school district hires for your other post-employment benefit liability for retirees, health insurance, and there's also actuaries that the state hires for the pension for the state retirement system or the teachers retirement system. Um, so there's a lot of estimates listed in there and there's estimates for depreciation and that type of thing. One of the estimates that we had from last year was that you were, you know, uh, like, uh, Staley was held for sale back, you know, when before we made the decisions that we've made now. Um, so

033Staley in the financial statements is shown as written off. So there was about $2.5 million that was written off um because that was the value that was still on the books. Um and then we also talk about uh audit adjustments and corrected or uncorrected misstatements. There there was no uncorrected misstatements but we did have a lot of uh journal entries in the process of doing the book. So we there was uh about 36 journal entries to the funds themselves whether it be the general fund, special aid fund or that that type of thing. And there was another 22 journal entries for governmentwide. And what we have to do those journal entries are how we convert the the fund statements, your general fund, school lunch fund, and that and whatnot to the governmentwide financial statements. So,

034it's taking in all the changes for the fixed assets and the long-term debt, this gaz new uh um compensated absences uh um schedule, the state's pension system. So, there's a lot of work that goes into that, but you know, in some of it, we have to put these journal entries in here because we have to, you know, maintain our independence as much as possible. Um because right now in in my office this week I have my auditor in because we we get peer reviewed every every three years. So they're spending the week camping out looking at our workpapers and and going over everything that we do. So it's a little stressful. Um so you know we would also tell you if there was any disagreements. I don't believe we had any. and and then the

035other issues that we had are in the middle of the page there. Basically, we didn't have really any new issues. It was, you know, basically the issues that we were following up on from last year. So, out of the six items that we had from last year, four of them are corrected or partially corrected. So, that's that's good. You want to see progress in that area. um we we we still have an issue with the closing procedures and and that type of thing. That's why we had so many journal entries and that's why we're here as late as we are this year. Um, so you know, there's a lot of detail in those notes, whether they include accounts payable or, you know, grant accounting and that type of thing, things that would normally be done

036in the normal course of of of events. You know, granted, if you had like, you know, part of the issue was not having a fully staffed business office for part of the year. So, that kind of put everything behind. Um so with that that that's pretty much the summary of of that the extra classroom we always qualify the financial statements for that because of the point of sale collection and that there's a lot you know there could be issues with that. Um on page four is a statement of net position. Now this is the governmentwide. This is not your general fund. This is everything combined. And I just show you this just to kind of emphasize on the bottom you see the net position deficit $225 million. That's all caused by that other postemployment benefit

037liability that I spoke about earlier and that's about $297 million. So that's that's what's causing that liability. It's not it's not a lot of the the non-current liabilities above that. You know, there are bonds in there. you know, the about $37 million worth of bonds that you know, you you paid down 5.8 million, but you know, you also have above that is the bond anticipation note. So, right now you're about 23% of your overall constitutional debt limit as of this report. So, that's good because the school district was very high years ago. We were like almost at 100% a few, you know, about 10 15 years ago probably. Um, so there there's a lot of girrations in there. Um, and there's a detailed note on page 34 of the the main the big packet. Um,

038so there's that detail. The next page is your fund balance. Just a summary of all the fund balances of all the funds. And you could see the general fund had a surplus of 6.7 million. And that's mainly the result of underspending the budget by about 12%. And we'll look at that a little fur further. So the reserves went up, you know, as you approved them. They went up about $4 million. $3 million, you know, was what you approved putting into the reserve and then the rest is interest that got applied to the reserves. So right now your overall fund balance is about 34% of your expenditures and your overall um your un unassigned fund balance is about 7 7.3% versus last year about 7.8%. So you know um then down below the school lunch fund

039is a healthy fund balance about 1.7 million. Um so that's limited. There's a limit to that fund balance of three months worth of expenditures. So that's over about about 783,000 similar to what it was last year. Um then down below that is the uh the special aid fund. Um mainly that's caused by deferred revenues because if you don't receive it timely, it gets deferred. And so it's supposed to be at the end of the day a net zero fund. So um it's not like a a structural deficit. It's just a timing issue. And down and then you see your debt service fund about 2.3 million. You know, not really much change from the prior year, just $144,000 increase from the prior year than the capital projects funds. Um the the deficit there, that $7.2 million

040is because you issued a bond anticipation note for the 22 project. And then when that gets converted to uh permanent financing that will go away and and uh the next page is like a summary. I have these 10ear summaries that I started many years ago. Um and just you could see o overall the uh you know the creation of reserves and and the progress that the general fund has made. This is only the general fund. So in 2016 you had a fund balance of 15.2 million and today it's uh 47.2 million. So that's that's quite a bit of uh progress there. Your overall fund balance percentage of uh o total expenditures back in 16 was only 15%. So now you're it's a healthy 34%. So that's that's a good way to look at it and

041and then you're maintaining that by you know populating your reserves because we were at one point before 2016 where we had a lot of reserves and then they kind of went away because you know we had issues and now we were you've been able to build them back up. The only issue, you know, you could say in here is that, you know, really need to start appropriate in the budget process, start appropriating the reserves. Um, they're not supposed to just sit there. You you know, and you you've appropriated them in the past. So, it's something to think about because you're uh your appropriated fund balance is, you know, you went from 7 million to 12.3 million and there in 2025. So, you know, that that's a large amount. And you can see some some of

042the bumps that you had between 21 and 22. You can see there was a, you know, a pretty good increase. And a lot of that was because of the Carissa funding for that year because we did it retroactively from the year before. Um, so that was good. On the next page is the revenues and expenses. You can see that there was a surplus in the general fund of 6.7 million. But if you could, you know, if you were to do the same comparison, go back and compare it to the budget, the revenues were overbudget by about 1.6 million and that was just about a 1% over the budget. And then the the expenditures were under budget, like I said before, 12%. So that was about 19 million. So overall, if you know that's a $21

043million positive, but then you take what was appropriated about 4 point 14.7 million and that gets you to the same place at 6.7 million. Some of the big items that increased and here a lot of this these increases expenses went up about 9.8 8 million, but a lot of that is due because of the funding in this special aid fund where, you know, you had the COVID money and they're, you know, coming out. So, that was about $2.5 million shift from the grant money to the uh to the general fund and that's, you know, that's that fiscal part of that fiscal cliff everybody talks about. Um, so a lot of the increases in the in the general fund really have to, you know, the uh payroll increased about 3.3 million, but employee benefits increased about

0442.9 million. Um, so those were, you know, the main increases there. I, you know, oddly enough, with every all the capital projects that the school district has had happen over over the years, our debt service really hasn't changed that much. Back in 2016, it was a total of 9.6 million. you know, that that kind of like speaks to why your your you know, your debt service and your constitutional debt limit is is low. >> Any questions on this page at all? >> I mean, there's a lot of questions on this page. There's a lot of things happen. See the in 22 the the $6.2 million of Carissa money into the general fund. So overall over the last 10 years that's been a 30, you know, if you look add up all those surpluses across the

045the board there, that's a $33 million surplus for all those years. On the next page, just a graph of the fund balance history, just the same thing, just graphic, but um but you can see the the increase of the uh overall fund balance. It's about, you know, $32 million is about 210% increase in in the overall fund balance because, you know, the the fund balance back in 2016 was, you know, not very good and very low. So to have that increase just shows that the school district now is healthy, but a lot of that 20 $21 million of that increase is for the restricted funds for all your reserves. The next page is shows the the state versus local effort. And this means you know for each year it doesn't come to 100% because it's

046a percentage of the re it's a percentage of the expenses. So it's basically saying like the uh >> so state aid is 72. >> I'm going to just switch your mic. >> Okay. So, of all your expenses this year, it's uh 72 cents on a dollar. For every dollar that you spent, there's like 72 cents being funded by the state. But if you had the star in it, it was 75 um% versus back in 2016, it was 72%. But you can see the real property tax didn't really change that much at all. Went from 25% 2016 to 24%. So the state has more more of an effort than it did um in from 2016 and our local money is is you know we're still spending 25 24 25 cents on the dollar. The next page

047just shows the uh general fund revenues and you can see the state aid basically it's an average of in increase about 5% average per year. Um so the state aid over all these years increased about 32 million but the uh um our real property taxes only increased 3% average over all those years. So it's just just a graphic presentation. Then on the la the last page is the general fund expenditures and we just show the uh the history. So you know basically the you know the large item obviously is the instructional line item going up about an average of 4.5% over all those years. And you know that's probably a good average because you see a little dip there and that those are the the co grant monies coming out of those that that equation.

048Employee benefits increased about the same about 4% over all those years $10 million but a lot of that is health insurance and that type of thing. That's all I I meet my time. Anyone have any questions? >> Thank you very much. It was I know a arterous process that you do for us and we really appreciate >> your expertise of doing it for us. So >> if there's ever any questions I'm always available. So >> Okay. >> Thank you. All right. Thanks one. >> Thank you. I would like to say because very often the public is very interested in some of hearing this but they forget that we talk about it at a board meeting. So, I do just want to emphasize to the board members, mark down today's date. So, when a community member

049comes to you to ask a question, you can go back and say, "Watch our board meeting from December 8th." Because you'll have the whole portion to it. So, thank you. Um, good evening. Uh, tonight we're going to present your vote at work, how school capital projects happen. We're going to begin by going over an overview of the four phases of a capital project to help clarify the process and explain how or why sometimes it can take several years for a voter approved project to come to completion. To help guide us through this portion of the workshop, I'm going to introduce Mr. Nathan Venwi, who is from CNS Construction. um he's going to help explain those four phases and answer any questions about that portion of the workshop. >> And while he's coming up, I have

050to add that I've heard him speak about those four phases and a aha moment came about for me in October at at NISBA NISBA. And so I was just like the community would like to understand the four phases of project and Nate did a great job explaining it so I can understand it. So, we thought he should be able to do that part first. >> So, now I've been in a mind scramble to try and figure out what I said at that presentation to make sure that I duplicate it. Um, so it's interesting, right, because already in the meeting today or so far there's been two references to capital projects, right, that really kind of play into what we're going to talk about. So, one in the superintendent's report, right, was um the reference to

051the completion of the 2022 capital project. Uh and then in the audit report, um he referenced the um uh retiring debt, right? So, um I'll I will tie both of those kind of in um uh to the four phases um just so that you can kind of see how uh it all comes together. So, um, capital projects are a cycle, right? Um, and they follow, uh, that cycle, um, from pre-referendum through design into construction and then close out. Um, and as a school district, you really want to be thinking about two projects at once or multiple projects at a time, right? So as one project uh is expiring i.e. the 2022 project is starting to come to a close. Right now is the time to be thinking about what is the next project, right? And

052that what is the next project takes place during um the pre-referendum process, right? So, uh in that process, you're trying to define the scope of the project. Um you're trying to uh understand what the financial impact of that is. You heard the reference in the audit report to um maintaining local um uh local level uh debt reserve, right? And so that's really about timing projects so that the amount of debt that the school district takes on doesn't increase. Right? You he referenced 9.6 now it's 8.3. So it's actually right it's reduced a little bit. Craig and I oddly just kind of looked at each other and cringed, right, a little bit because you really want that to be as level as we can get it, right? No increase, no decrease either because that means we're

053leaving money on the table, right? To do future work, right? Decreases are going to happen. Your financial consultant can talk about that, right? More which is fiscal um more than than sort of we can. So in preref um it's really about refining that scope and getting a setting a clear expectation about what work's going to be accomplished in the timeline uh that it's going to be accomplished in um as we move into um the design phase. Right? design can take anywhere um from a year. Most projects take generally a year by the time you go from schematic which is very conceptual right we know we want to do a project we know it needs to include some classrooms renovation of some mechanical equipment right to the very detailed um documents that um Craig and his

054team developed that then we put out uh to contractors uh for bid um during that design phase, right? New York State has to do a review of the plans um that are submitted by uh Labella and their team. I just note that plan is really or that review is really code driven review. It's not uh a constructibility review or a review of the documents from an errors and omission standpoint. It's really do the documents um do they create life safety issues? Is there the right number of exiting right or fire alarm devices that sort of thing um called out correctly? Uh so it is it is um kind of very very high level. Um and again design on very complex projects right could take 24 36 months right generally when projects start to get that

055complex you will hear them refer right we will start to break them into more manageable phases again 2022 right we're talking about the phase one project is wrapping up the 22 project uh phase two will be wrapping wrapping up um right and so that again taking a larger project kind of trying to make it more um manageable. So after SED um does their review and we get their sign off on things um right then we move into um the construction phase uh and that's kind of the time right in preref the project is very visible to the community. there's a lot of communication about it, right? Sort of a lot of excitement about, hey, all this great stuff is going to happen. And then in design, right, it kind of falls back, right? I mean,

056it's less visible. There isn't really anything taking place. Um, and so there that's the period that you kind of are wondering like what's going on, right? And then we get to construction and then things start to become visible again, right? Um, all of construction in New York State is governed by SEDD 1555, which is the regulation with which we have to manage all of our work, right? It calls out things like noise level, no smoking, separations of students and uh staff from construction staff, right? Those general sort of guidelines um that Damian and his on-site team, right? try to try to enforce um uh you know throughout the construction process. Um the other thing to keep in mind is that summer construction is generally very uh unlikely just the given the magnitude of the projects

057that um we are undertaking as part of the district to do 20 or 30 or $40 million worth of work in 2 months um is just generally not feasible. Right. And that's why you see things um in the 2022 project that started over the summer. Um some of them were completed right by the end of the summer. Some of them have lingered on. Most of um well not most all of that right was done in collaboration with the administrators um both districtwide and of those buildings. Uh and then there's continuous updates about hey this happened or here's an impact with this material right this space won't be completed it's usable right and so that that level of um communication between um our team and the district administration is is kind of um it's consistent or

058it's continuous right >> I might have lost it in there what you So theoretically or wait first does could you theoretically be doing 2021 here right and you don't have to have it completely finished in order to start the next process of the next one. Correct. >> Correct. You wouldn't want it to >> you want it to overlap. Right. >> Yes. Okay. >> Right. So you want when you're when you are thinking about capital projects, you want to be thinking about two projects >> at least two projects at at all times, right? So you you have one kind of wrapping up. We're designing one, right? Currently that would be the 2024 capital improvement project that was voted on in um March, December, >> May of 2024. Okay. Sorry. Um right. And so there's two now.

059One's going to fall off, one's going to start construction. The question is, right, what is sort of next, right? And back to the comments by the auditor, right? It's all about trying to maintain level local um share on the on the debt side. >> No, that's all right. Is is there every year a new capital project every year in some scale? So like would there only be two that you're working on or every year? or is there like >> No, there there there could be more. Um like we have a another um cricket are working with another district, right? We're doing um is there four? I think there's like there's four going on in project. >> So yeah, I mean really it's all about what's available for maximum cost allowance, right? Which is the amount

060of money that you can spend on each of your buildings, right? What is the retiring debt that you have falling off? and what is the timing of the cost allowance with the retiring debt and you're trying to maximize all of those you don't want to overwhelm people right and do a project every year that would right because then people generally people would get fatigued right I mean >> so we're not starting a new one a new capital project every year then it's >> it's it's generally on a two-year That's that's typically what the cycle that you'd recommend. Now, that's your position, right? Other districts um are on a longer cycle, right? They don't they're not in the um same sort of financial situation that you're in, right? So, they have a longer cycle just to

061to keep things rolling. And then the maintaining as well because it it is important that um individuals understand that we have to maintain what we have so that it doesn't fall apart. So when we start talking about capital outlay project you've heard us mention some of that even from the 2022 we talking about signage right new signage for the school buildings um so that it could just be similar as stra. So where when we have extra leftover from capital improvement project we're trying to do as much as possible the boiler issue at stra. So all of those things. >> So just um I guess to answer your question, you can do an annual capital outlay project, right? That is approved as part of the budget process, right? This is this discussion is more focused on

062the larger capital improvement project. But you you do do and you should do capital outlay projects. They follow a very similar um sort of process, right? where there's a plan and then there's a vote. It's just the vote happens at the same time as the budget vote, right? And then they go to design, they get approval by SED and then they can get constructed. All of that work has to happen within one calendar year versus these larger projects. Um so through construction right and construction can take 12 months on a very simple project to yeah multiple years 3 years four years um really and it's all about um minimizing the impact on students and staff while trying to figure out how contractors can be efficient, right? Because if you lose efficiency that increased costs, right?

063if if um teachers and staff are impacted more than sort of what's tolerable, that obviously has an impact as well, right? So, we're really trying to balance um that all out at the same time. Um and then we move into closeout, right? And there's really kind of two uh facets of closeout. One is contractor closeout. Generally that's why you pay us to make sure that that piece of that is all done that is um right is the work done correctly is it to the appropriate standards um right have they submitted all the forms and documentation really and then the other piece of that is the project close out with SED right and that from your from the board's perspective um right that's kind of what you are kind of most keyed in on or should

064Right. And that's the financial close out, the submission of forms to state ed, which then triggers state aid. And that triggering of state aid is what keeps the um the local or the debt level flat, right? And that's the cycle um that you're um trying to uh to maintain. So, I've referenced, right, we're kind of consistently in this cycle. Um, right, 22 is is falling off. 2024, um, the 2024 vote is in design. Um, phase one is being submitted to SED. Phase 2 and three will then follow. Um, right. And then um you will be hearing uh in the future um and we're going to start to bring forward what the 2026 uh project will look like, right? And then 24 will fall off and we will figure out kind of what is after 26.

065>> Now I have one other crazy question. It might be there or you might think I'm nuts for even saying this, but so on you know how outside on a on a project, right? You have a they usually have like what's coming. Do we have one of those like does it say show you like what that's going to be? You know when you do a project I know you >> an information board. >> Is that what it's called? Okay. Sorry. I apolog Yeah. So you know do we have those on our projects? >> Um like at the main entrances. >> Yeah. So like say when we did this new part of the fields the softball field and the baseball did this say did we have a board out there that what it was >> we

066don't okay no never mind >> so we did that so I mean we did that as part of the pre-referendum campaign but then once the project was voted on um we didn't we didn't maintain those boards or keep them up. >> Gotcha. I was just going to say maybe if we did have them and they were there, we just put on there that so people see too and just so it's a what you know this is capital project 2021. You know what I mean? So they realize this is working. This is a work in progress and this is the one that they were working on because they're not going to remember what they voted on for, >> right? >> But all I would say is we do discuss them at our board meetings and they

067come and update us. So I mean in the administration >> I do know and >> well the public should know if they watch our public board meetings we have a newspaper that's here giving the information out. So, I'm just trying to point out that the onus isn't always always on us to go out to the public without the public generating their own level of interest in looking it up because we are very transparent in what we're doing. We provide the information. If the public is interested in finding out what the background to that is, they certainly are welcome, like I said, coming to our meetings, watching our meetings online. We offer all of that. So, you can't I just want to point out you can't always put the onus the extra onus on us. >>

068I also I also believe if you go to the district's website on the business and administration, no, business and accounting page, what's the name of that page? >> The business and operations >> business and operations page. There's a capital project link on that page that has um at least the last presentation if not several other presentations as well. >> And to to Sue's point, just as board members, if you recall last year, we gave a lot of information regarding capital improvement project through our e-news. And as a matter of fact, the December enews will talk about the 2220 uh2 project to remind people that it involved the fields, how the fields have been completed and also all of the vestibule so that they remember 2022 now these projects are completed. They are done. So they'll

069see some pictures of those two. And for those who have been in the buildings, I know that they have seen how the buildings have changed the entrance and so on and so forth. So to your point, they need to be paying attention. and also reading some of the things that we are putting out not only on the district website but it's in their parent square messages >> and the fields do show up on Google Earth now so that's >> they do it doesn't but you can call you can you can call Google and ask them though >> you get to get that on there I'm calling >> thank I want to try and make more work >> no you're good I know being but I was just saying if it was there that's all >>

070yeah we And certainly if it >> if you think that would help we can help. >> If it was there that's all I was just asking. Absolutely not. >> Like when they're building a project or like Rome Health for example when they were building their project they have their you know but most of the time schools don't >> don't ask. >> But that's a good question. >> I'm being taken out. There's no I want brighter lights out when I leave. >> You probably should want that. Yeah. >> Yeah. We had brighter lights out there. >> Yeah. I want it brighter now. I'm afraid to go outside when I leave tonight. >> Sorry. >> So, this part really covers the four phases. Didn't I tell you he was going to just describe it in layman terms

071so that we can understand? >> I was taking on personal reasons. Sorry. you know. >> All right, there's a part two to your vote at work. >> So, just to follow up and kind of piggy back off of some of the things that Nate mentioned, um in May of 2024, the voters did approve a larger project which will consist of three phases. One of those phases is approximately three uh $13 million which is specifically for the Kluff building and specifically for renovations within the footprint that is currently here. Um, with that in mind, we also have spent the last um, several well about a year going over different options of what could possibly happen with our space concerns. And one of those being that in August of 2022, the board had approved a 56 building.

072So, as part of that, last year, this board had um approved having Kluff be that location. With that in mind, we plan to take that $13 million to renovate the Kluff building in order to have a sixth grade here. We are looking right now in doing some of the design work that will be handed in to SED later this month so that we can start those renovations in hopefully July of 2026. We will then work over the next year to have students available in sixth grade to start here in September of 2027. Then we're looking at what the next project is. As Nate had mentioned, what is the 2026 project? Um, we are looking at making that part of a fifth grade addition, which would require um additional footprint to this building in order to

073be able to house all 850 plus students. Um, so that will require us to again start looking at a referendum per, you know, the pre-referendum that Nate had discussed, some of the design work for that. Um, and so as part of that, um, I'm going to ask Craig Daly, who is our architect from Labella, to come up and discuss some of those things. And then our assistant superintendent of instruction and curriculum will come up to explain a little bit about how we've gone through this process with some of our stakeholders. >> The instructional plan, please. Yes. >> Hey, thank you. Can you hear me? Okay. Just raise this up a little bit. So, as Georgia mentioned, we've been really intense with what I call the phase two of the 24 project, which is the renovation

074of this building to become to house the uh sixth grade. Currently, um we're really looking to kind of pack 10 lbs of program in a 5 lb bag here, right? And we the administration and the team that's been working with us has been amazing. uh they understand the realities of what we're trying to do. Um we're trying to basically stop the bleeding with our elementary levels. Um you know, you look at the district as far as a population um and you've basically been able to maintain a steady population. The thing is all the program requirements are coming again and again. You have English as a second language. You have all these other things that are support systems for the same population that require spaces in order to support it. So, with that being said, we're

075looking at renovating this building. Um, we are basically have 17 general ed classrooms that we've been able to put into here into this program, which is um going to be a fit for bringing the sixth grade into this building. Um, as you know, the footprint of this building is where we're kind of confined for this 2024 project. So, you're like, where's the gym going to be? where's this, you know, the cafeteria and the kitchen, is it properly sized and things? And those areas will be renovated such as, uh, turning the boardroom back into a small half gym, but a lot of the programs are going to have to be adjusted on the fly to serve the fizzed program to serve food service and how we're bringing kids in. Um, we do have a dedicated art

076classroom that we're providing in there, so it won't be art on a cart anymore. Um, and we do have a music program that's going to be supported as well as an ancillary space. Some of the support systems like AIS and those program spaces are fitting into the puzzle pieces of the stage being renovated into those classroom spaces, those support systems. Um, knowing that this the fifth grade is intended to come here, part of that planning and design is already in discussions. Um, we have to review with the state ed department uh to make sure that they're going to support what building systems we're bringing in here. We actually have to do um a district-wide evaluation of all the facilities. So, as we bring the fifth and the sixth grade into cloth, what are the other

077spaces that are being vacated at the elementary schools being used for where there's an increase in special special ed needs? Those different types of programs. Um there's increases in those other support systems, uh program requirements that the district needs, um ENL, all those types of programs. Um and there's also how does the UPK program fit into this? If we're bringing that back into the buildings, you know, we know we have a temporary discussion that we're having about RCH to serve while we're renovating this facility. What does the future hold? Go ahead. >> That's where my question that's where I have a huge question for. So two things you keep saying sixth grade being brought here and you're saying only sixth grade is this happen >> only six at this stage >> right >> so this

078is like stage one of a two-stage process >> just sixth graders all the sixth graders everywhere are coming here first alone >> first >> yes >> before they go on >> correct >> I missed that somewhere that one I missed I missed that okay and now with you what you were getting ready to say maybe and this could this house Um okay with that taken out okay now you're saying renovation we can't um have the children any children here during renovation >> this building will be >> it's going to be totally vacated um all programs all offices it everybody's going to be moving out which allows us to have a free home just to go and gut and renovate this >> right now when we're going to talk about the other who are you doing

079the construction of the RCH thing. No, >> this is a whole different >> This is a whole what we want to bring you and the community up to speed with last year. >> We got switch. >> No, no, you're on. He was on. He was on and you were on. >> Okay. So remember last year we went through several processes where we were looking at various location for a fifth sixth grade configuration due to significant space constraints. >> So we landed on KFT being the building that we're going to utilize to be turned into a fifth sixth grade configuration. Right? >> That is what the board voted on. Clefft and eventually KFTF will become the fifth and sixth grade. The first part of KFTF renovation was part of the May 2024 budget vote which set

080aside $13 million for Clefft to be renovated to begin with. So that's part of your fis with that fiscal responsibility. You were saying instead of us purchasing a building for 1.2, we already had the voters approve a 2424 2024 project that included renovation to CLA. So if we turn KFFT into a fifth and sixth building 13 million of that is already set aside. So what he's talking about is with any project as we had heard there are several phases. So the first phase of the cleft ren project is the renovation of cleft to start with at least sixth grade and then the second part is the addition of fifth grade which will then become a May 2025 maybe 20 December 2025 vote. >> So we are similar to how Nate was saying sometimes you you're

081doing two things at the same time. That's where I was. >> We're renovating for sixth grade so we can move sixth grade so we can give some relief at the elementary and then now we're going to be working on the addition of fifth grade which also involves as he was talking about a whole district-wide needs assessment cuz when we spoke to the state and we asked the state, hey we have Staley, we have building edable unit at Staley. Can we use that buildable building edable unit and transfer it here? and they're like, "Well, hold up. Hold the phone. We need to we need to have a needs assessment." So, Laabella and their team have been working on that comprehensive needs assessment for us, which also going to be helpful for us because while we are

082renovating this place, that means UPK, we've talked about that UPK, IT and special ed who are in this building has to vacate. So, one of the things that we had talked about if if someone purchased RCH, we can lease that from them. And there's a huge other project coming with a lease. I thought you could just do a lease agreement and but the state wants you to do a needs assessment which we can use because he's already doing that needs assessment and there's a whole process that goes along with it. So, we're working on that because the boardroom has to transfer. All of these places have to transfer. So, that's what we're working on as well. While we're doing all of these things, all of these pieces are working behind the scenes as well, >>

083right? >> Does that make sense to you? >> Yeah. Where I was lost, well, because who if when they do the needs assessment, right, that building isn't >> that specific building isn't >> viable for us because we couldn't Oh, I'm sorry. What you couldn't use, we couldn't buy and do it was going to have so much work that needed to be done for us to be able to be in it. We have stayed as last year the board completely stayed away from RCH. KLF is going to be our elementary building for fifth and sixth grade. Now what we looking at is renting RCH from whoever the buyer is, >> right? >> To be able to house temporarily our UPK programs, our IT and also special ed while we're renovating this building. And then we might

084decide we want to do something different, right? cuz eventually we got to look at UPK again being put in the elementary schools as we had talked about. Does that make sense? There's a lot of pieces. It doesn't make sense. >> No, it does. I'm just saying that we're talking in order to get them in there if that building isn't viable for anyone to be using by the time they do construction. He can't start constru They can't start construction here because that building is going to take forever if we house them somewhere else. Right. >> Oh, the building. You mean the building? The RCA building. What I'm saying is for us those kids we can't >> it's a different if it's a different approach to SD when they look at >> that's where I was at.

085Okay. That's where I'm going that it's it's good that you already utilize that as UPK in the past >> whether it was under uh another provider or if it was >> that's where I was at. Okay. >> So that kind of helps leverage being able to use that and it's only going to be in specific areas that meet the requirements. >> Thank you. That's where that's where my my loss was. And we've been working with the uh person uh as well to be able to let them know what our needs are upfront and what are some of the things that we know SEDD is going to require that we have in order like for example small sink for little kids. >> You know those are the things that we've been discussing with him for months.

086>> Okay. Thank you. That's where my disconnect start. >> Yeah. So yeah. So the the plan is for what I'm I'm going to call stage two, which is the proposed future capital project that we're going to look at is going to be the additions to this facility to bring in the fifth grade as well as provide the proper support systems such as um the gymnasium, cafeteria increases, um all those types of support buildings, the parking, the whole site infrastructure, the second means of egress, those types of things off the campus. Okay. So, we'll give you more of that. Um, you know, the the district's team has been right here with us, uh, keeping us informed and we've been doing a lot of information gathering and how that's going to look. So, as we get closer

087to an actual project taking shape, we'll follow up with future presentations and maybe we'll get you one of those signs so you can say future home of the fifth grade. >> Only makes that. >> Yes. Yeah. He gets >> crayons. He writes a statement on it. >> No, but I appreciate it. I I wasn't trying to >> No, no. >> It It's a lot. I'm I'm I'm going to be honest with you. I served on the board for seven years and and this is a big undertaking. you know, you're looking at restructuring your grades, how you're going to be managing those things, and yet still working with the public and communicating that as openly, as transparently as you have been has been a a really a good thing that so far. So, we just want

088to keep that going. >> Thank you. >> Any other questions? I I also want to name and give kudos to both the mayor of the city of Rome and also uh county executive picente because we had talked about really exploring the opportunity to expand, right? Um when we thinking about transportation, buses coming in and how do they exit a different way. So, one of the things that we realized that we needed to do was a traffic study and the mayor and the county executive have completed that traffic study. They sent us a copy of it on Friday. I have not had a chance to review it. I will also be sharing that traffic study with the label team so that we can determine the next steps because that was part of the collaboration for us

089to make sure that when this building turned into an elementary school it doesn't create traffic jams for other people. So, >> the only thing I would like to add is, and it kind of leads into our curriculum portion here. Um, we all need to remember there's a lot of great things happening within our local area. One of them is we have a huge corporation coming in to build and that is happening as we're talking about all of these plans that is going to be starting to ramp up and we're going to start seeing all that. There's also a huge housing project that's going to be occurring just across the road here. So the fact that we are already stressed at our elementary schools, which everyone in our district knows, including the board, because we hear

090it because of what happened with Staley, we're addressing that. Those are the types of things we're looking at, and we're moving forward, which is exactly what the community has asked us to do. We're moving forward. We're continuing on with the plans that have been put into place. I know it takes has taken a while, but as you can hear the complexities of what all has to come together, but the positive from for me as we started with our audit tonight is understanding the district has put itself in a much better position to move forward with all this. We do are very when you think about the amount of money that we were able to save from last year's budget to move over into this, we have been very conservative in how we spend and we

091have done all that because we knew what was coming up. So, I just wanted to say that it really speaks well for our administrative staff and how well we've worked together. And I wanted to complement that all as we go into talking about the instruction because that's the most important part of all this. So, for our phase for what he's calling stage two, um not only I'm sure they're learning a lot from us and we're learning as we go from them, uh Dr. Gonzalez and myself, we've been uh meeting with stakeholders right along. So, right from the get-go, beginning of this school year, uh we have met with the encors and the TC's and also with special ed and also with the sixth grade um teachers in the team to take a look first at

092physical space with the encourse and special ed to make sure that uh take a look and see what is there, what is it that you need. going back to how Staley was before, making sure that the music space does have practice rooms, making sure that they do have classroom, making sure that they have storage. Also with the art to take a look at it cuz art on a cart is not an option. Um, take a look at the space knowing full well that in the future, not just what we have right now, but 3 years, four years, 5 years down the line, what are we going to need? What is our population going to look like? Also with Dr. Carney working in those projected enrollments uh to make sure that we don't have a single

093art classroom and that we also have a kiln room to make sure that the students aren't going to be limited with what they're going to be able to do for art. Always keeping in mind the portrait of the graduate and where we're going to be going with that. So we also um took a look with special ed to make sure futuristically what are they going to need? Are they going to need sinks? um are these spaces going to have the plumbing that we need so that when we go into that fifth grade space that we're going to be able to have those spaces um appropriate and have to not rip out and redo because nobody wants to do that. And that's a lot of our conversations that we have uh when we're meeting with the

094uh building and architect. Um so then we met with the sixth grade team specifically to talk about the instructional piece. Uh what did Staley look like before? So in that 56 we wanted to talk about what were the things that you liked, what would you like to keep. So then we also had a a piece of that to say what do you not want to repeat the history of what do we not want to do again? Um and then the third part was talking about what would you hope to see differently? What can we add? Keeping in mind the portrait of the graduate where we're going to be going. What would you like to see in that space um for the fifth and sixth grade building instructionally? Because it's going to be a secondary schedule.

095It's going to be um changing of the bells, kids getting ready for uh Stra uh to make sure that that adjustment is going to be that transition is going to be seamless. And so we had some great conversation about what they liked. We had some great conversation about what they don't want to see again. Um and then we had an excellent conversation uh with the sixth grade to talk about steams and talk about flex spaces and talk about bringing in project based learning and interdisciplinary projects all in alignment with the state. So, this is an ongoing process for the rest of the school year going into next year to solidify what that schedule looks like, what the master schedule looks like, how that's going to come together in full collaboration, not just with my office,

096but also with the sixth grade in that phase stage two that they're referring to. And then fifth grade as well. So, fifth grade is going to be added to that. We are also going to be talking with the students. These are our fourth graders because just like our student leadership, they have a voice and they have a lot to say. So, we're going to be looking into those students to ask, "What would you like to see in that in your curriculum? What are you looking for in your um pathways that we can see?" Now, uh we talked about potentially electives. We also talked about um agriculture and the FA um FFA and what that's going to look like futuristically for one of those pathways potentially. So this is an ongoing process, not just making sure

097that our physical spaces are going to fit, but also making sure that the curriculum that we're going to be doing is in alignment with the changes that we have at the state and all the stakeholders are going to be sitting at that table. So, it's not going to be my office down. It's going to be a collaboration with the teachers and our staff members. Any questions? Okay. >> So, it's it's a process. >> So, but at least we're doing it the right way. >> We're doing it the right way. And, you know, we haven't even brought in Dr. Carney into the conversation because once we have a building and we move students, we have to think about staffing and and all of those pieces. So, it's really all of us that has to be uh

098together and and one of the things that Nate in his uh he had prepared a PowerPoint. He says partnership is success. And I would I would definitely say that partnership is success. And sometimes they they hear my mouth. So, I know they won't say that right now, but they hear I'm like, "No, this is what we want. This is what we want to do. we want to make sure where we have equitable outcome for kids. So I name what we definitely need. Um and so they hear it. I'm very loud about it and so they graciously work with us. So partnership is definitely success and it doesn't happen overnight and we're going to take our time and we're going to do this thing right. So okay, >> thank you all very much. And again, if

099any of the board has any questions, now would be the time to bring them up while we have them here. >> So, Nadia, >> I have a question. >> So, there there's going to be 17 classrooms. Um, do we know how many the fourth grade cohort has now? So currently the fourth grade cohort I believe is 16 and so and above that I do think we go 17 and then 17 again >> as we move up >> just want to add that that's also if you're just doing physical classrooms and not >> the yes not the specials and the setting up of the changing of the classes. So you might not necessarily need that many home bases. Okay. >> But if if we get large >> and now we're growing, right? And future you're going

100to have that space for when the extras start coming in obviously, right? So that's I that's what >> so I would >> Right. So, we have what we need for looking back for the three years and then for the stage two that we're talking about right now for six, but then once fifth grade comes in, then we're going to make sure that expansion has exactly what you're talking about. >> Yeah, we're very >> we're being very clear with the addition of fifth grade. There are some huge non-negotiables and it's really to as as she pointed out to not think about the population that we have now but the growing population that we will anticipate so that 5 years from now after we build an addition we're not saying uh-oh we need another thing right we

101want to prepare for whatever it is that's going to come which is another thing that our um Dr. Carney every year he's working with u our assistant superintendent for instruction to make sure that we update the projection enrollment projections and those are part of the needs assessment that we also have to give to the state that uh labella has been working on as well. So they look at the whole scope of what we have including the special ed population and the special ed population we know has been growing in Rome. >> So I just want to add and thank you to Dr. Carney because I know he pulled it up on his phone and has it. So it's 15 15 16 correct. So fourth grade 15, fifth grade 15, and then sixth grade 16 currently

102right now. That's if nothing changes though. Okay. >> And asked my question reading minds now. >> We work well together, >> so don't worry about it. >> And remember, this is just the kickoff. I want to be clear. This is the kickoff to capital project because we are going to be talking about a referendum for May 2026. And so if it doesn't happen in May 2026, definitely a December. So every almost every month, once a month, we're going to give updates. So the team and I will be coming here to continue to talk about capital improvement projects. Similar to how Nate was describing, you need to have more than one project going on at the same time. So, okay, this is just the kickoff to the addition of fifth grade. If there's no other conversations

103related to this, then we will move on to our consent agenda. >> Thanks, guys. >> Thank you. Can I have a resolution to accept the consent agenda that upon the recommendation of the superintendent of schools? The consent agenda is accepted by the board of education. So move. >> Okay. Moved by Kirsten. >> Second by Nadia. Any discussion? All in favor? I. Okay. Agenda is passed. That included up through page eight. I'm sorry. Page nine. Now we will move on to our regular meeting agenda. Finance. We have an action items. Resolution to accept a donation from Hannerford Help Schools. Whereas Hannerford Helps Schools has generously donated $711 to Rome City School District for John Joy Elementary School to use on school supplies and necessities for students. And whereas the board of education is authorized under law

104to accept gifts and donations that support the educational mission and community spirit of the district. Now therefore, be it resolved that the board of education hereby accepts with gratitude the donation of $711 from Hannerford Help Schools for the purpose stated above. And be it further resolved that the board expresses its sincere appreciation to Hannifford for its continued support of the students, staff, and programs of the Rome City School District. Can I have a motion to move? So move. >> Okay. Moved by Jen. >> Second by Paula. Any discussion? All in favor? Motion's carried. >> Resolution to approve the 202425 audit. Whereas the board of education is required to obtain an annual independent audit of the financial statements of the school district for the fiscal year ending June 30th, 2025. And whereas a certified public accounting

105firm, Dark Angelo and Company LLP, has completed the independent audit of the district's financial statements, extra classroom activity funds, and all required reporting for the 2024 2025 fiscal year. And whereas the audit committee has reviewed the audit report, management letter, and the auditor's recommendations as presented by Darker Angel and Company LLP. And whereas the board of education has received and reviewed the audit report and related documents and finds them to be complete and in accordance with the applicable laws, regulations, and generally accepted accounting principles. Now therefore, be it resolved that the board of education hereby accepts the 2425 independent audit report as submitted by Dark Angelo and Company LLP. And be it further resolved that the board directs the district administration to implement any recommendations contained in the audit report and to file the required

106document with the New York State Education Department and any other applicable agencies. Can I have a motion to move? >> Moved by Kirsten. >> Seconded by Nadia. Any discussion? All in favor? I. Motion's carried. Number three, resolution to approve the 202425 corrective action plan. Whereas the board of education has received the 2425 independent audit report in the accompanying management letter which includes recommendations to strengthen the district's financial practices and internal controls. And whereas the district administration has prepared a corrective action plan CAP in response to the findings and recommendations presented in the audit. And whereas the board of education has reviewed the corrective action plan and finds it to be complete, appropriate in in compliance with applicable laws and regulations. Now therefore, it be it resolved that the board of education hereby approves the 2425

107corrective action plan as presented and be a further resolve that the board directs the district administration to implement all steps outlined in the corrective action plan and to submit the plan along with any required documentation to the New York State Education Department and other relevant agencies in accordance with statutory and regulatory requirements. Can I get a motion to move? >> So move. >> Moved by Paula. >> Second. Second by Jen. Any discussion? All in favor? I. Motion's carried. Resolution to transfer funds from the general fund to the 2025 capital reserve fund. Where is the voters of Rome City School District approved the creation of a capital reserve 2025 capital reserve fund? And where is the board of education approved establishing the capital reserve fund in June 2025? And whereas it is necessary to allocate funds

108from the general fund to the capital reserve fund to support the execution of the fer future capital project. And whereas the district has $3,300,000 available from excuse me from the 2425 unreserved fund balance of the general fund. Now therefore, be it resolved that the board of education hereby approves the transfer of $3,300,000 from the unreserved fund balance of the general fund to the capital reserve fund for the purpose of financing future capital projects as authorized by the voters. And be it further resolved that the superintendent of schools and assistant superintendent of business and operations are hereby authorized and directed to take all necessary actions to affectuate this transfer. Can I get a motion? Moved by Paula, >> seconded by Nadia. Any discussion? All in favor? >> All right. Motion's carried. Resolution to approve applications for

109corrected tax role. Whereas it has come to the attention of the board of education of the Rome City School District that certain tax assessments for the 2526 school year contain errors that have resulted in overpayments by taxpayers. And whereas the district seeks to correct the tax role to reflect the accurate tax assessments and issue refunds for any overp payments made. Now therefore, be it resolved that the board of education of the Rome City School District hereby approves the application for a corrected tax role for the 2526 school year and authorizes the issuance of refunds for any tax overp payments resulting from said corrections. And be it further resolved that the superintendent and/or designated district officials are authorized to take all necessary actions to process the corrected tax role and issue refunds in accordance with applicable

110laws and procedures. Can I get a motion? >> Moved by Nadia. >> Seconded by Jen. Um the only thing I would like to mention is that these corrections come from the city of Rome as they look at the tax roles. Right. So any discussion? All in favor? I. Motion's carried. Resolution to amend the agreement with CAPV for visions and occupational therapy services. Whereas the district has previously entered into a contract with the central association for the blind and visually impaired CAPV to provide vision therapy and occupational therapy services for the 2526 school year. And whereas the district has identified an additional student in need of vision therapy and/or occupational therapy services to provided by CAVI. Now therefore, be it resolved that the board of education hereby approves and authorizes an amendment to the existing agreement

111with CAV to include services for one additional student at a cost not to exceed $2,325 for a revised total contract amount not to exceed $44,650 for services and mileage for the 2526 school year. Can I get a motion? So move. >> Okay. Moved by Kirsten. Second. Seconded by Jen. All in favor? All right. Motion's carried. At present, we do not have an audit committee scheduled because we only do them on about 3 to four times a year. One will be coming in the future. We do have a finance committee meeting set up for Thursday, January 15th at 3:30 in this room. And that concludes our committee report. We just discussed the audit and the upcoming budget process which we will be hearing more about. So that ends finance. There are no action items for educational

112programs under human resources. Action item number one resolution to approve tenure. Resolve that upon the recommendation of the superintendent of schools, the board of education hereby approves tenure for the following individuals. Joanne Walcott, social worker. Effective date 12525 and Alicia Juel social worker effective date 101920 25. Can I get a motion to move the resolution? >> So moved by Kurman, seconded by Nadia. Any discussion? All in favor? >> I motion carried. >> Action item number two, resolution to rename certain district administrative titles to better reflect the scope of work. Whereas the Rome City School District recognizes the importance of clear and accurate administrative titles that reflect the scope, complexity, and responsibilities of each role. And whereas the current title of director of counseling services no longer adequately represents the breadth of duties assigned to this

113position. And whereas the district seeks to align this title to ensure clarity and transparency for staff, students, families, and the broader community. And whereas the proposed title change is consistent with the current job description and reflects the leadership and coordination functions outlined therein. And whereas the title director of student services is in alignment with the applicable federal and state regulations governing special education administration. Now there now therefore be it resolved that the title director of counseling services shall be changed to director of student services with no change in tenure area. And be it further resolved that this title change shall take effective immediately following board approval. And be it further resolved that the superintendent is hereby authorized to take all necessary steps to implement this change, including notifying staff and the community and updating all

114relevant district documentation. Can I get a motion to move the resolution? >> Okay, we need to amend one portion of that. Um the part where it says whereas the title director of student services is in alignment with applicable federal and state regulations governing special education administration. >> Yeah, that wasn't supposed to be in there. >> That needs to be removed. >> We remove that portion of what was just read. >> Okay. >> And so we're going to be vote can I have a vote to amend that resolution to remove the one item? >> Okay. So move to remove the one item. >> Okay. Moved by Kirsten. Can I have a second? Seconded by Nadia. All in favor to remove the one item. >> I >> Okay. Now, can we have a motion to approve the

115amended resolution as listed with the removal? >> So the the approval for that >> right is title only. No job description change. Correct. >> Yeah. The job description has been reviewed with the appropriate um uh union leaders and the individual and so we do have an updated job description. So nothing has changed. So as the resolution read there's no change in tenure area or anything like that. It's instead of counseling it's encompassing of all student services. So like counselors, social workers, the trauma illness and grief process the homeless act making all of that is encompassing. So, student services is more of an appropriate title for that role. >> Can I have a motion then to approve the amended resolution as we went through? >> So, moved by Paula, >> second by Nadia. All in favor?

116>> I. >> Motion's carried. >> We have number three. Number three, resolution to accept amended affiliation agreements. Resolved that upon the recommendation of the superintendent of schools, the board of education hereby accepts the amended affiliation agreements between the Rome City School District and Kyuka College and Torino to Torio Toro University. Can I get a motion to move the resolution? >> Moved by Nadia. Can we get a second? >> Seconded by Kirsten. All in favor? >> I motion's carried moving on a policy. Uh policy action item number one, resolution to approve the second reading and adoption of policies. Resolve that upon the recommendation of the superintendent of schools, the board of education hereby approves the second reading and adoption of the following policies. Number 2325, video conferencing of board meetings. Number 8210.1, use of surveillance cameras

117on school property. Number 9520.5, leave of absence. And number 9520.5-e, cancer screening leave request. I moved to resolution. >> So moved. >> First move. I have a >> Seconded by Nadia. >> All in favor? >> I. >> Motion's carried. >> Action item number two. Resolution to approve the first reading of policies. Resolve that upon the recommendation of the superintendent of schools, the board of education hereby approves the first reading of the following policies. number 6700 purchasing 6700-R purchasing regulation and 6710 purchasing authority. I move to resolution >> second. >> Okay. Moved and seconded. Any discussion? All in favor? I >> I motion carried. >> Next meeting January 2nd at the district office. >> Seventh. Thank you. at 4:45. >> Okay. Okay. Moving on to miscellaneous items. Um we have a resolution to approve superintendence conferences.

118Resolved that the board of education hereby approves the following conference for the superintendent of schools. Um Nurlan and Unsalm will be attending the ERDI winter R&D Institute in Tucson, Arizona January 27th to 30. There is no cost to the district for the airline, hotel or meals. The only cost to the district will be for travel to and from the airport. The second one is for our superintendent and solemn to attend the woman women leading education summit 2026 Charlotte, North Carolina, April 30th to May 2nd. And again, there is no cost to the district for the airline hotel or meals. The only cost to the district will be for travel and to and from airports. >> Yep. Um, one of the things that the board had given me feedback about is being able to also make

119sure that I provide professional learning for myself. Um, and these two organizations I've been with involved with them for a long time. The women leading education summit is all about women leaders who are women leaders in education. Um and then the erdi is uh an an opportunity where we who are representative of districts give feedback to edtech companies that are um coming up with innovative things for the educational space and we get to see as they are building those opportunities for the educational space and be able to give them feedback and um whenever I attend uh conferences um that you allow me the opportunity to do so. I'm always representing the district and so I want to make sure that while these things are paid for by the organizations who are supporting my professional learning,

120I'm also representing and putting Rome City School District on a platform. So I thank you for considering those two things. Plus, they are in alignment with my goals of really making sure that I am intentional about supporting my needs as a professional so that I can continue to grow and also serve the district in that capacity, putting us on the map internationally. I have a motion to approve. >> Moved by Nadia. Can I have a second? >> Seconded by Jen. All in favor? >> I. Motion's carried. Resolution to combine with Veron Vernon Verona Cheryl School District for boy swimming and diving. Resolved that upon the recommendation of the superintendent of schools, the board of education hereby approves the Rome City School District combining with the Ver Vernon Verona Cheryl School District for boys swimming and

121diving for the 2526 school year. Can I get a motion? >> Yes. >> Moved by Paula. >> Seconded by Nadia. Any discussion? All in favor? >> I motion's carried. Resolution to amend the appointment of student residency determination officer. Where is the board of education of the Rome City School District previously appointed a student resident residency determination officer on July 7th, 2025 and whereas it has become necessary to amend the appointment to designate a new student residency determination officer for the district. Now therefore, be it resolved that the board of education hereby appoints James SOA, director of district school safety and security as a student residency determination officer for the Rome City School District effective immediately. And be it further resolved that the superintendent of schools andor designated district officers officials are authorized to take all

122necessary actions to implement this appointment and notify all relevant parties in accordance with applicable laws and district policies. Can I get a motion to move? >> So >> moved by Jen, seconded by Nadia. Any discussion? >> So this is just adding this is just adding on to James's Does he have a whole new title now or No, >> no, this was um the earlier vote that you had where we refined the job description for the director of student services rather than counseling. One of the things that you voted on July 1st was to have that individual take residency. So what that was before we had a director of safety. This particular area is more appropriate to be under the director of safety. And so that's why we had you make that amendment from the July

1231st meeting or July 7th meeting. >> We had a motion and a second. So um all in favor? >> Motion's carried. Okay. any discussion items, upcoming events. We have moved our January meeting from January 5th to January 6th. And by doing so, the board is able to attend the SBI meeting in New Hartford on January 5th where our Patrick uh Manion, our regent, is going to be presenting. So, we will all need to let Sandy know if we are interested in attending that. And again, it's very informative. He's our board regent. He will be explaining a lot of the upcoming portrait of a graduate requirements. So, it would be a great meeting if you are interested in attending. And I guess the only other thing even though old business I guess I need to mention

124twice a year we as a board have to um evaluate our superintendent. And so what we will be doing in January, we all were given on super eval last June when we did our evaluation uh ner updated that document with her goals and expectations for the upcoming year. So we all need to be able to look at super eval sometime in the early part of January so that we can then as a board um have an executive session to discuss among ourselves um her recommendations how she's coming along and we will have our own evaluation not evaluation we'll have a discussion amongst ourselves at that point in time. So my only question would be as a board will we prefer because we have two meetings in January. Would you prefer prefer doing an executive session

125amongst us at the end of one of our meetings to go into executive session or do it at a different date and time >> different okay like I'm not coming out again. No >> I know we always know that >> we shouldn't have a problem getting on right again. Okay. No, got >> Jonathan might need some information on that because he wasn't on the board last year. >> I'll do I mean >> so I will send out I'll send out anformational also think about a a date that you might be interested in and then we can hopefully come to consensus and I'll agree. Jeff doesn't like Tuesday so right. >> No well no no Tuesday but he wants it after so he's already here not come out again. Right. Is that what you're going to

126say? >> No. What are you talking about? >> I Okay. So, just so you're all aware, when you get it from me, that's why I'm sending it. So, we'll figure that out. Okay. >> Since it's in the winter, I'll do whatever you guys want >> in January. >> Okay. So, we will be doing that. There is no public comment on non-aggenda items. Okay. I need a motion to go into an executive session to discuss matters rel regarding collective negotiations pursuant to the Tor law and we will not be coming back into regular session after the executive session. >> I need no we do it in the meeting. >> Okay. So moved by Jen, >> seconded by Kirsten and we are into executive session. Thank you all for the night.