001e e e good evening happy Veterans Day uh to you today and any of the veterans that might be watching online or with us in person here this evening we are back to a work session which we have not had for quite a while um it's been two or three months since this has been since we did all the budget adoption processes along the way we are back to the work session for those who are watching at home uh just a reminder to you a work session is completely different than a regular school board meeting that no action is taken this evening on any of these topics these are informational um for you giving us uh Direction uh we'd like to hear your feedback on a lot of this this evening I promise you I
002will also do my best timekeeping that I can and keep us within the 90 minutes time frame uh within that so as we begin this evening the first item that I want to bring up to you uh to share with you you're looking at this for the uh first time is um a chief operations officer uh for the central office um as you know um we have been reorganizing the business office here uh for a while um our last CFO when they when she left um I've given a lot of serious thoughts to how we want to lead uh this department um right now quite frankly um just I think all of you know this but just to reiterate this is that um right now that's falling on my shoulders primarily dayto day God bless
003Mrs Smith who's helping me uh virtually within that but the day-to-day operations pieces are um being done um by me at this point in time and so I'm looking look forward to having somebody come in uh that not only Becky can train but I can train um to help uh us lead not only our business department but our classified staff and we're going to get into the weeds with this here in just a second as you can see the position overview there is responsible for overseeing the operational functions of the school district and to ensure that educational programs and services are delivered effectively and efficiently um the COO will collaborate with me the superintendent and other District leaders to support the district's Mission and strategic goals ensuring that all operational aspects align with the needs
004of students staff and the community while maintaining membership to the an association of school business officials um here and I'm not going to read all of this to you but these are the key responsibilities with this and Becky if you want to chime in here at any point in time with this please feel free to do so she was instrument Al along with Dr Sager of helping me get this developed but here's some of the key UH responsibilities of this position um this is operational leadership to oversee daily operations of the district which I just mentioned including Business Services Human Resources facilities Food Services Health Services maintenance technology and transportation and you can see to manage um operational policies and procedures okay the business service management is what I just talked to you about uh
005number two is where I'm spending an enormous amount of time per week um right now uh supervisors direct and coordinate all Financial activities of the school corporation uh including uh the treasury accounts receivable accounts payable grants payroll um develops directs and reviews the administration of financial activities pertaining to budget development and administration and you can read some of that there and the last bullet point on this section I think is to ensures uh proper and adequate uh Records are maintained so that all district funds are properly safeguarded and so you can see that point there Becky anything you want to chime in here as we're scrolling on down here too within this and you can see some of these other bullet points along the way but Becky anything you want to add to this piece
006right here sure um a lot of this just because of of course me being the virtual CFO and assisting the previous CFO so um a lot of it is the coordination and development of processes within the business services to meet the State Board of accounts or anything else that um needs the regulations uh that that we have so I think that this position will be vital in um streamlining that and following up and doing that daily um uh checkpoints with the business office and I think that's key with uh my uh mentoring this person and helping helping them grow and then phasing out of course our our goal is for me to phase out of this um and then be able to take this these things over so I think that Parts instrumental along with
007the development of the business office and getting them their training that they that is needed um any kind of um professional development that is needed and those checklists and things um put in place I think that's going to be instrumental with this team as as all of you know that the team is pretty green so um developing them is is key along with this position in the future right um you'll also see there too that this person is going to serve as administrative representative in collective bargaining uh one of you asked me what my role will remain and I will still be running the point for that but this person will help me through that process too and then you can see the last bullet point there with evaluations and Etc budget and fiscal management
008Becky touched on that here um not going to rehit that again um this person will also work directly with me and you um making sure that our long-term strategic plans align with the district's Visions while assessing operational performance and Implement improvements as needed um Human Resources management um we're going to be looking at uh we're currently looking at our effective Recruitment onboarding and professional velopment and you can see all of those pieces there compliance and risk management um related issues um that will be important for this person this person will also oversee our technology integration um within that so um the other piece of this that I want to touch on here uh one of you asked me with this is is that we're also um this will allow Chuck and Jay a much more
009active role inside the schools because we are pulling off the classified uh staff pieces of their responsibility within that so if you look at all of the Departments that we have this person will be responsible for all of the classified uh um directors the um managers also they'll be responsible for leading uh transportation technology uh Food Service um all of those pieces um one of the things that I'm trying to do one of the aspects that will help me with this is to integrate Jay and Chuck much more actively in the day-to-day operations academically with what we're trying to get done in our schools and that's the primary role that they're supposed to have anyway with that so I just wanted to make sure I highlighted that piece for you the last section then I'll
010ask for feedback um qualifications um we are looking for somebody who would have an ed or an EDS um um at this level this person would have a superintendent license um we're looking for a minimum of five years experience in leadership uh within that a strong knowledge of school operations finance and human resources and then um you can kind of see some of the other pieces that we are looking for in this person and so when you see that what comments questions concerns changes um as a board would you like to see with this and Becky you can feel free to chime in here along with them anything that you got questions about or you would like to see changed or comment about question question okay when we had the CFO position didn't we wasn't
011there a certification or something from iasbo as well in in that person or in that job description does it makes sense to maybe have that somewhere in here it is it's right you'll see that bullet right at the top of your screen membership and attendance in indana association of scho business officials is required yeah I saw that but isn't there a certification process there is a certification yes what I was goingon to say is do we not include that as well is that they have we can absolutely that's when I what you're asking for is that um it's my expectations that they will become certified in that by going through uh this membership and attendance so I I I tell you what I will spell that out tomorrow a little bit more specific because the
012certification piece is going to be essential in that I'm assuming that that would happen through this well I I think it's I think no matter who applies they should know that if they don't have it it's a it's something that they need to acquire yes give them a time frary to get through it but I think it's if if you're gonna if you're going to say it we should have let them know if they don't they should be prepared to do that when they get here so age because we are um mandating that for a lot of positions in the business um department so that makes sense that they're leader would also have OB certification mhm thank you Ryan what else comments thoughts so from uh gota hit the button there sorry yep yeah okay
013so somebody uh could look at us and say hey wait you had you had three you know you had a a superintendent and two assistant superintendents or a business manager and assistant superintendent and now we would have four um I'm I'm comfortable with that but how how would you explain the need for that to the public um I can just give you I think one example then Becky you can chime in here too the one example is is that since um our CFO left um few months ago um this this job description when I'm smiling when I'm reading it this is really my job description that I'm doing right now with the business department and all those pieces minus the staff that Chuck and Jay are taken care of with that um if we're going
014to run effectively then we need to have someone in this leadership position that's guiding and directing and leading our business staff each and every day um we are working really hard on several aspects of efficiency with inside our business Office Team um we meet multiple times a week we have a pretty set agenda We are following schedules um we're all interlocked within that and um I am not just to be candid with you and just very specific with you this is pulling so much of my time um right now that I'm not I'm not doing some of the aspects of my job that I currently like to do right now um because this T this is taking precedent along the way Becky you want jump in here too um I would like like to also
015add that this is if you look around the state of Indiana for districts our size this is very common in a position now to be able to streamline those duties for the operations of the district superintendent can be their superintendent we have the directors of um education being able to do you know focused on academics and then there it is very common for there to be an operations type person that all those operation departments funnel under and how I guess for those that also maybe aren't in this daily U you know when you have this list of they're going to oversee daily operations of Business Services Human Resources Food Services facilities I mean how many just numbers wise I I know about what the number is but what is the number of employees that are
016under that Umbrella Rihanna it's about is it uh I mean we have about 700 um classified uh staff roughly that we are that we are overseeing in those areas not teachers that's not teachers I would say about you know 300 or so right 300 teachers 300 no I meant on the classified side so so what this does if you don't mind um Mr trout um what I've seen this umbrella of this position doing is um would be you know main focus in the business office in human resources and then the ancillary offices that I call them um the other departments uh all of those departments have like a director right so um a day in the life of this type of position would be doing the day-to-days within the central office and then doing those
017um additional touch points with those different directors and then reporting back to the superintendent the directors of um education those type of positions where he's that um he or she is that liaison back and for to be able to um funnel that information up the channels and back down when decisions are made and that that's that main liaison um spokesperson for those directors between the higher Administration um and superintendent and the board and then the director level so we see that kind of like that in between person being able to Channel all that information for uh the superintendent the board and the um directors of Education I answer that that helps some good would uh would this person um take the Reigns of the it says facilities so the work that we're doing in the
018facilities would take that off Chuck's plate yes yes so when Chuck and I were been have been meeting about this is that for example if if we get this approved you know through the process is that chuck would stay with this person throughout the rest of the school year because I just don't want to say okay Chuck you're done now just drop this in somebody else's lap there has to be some mentoring that goes on with this too same thing would go with the business service side um I would walk right alongside with that person for the next several months to ensure that we get them grounded in what we're doing the processes that we're doing the procedures that we're doing the schedules that we're following the um week to week dayto day month to
019month quarter to quarter uh expectations um that we have because I'm so proud of this business team um we are collectively working pretty well together and we've been running short-handed for several months and and Rihanna still comes to the meetings and still Smiles so um it's been we've been enormously uh short staff since July and oh by the way we did a new conversion on top of that and so this has been this has been an immense challenge with that so yes to answer your question Tim mentoring with this person bare minimum for the next several months is going to be essential U along the way now when Becky and I start building the budget um I can't just walk out of that I got to get right back in the middle of those pieces
020and so longterm what we're setting up here is um it's my goal that this person can lead a day-to-day operation and then eventually what we will do was only need support with the development of a budget eventually that's what we want to get to here that's the system I'm trying to get set up here is that we're not so solely dependent upon Becky and John um only doing all the district finances so as long as I'm still here I will still be involved but not as involved as I am right now dayto day but then what we would need supports and help with longer term is just truly building the budget um which is a tedious cumbersome you're G about to see that again here in just a few minutes but that's where we would
021need help if I could get this person to come on board we can train them up they can lead they can understand all our processes that we've listed here then and I don't know when that match I know what you're going to ask me when is that day G to be I would hope soon that then we could have this person truly um leading the business department and the business team dayto day okay all right what else before I move on to this other other attachments here anything okay let's just move on what's up here next uh Cindy within this this is the benefit worksheet she's going to touch on this is identical to the level of uh the director of Elementary education and and the director of secondary education if after reading this you
022have any questions comments or concerns um please let me know but this reads exactly as the Director of Elementary and the director of secondary education it's on that level okay so I just wanted you to be aware of that um and if you do seriously between now and the next board meeting if you have questions please let me know but I wanted to spell that out for the public and for all of you this evening any questions about this um worksheet that you might have okay then um the next uh section on this is um this is a change and so I just want you to see this and see our have our public see this this is for the first time a change for us with Corporation Vehicles okay um what we're going to
023do is um this person will have access to a corporation vehicle we are a 388 square mile District um we travel quite a bit hopefully getting in town here soon will help lessen that but what this is is they would have you'll notice that they will have access to a corporation vehicle for business use only um this vehicle's provided and only driven except emergency situations and we're maintaining this so in other words what I am saying to you is that this will sit at the central office this person will drive to the central office use it for business only drive it back to the central office and then go home and we're basically doing that right now with Mr Peters and Mr brimberry as we speak right now so when I redraft their new agreements
024it'll look like this okay so this is a change and I wanted you both to know I wanted all of you to know that Jay and Chuck have been following this now for several months and I thought when we started this person we would just start them off with this so when you drive by the central office here in a couple of months few months and you see cars sitting there this is why because this is going to be my recommendation to we move to this process here okay when you Becky and I have talked about this we've done this in another District when you look at efficiency and instead of paying mileage and all of those other type of pieces along the way in the long term this makes a wise Financial de decision
025for us Becky you want to address this at all because this is a change for us right and and this is another thing you hear me say a lot um customary across the state um the other District that I work with um we too of course are a lot uh larger but we follow the same premise where we have um so many Corporation Vehicles they're housed at each one of the sites and then um the administration or staff that may need to go from place to place uses that during the day only and then they sit there um during evenings and and weekends unless they're going on like a professional development trip or things like that it's available for those type of things also okay and then lastly and probably just as important as anything
026I'm sharing with you this is the organizational flowchart okay um as you can see um there's the Chief Financial Officer or excuse me chief operations officer to your far um right there okay and I just have taken the um job description and put it in an organizational flowchart for work okay so um Mrs Gray will uh be doing a little double duty here for a while but since there's so much overlap between what I'm doing and what this person's going to do here is that um she will be the support base in the office for that and then um you can see the rest of the flowchart there I won't go through that whole piece with you but any comments or questions about this piece here okay here's my intention my intention is is that
027if you are okay with this um in general I would love to put out a posting for this position um tomorrow and then ask for your approval of this job description and then of you know just seeing what we get if I post it and see where we're at by the 25th board meeting if that's okay with you as a group but I wanted to share this with you first prior to a posting going out I'll make that one correction or adjustment there is there anything else that you would like to see or you would rather I wait and have this all approved on the 25th and then post I'm that's the conversation that I that's the last one I'm having here today on this topic anything You' like to add to this as a
028group anything when you say post it then you're going to solicit of those who might be interested in this position and does that where does that go out to that would uh Rihanna you have to hit the green you have to hit the button in front of you where all do you post if we would post it tomorrow then um obviously we probably mostly just use indeed for external candidates um and then obviously we would post internally um and then obviously yes iasbo as well for qualified canas we've been posting three or four different places along with internally within that um I would like to hit the ground running just to see what kind of Interest we might have in this um position and so that's why I'm bringing it out to you today um
029other comments or thoughts when would you like to fill the position like first of the year or well ideally if I could have somebody come in uh after the first of the year uh so Chuck and I especially would have time with this person second semester leading into that we might have a few uh construction projects going on um next summer and into the spring here um but the sooner the better um would be what I if we have quality candidates I'm not going to rush it and then um we don't have a quality candidate that we can bring to you but that would be my ideal situation I'm okay with moving forward now you I I see heads nodding I'm kind of going to go with the heads nodding from there so we would
030still vote though when you bring a candidate to us absolutely no question um if we're fortunate I might have a candidate for you on the 25th if not I really hope to have somebody here by this cand it for you on the 16th as that's December 16th those are the next two meetings right yeah we have two more meetings in 24 okay so that would be the timeline I'm following okay so we will go ahead and rework that job description I'll kick it back out to you tomorrow and then um will will post tomorrow and then we'll see on the 25th I will at least bring this to you for approval and then we may or may not have a candidate we just don't know we'll see who applies and who shows interest and then
031we'll go from that point forward the interview team um I will when I get that organized I'll kick that back out to you about who that will entail um I'm just not that I'm just not to that step yet within that um as you know um for the first time since I have been here um we have an an elementary principal position that's going to come open too so that so I'm going to have to work that process through all of you also to see what your interest is and how this District does interviews okay administratively okay other comments questions that you may have I'm gonna just give your heads up that's your job y That's what I would say okay and I I still want to run that through you just to see um
032the two previous districts where I have been that's been the attitude but not all districts are the same but I just want to make sure that we're foll following your wishes with that with that process okay I I will confer with Becky to help me under you know understand the processes they follow at Washington Township uh she and I have been through this at at another district and so um not saying she'll be part of it I'm just saying just for for piece of advice about who to do that okay fair enough sounds good all right uh the next two items are um really interesting you have uh we we have a little we have a few bonds um in the works here then we're going to try to get a one of these especially
033do you have a do you have a flipper for yes for her okay um what we're going to go over the next the next session here the next item is updates on bonds and leases so 2018 2020 2022 and 2023 okay and so uh Becky um has put this together for you um it's very it's really well done but I also want you to be able to feel free to stop her at any point in time to ask any questions along the way and so Mrs Smith we'll turn it over to you thank you this evening we wanted to go over um what kind of funding that we're doing for our current projects so on this slide you'll see um we currently have funding from our 2020 General obligation bond which was originally $5 5.35
034million we have a lease and that is $25.2 million and then we also have two more General obligation bonds from 2023 a little over $6 million and then the one that the board just um approved just recently is 1.75 million so we just wanted to show where those um dollars are coming from and just a reminder to the board and the public that as we are structuring this debt service that we are um maintaining and keeping our tax rate stable for our community instead of um our uh previous history of um going up and down whenever we needed something so we are being very strategic in our planning for our um current projects and our future projects based on um our debt service and uh the tax rates that go along with these obligations so
035moving on um we'll go through each one of these and just talked um briefly about which projects these are funding and this is from our 2020 um General obligation bond this is just some of not all inclusive but um the major ones just to remind you are um Huntington north tennis courts uh athletic fields fire alarm systems and um other miscellaneous projects uh secondary fitness equipment Learning Center furniture and then um some of our other uh schools Flint Springs horse man um traffic patterns doing different um things within the different scopes of the the parking lots the drives in and out for um busing and things like that was um funded also through this Horus man flooring and um different robotics class materials have been utilized with this um General obligation Bond and we are
036near the end of this General obligation Bond so we're finalizing some um of the final projects getting um uh Chuck and his team have been instrumental on getting the the last uh invoices and that so we can have this one um paid and and closed out so they're doing a great job at that and then this is just um a list of what has been expensed with those projects you'll see here the tennis courts a little over $1.5 million uh mechanical controls that's just a little under um 11,000 another biggie the fire alarm system 257,000 um other miscellaneous high school projects a little under 400,000 Learning Center Furniture 50,000 robotics equipment 18,000 um Andrew's roof uh $44,000 and um Riverview entrance 126 Horus man flooring 154 you can see um on and on with the
037fitness equipment 90,000 athletic fields 300,000 those um traffic P patterns and um driveways and asphalt um 89,000 and then the miscellaneous other projects over $900,000 so you'll see that for a total of um $5 million and that's the expenses to date with the general obligation on and like I said we are wrapping that up and we'll be closing that out um this month as a matter of fact um with all those expenses so right in line with um what we thought we would do anywhere from two to four years uh from use of a general obligation Bond so we're glad to see this one um rolling off as we're utilizing the the newer ones we spoke of question yep so that was for 5.35 but we don't have 5.35 uh and value there so if
038anything that we don't spend does that then just go back to pay off NOP we will spend it it's just those last ones that are coming through this month so yep we will have it all St in full we do not return money I was hoping not but I just thought I'd asked nope nope great question thank you for that clarification so this is just expenses to date when I um put this together for the end of October is there a way um on the sorry I want to make sure I'm coming through to get a little more detail not necessarily tonight on the miscellaneous that's 901 sure okay absolutely we will definitely give you that um in conjunction with this is this is just the overview for this um for this work session but
039we do have those deta details where we can show that um what we have uh that Chuck the business office and um Mr trout does is they have regular meetings their regular um facility meetings where they go through um there's this big long spreadsheet imagine that you know spreadsheet to explain everything and keep track of everything so it does have all those listed for you and I'll get you a copy of that okay thank you they meet on a regular basis and update that the business services updates the expenditures to date any kind of encumbrances and those type of things and making sure they um stay within the budgets the 2022 lease projects Huntington North here that's the that's the um huge area here you'll see um different things on the slide of course over
040um um a big piece of that pie is the mechanical controls we know that that stuff can be um very expensive and we know that here and it's um much needed as we had uh things that were uh a number of years old that's all I'll say I don't know the exact years but um a lot of them were original so um replacing those and helping um with our uh Mechanicals behind the scenes our cafeteria renovation um science block lighting and the main office renovation family and consumer sciences and security and door hardware and of course you know there's there's always more that we're doing um with this that um are involved in each one of these throughout uh this leas of this project this is just some of the the detail that you'll see
041here wanted to bring you up to date on um each specific project what we've expended so far and what our balances are and like I said this was as of the end of October so you'll see that HVAC mechanical controls and replacement um expense so far little over $5 million just under $6 million um balance so we have um that's over $1 million alog together in that budget so lots of work being done um that's well needed here at um Huntington North and then we have our science block Renovations you'll see there that we've um expended a little over $3 million we have a little bit um over 500 and some thousand do left uh to spend in that doing those um latest things and getting those invoices turned in then you also see here
042A big one that um just beginning uh that process the lighting sealing plumbing and piping upgrades so this is um an ongoing projects throughout um Huntington North here so you'll see just a little bit expense so far but we have over $4.7 million left of that so um Chuck and his team um are instrumental and and uh getting all that together and having their regular meetings and scheduling all that out doing the bids that come to you guys um for your final approval whenever they have those uh come about with each part of the projects then you'll see there the family and consumer science renovation a little less than $300,000 has been expensed with um a little over um $190,000 left for that security IND door hardware that includes um intercom re all that's under
043that on line item you'll see there $1.3 million with $118,000 left of that budget cafeteria renovation is um um complete there so you'll see that a little under um $1.2 million main office renovation you'll see 124,000 there with um less than $10,000 left PA system you know that we've um been uh revamping that bid scope and that will be going um out and and you'll see that budget in in there as a balance and then other projects you'll see uh that 365,000 and $1.1 million and we can give you that um that detail from uh what we've spent on that so far that detail that you were asking about we can do that also with this one to let you know um where we're at and as we're doing these projects of course there's always
044things that come out of the woodwork when we're in the middle of doing those so uh we have budgets for a reason and uh we we utilize them and make decisions or value engineering um as we're going through these projects to see what is needed as we start tearing through just so you know the bid opening is tomorrow for the PA oh is it okay so I just was looking at my newest coming up yeah so it's on my calendar so we actually have the bid opening tomorrow for the PA system good good so that all be forthcoming to you yes main office on here I know that's under Huntington North we know that but that's not Administration no that's the main office at Huntington North correct this whole thing from the 2022 lease is
045Huntington North so thank you and you'll see there down at the bottom the totals um just a little under $12 million um has been expended so far and we have a little over $13 million left so lots of stuff to still do and um they've been great in uh doing doing all that scheduling doing the bid packages like Mr trout talked about so um still more to come so you'll be hearing more about that as um we continue through this I believe that um the time frame on most of these um is over the next two years is that correct Chuck you want to add see if I can get on yeah um just a little update on that um lighting ceilings and so on will be starting here uh in the very near future
046we'll continue on um clearly for the next year but as a reminder to our public that's listening uh Huntington North will be shut down after graduation for the entire summer uh no AC no water uh for most of the summer here so uh th all activities that would be in the building so they can get piping done get lots of things finished up phase two of HVAC be completed before August uh gets back uh to school and uh lots of projects uh restroom Renovations will Begin Again lighting will begin uh you will also see a fix to court six and a little bit of leveling on court one at no expense uh minimal expense to us um we'll uh due to a improper drainage on court 6 on tennis that'll take place in June and
047uh the contractors will take care of that and I appreciate them and doing so so um Mrs Smith is correct the timeline over the next one to two years is uh very very busy but the exciting part of this is the HVAC portion um it won't be B balanced but it should be completed by August and that is a huge undertaking the past three years we've been working on um and then lighting and ceilings within the next year and then she's got a couple others she'll talk about but um restrooms lightings HVAC lot going on here um she mentioned uh athletic fields remember we top dressed football practice um we also did softball Outfield and they're working uh this week to take care of baseball and then all of those things will be complete that's
048great thank You Chuck and then of course we talked about the two general obligation bonds from last year and this year and those are um mainly toward you'll see the 20123 for salamony HVAC and then for the 2024 um for Huntington North restrooms that Mr bberry was just speaking of so those are um aimed toward those and we'll be starting those I I think we've started some um preliminary work on the salamony HVAC and also on the um Huntington North restroom so we're doing those design phases and um getting those B big pack bid packages out and um we'll continue to to move forward Mrs Smith mentioned um science earlier uh just so an update to the board and public where that's at um all science rooms on phase two are punch listing now and
049uh going through that with teachers with Terry with all the group uh planetarium is almost there and as soon as uh we get completed I'll certainly let Mr trout know so he can decide uh when's the time for all of you to to come see it so uh fax has done and been operational we do have a couple of U items that were delivered uh a little dinged up and those will be hopefully uh fixed on site over Christmas break great Becky I listed 18 on the on the agenda item oh did you okay because I knew we were done with that funding so I that's what I mean I just the only thing I want to say is you'll never hear us hallelujah ever talk about 2018 again because we're done with that one
050it's closed out and so that was a few years before my arrival and so if you don't see that one again it's it's done and a couple of you asked me and so that's why I listed it there just so you know so questions for Becky very well done Mrs Smith as usual it's outstanding appreciate that but that gives you a pretty clear indication we'll we'll spread out we'll give you a couple more details Matt that you're looking for there and give that to the whole board anybody else have questions about Mrs Smith's Bond's presentation not about presentation specifically but was that the last board meeting that we had the presentation I know Tyler wasn't here from Baker Tilly but that had the chart in it about where we're at from what we had when
051were going to start falling off was that last yes I'm going back and I can't find it so if it's not there can we get it back Andor make sure I get a copy of it I just want to kind of keep that heads on it and just know where we're at go ahead it's also on the budget Workshop presentation that's on our website so you'll see that um long range plan that Debt Service long range plan on that also I know I thought it was L I thought last meeting though I thought it was just its own presentation so that's why I was looking for it has two different one yeah yeah so Ryan to answer that more specifically that they helped you know where you can find it we'll get it back to
052you we'll get it we'll get it back to you secondly in by spring summer what we're going to be doing is having that very conversation that you had just right there about what's falling off when's it falling off how much is falling off and then begin future planning again because it's probably time for us to redo our facility audit quite frankly it's uh two two and a half years old and those those prices are probably pretty dated and so we need to do we need to that's happened in inflation oh yeah a little bit yeah what we're going to do is you're going to see this happen again we're going to circle back around and do the process we we did before so we're going to do we're going to update the facility audit understand
053where we're at with our district finances and we're going to walk through through that process all over again and so there's different strategic plans that you can do with The Debt Service as you know um as you heard me talking about the general obligation bonds versus leases the general obligation bonds have a Max that a district can um do so it's a formula from the state uh according to our bonding capacity but usually um ours is around $6 million is the max that you can do so if you have um something that you want to do more than that then you have that opportunity to do a larger lease so so there's um a lot of strategy um back and forth between doing a large lease again um versus uh smaller General obligation bonds or
054$6 million bonds um doing the max um there's different things based on availability uh you know how many projects can you do at once you know availability of people availability of contractors availability of um space um and keeping the learning environment at the same time so that's where the strategy comes um that that facility study Mr trout was talking about and the board's um aspirations on how you would want to to channel that and plan that out and schedule all your debt service over the next I would say two to you know seven years and that will go all with your um right facility study because once you saw being done on these on these leases and bonds will be completed and so we have worked feverishly uh to get these projects done and now
055it's time for us to go back and relook at where we at financially and what's the updates on our facility audits so um that's that's the process that we start through at some point in time during calendar year 25 okay and then in conjunction with that um you'll see through the budgeting process as these larger projects get finished of course on the back end is keeping keeping care of those you know so all that um repair and maintenance and general um scheduling for all of that like a long range facility plan of maintaining whatever we are um uh renovating or anything like that so that'll be part of the budget process also um maintaining our new equipment our new spaces anything that's needed for that repair and maintenance along the way I I just wanted
056to say uh thank you for putting this together this way so that people can see what is a general obligation Bond what is a lease and and they can go back and and see what what we did with each that we said we were going to do or you know maybe we ran out of some funds and couldn't do everything but U that there's a lot that's been done with those four or some will be done with those four borrowing mechanisms there and it's good to quantify that and see what what all of this actually costs so thank you you're welcome any comments questions for Mrs Smith we're going to move on to the third agenda item if there is not okay so Becky let's just jump right into board financials and cash flows little
057much different topic but still very important so Mrs Smith we'll move on with you then sure great uh for you this evening of course um the board is is used to uh by now the different Financial reports that we do um present but um just want to kind of explain what goes on behind the scenes and that overview um of what the business office does so just talking about different items to cover we're going to talk about the monthly board Financial reports and all funds report um the education fund comparisons the operation fund comparisons cash flows we have individual funds we have current year um summaries and then cash flows for future forecasting so these are all the things that we do behind the scenes and want to make sure that the board understands all
058that um goes into these so talking about the monthly board financials we do the major funds for this of course we have a lot of funds throughout the district but the major funds are um the majority of these are the ones that go through your budget workshop and then we also have some um different ones that are federal or state funded so we have our education fund which is our main um Fund in the district that's our Revenue comes from our average daily membership our enrollment and that um from the state and then we had our debt service that we just talked about our debt service fund and then our operations fund is um everything outside of the daily interactions um of the education world at the at the buildings so that is the um
059the superintendent's office the business services that's Transportation that's um capital projects all those different um departments uh that are through that operations fund and then we have our rainy day fund and then we have our food service fund which is a federal um regulated fund and then our curricular materials fund we have that right now now um that used to be the textbook rental that will be um molding into our education fund starting in 2025 based on the legislative session um guidance on that so we will keep track of that separately so the board will know uh what that consists of for that um dispersement that we usually get in December along with any kind of expenses that we do throughout the year um through the education fund starting in 2025 and then just the
060details the bo um the board financials show the details of revenues by type expenditures by the objects which is the type um year-to-date summaries um fund balances charts percentages notes it gives you all those different um aspects of the financials the financial analysis um comes from uh if different information our official budget order that we received from the state the department of local government finance and it also lists the the budget for the month the expenditures for um the month and the budgets and the expenditures for the year-to date the remaining budgets uh year to date percentages and then other percentages of the revenue received and um the budget that's expensed expensed now the prep to all this comes um through the business services department every single month where they ensure you know different things
061like your the payroll they have to make sure that all the payroll balances you know every month the Food Service balances they have prepaid account accounts they have all different types of accounts and they have to go through all of that they review all the revenue that's come through the district so they have an audit check through the revenue same thing with the expenditures all the expenditures that go through accounts payable they have to review all that they have to balance all the funds um not just these major funds but they have hundreds of regular funds um that they do throughout the district anything from donations to Grants and other ancillary funds and that they actually take all that information from all those different funding sources and they balance that to our bank accounts so
062and then of course that comes to to you the board and the public and we present that um and then what I yeah what I want to jump on here is I'm going to take you back to the COO job description yep and now if you'd overlay this with that coo job description this gives you some of the details in the weeds that we do day-to-day week to week in the business department that that that coo tose all you know we have Treasures we have payroll people we have you know all different people that do grants all those type of things and then that's why we need this person to oversee those duties um and make sure that they're all on track and I and I appreciate you putting this on one page because um
063many times it's oh good well we might be on hold just for a minute hold CU we have to walk outside so there you go yeah we've done our monthly fire drill that's a first [Music] are sh [Music] sh ch sh ch [Music] sh ch [Music] ch [Music] sh sh ch good I if I introduce it back and then you can move on I'll ENT we'll get we'll start back up okay we're good okay awesome okay that was um that was fun the fire alarm for those of you watching at home the fire alarm went off and I was telling a group outside that's the first time in 15 years of Schoolboard meetings that's ever happened so it's not nearly as cold in here now as it was before great now so um where we
064lended off is there is we're talking about the overlay of the COO position okay so Becky if you want to move us on I'm going to check something out and I'll be right back sure okay sure um like we talked about earlier with the CEO um the CEO is that um main oversight and then it has the directors underneath the CFO in all those different departments and this is is of course one of the key departments that that position would be overseeing and would ensure that um that everyone is meeting those uh timelines and checklist and those type of things and that's the the key to our business services and and um everything that's required audit regulations Etc so the next one is just just an example um you guys are accustomed to seeing this
065this was just at um the last board meeting for September and um this is just an example um what I was talking about how it lists the revenue at the top portion the expenditures at the bottom um portion it shows the budget order the certified budget order you'll see that um top there in um highlighted in green and then the um budget months actuals and then the year-to date actuals in those yellow columns at the bottom is all your um year-to date summaries it has um all the information um from the top and the middle there and then um cash balances and outstanding purchase or at the bottom over to the right um are all the um charts representing uh the numbers and it shows you uh the different types according to the budget it
066has the pie chart there of how much um each item makes of that budget and then um the charts for the reeven Revenue expenditures uh compared to the budgets and then the percent of the years expended um and um Revenue received and then also just miscellaneous notes we always like to make um notes of the the months that have the three pays so all of a sudden you might see why are those expenditures higher we like to make those notes so the board and the public um knows that certain months have the three pays in the month so of course the expenditures would um show as such and then next is um something we've been adding um since uh our conversion also and this is when I was talking about how we have our major
067funds and then we have all kinds of funds this is a document that um is I think about eight pages long and this is all of our funds for the district so we wanted to make sure that we're um presenting that to to the board to see in in their board documents of um all the other funds and this report shows fund and then it shows um the receipts the expenditures and then the balances of all the different funds in the district and then um another thing that we um like to do is what I call is a comparison of our two major funds that's our education fund and our operations fund and this is an ongoing it usually lasts five to six years and then you kind of let them kind of roll off
068this is from 201 um 19 on and this is a nice comparison per month so you can compare all for instance you'll see that in the first section there all the januaries from January 19 2020 2021 2022 2023 and 2024 so you can look at um all the revenue that's received um for those years and the expenditures the appropriation and all the balances um the amount of appropriation um spent for for that month and then the cash balances and you can see those cash balances and those um comparisons for each one of those so you'll see January then the next group of course is February March April May and so on and then for the the current month that we're doing like for instance this was for September we always highlight the current month um
069so you can compare those um different amounts between all those uh years uh so we' like to show this comparison so then the board be aware is if there's a major change compared to another year you know that that is noted or that you expecting that this is this helps um with audit regulations also to see if all of a sudden you know you usually have you know for instance in this case you know usually have a $14 million balance and all of a sudden it's down to five million you know that would spark interest of going hey what just happened so it's another ey and another audit check um for the business office and also for um the superintendent Administration and um the board to be able to see these comparisons so that is
070for the education fund and we also do the same thing for our other major fund is um our operations fund and we do it in the same fashion um all the months of the year and then highlight the current year um current month that we're presenting from the board financials for that month and then next I'd like to go and unless you have any questions on the board financials I'll move into the um cash flows next so the cash flows um is something uh that we've done and um have done in um other districts and will continue to do here where we uh do different types of cash flows so we do for the individual funds major funds we have um current year summaries future forecasting and um just ongoing documents uh throughout the the
071process so this is an example of our cash flows for individual funds so this is our education fund and what this is we start this every year this is um ongoing per month so we start out with a projection for the whole year for example so you'll see that right on um right above that green line there you'll see the words actual and projection so at the beginning of the year of course in January all of those say projection each month we replace the projected numbers with the actual numbers and we do this um on a monthly basis so then we um can compare and see what we originally projected to see how we are doing throughout the year versus the actual so this is just nice for um an overview to see how we
072are doing um cash flow projection wise versus the beginning of the year through and throughout um each month of the year so you'll see that for Education fund and then we also do that for um the operations fund for all the major funds we do this but I wanted to show you these two major funds for that and then um we also have uh the summary I call a current year summary so we have those individual funds and then they all roll up to this um current year summary where you'll see all the funds there on the left the top portion is the revenue the bottom portion is the expenditures and then the cash total cash balance of of all those major funds um down at the bottom so keeping track of that you'll see
073the same thing with the actuals going all the way across until um the the outstanding months that are left of the year that say projection and we utilize information um that we received of course we have estimates that we use during this process until the those variables are become known and then as we go throughout the year with the actuals so as we're um projecting these things we use um anything from previous historical Trends in our revenue or expenditures any kind of legislative changes any kind of funding changes that we receive from the state we utilize all that information in order to um to create these uh cash flow projections and then we take all that information and then we also do the um a future forecasting and we do everything from I think this
074goes back to 2019 and um to present and then you'll see the same type of format above that green line where it's all actuals all the way from 2019 to 202 um3 and then um projections from 2024 since we're still in this um calendar year remember these are calendar year funds um January through December and then you'll see the projections that we're projecting out to 2030 based on um Regular Trends estimates from the um the state funding or anything like that that we use utilize these projections this is an ongoing document so these future um forecasting is ongoing for instance the state uh has every two years is their major uh funding for uh schools so they do a two-year plan so that'll be coming up in 2025 here um starting end of January and
075will be solidified by uh April so of course that we have projections out for next year but of course as soon as those variables are become known then we'll update these projections according to uh what those amounts are that we will be receiving from the state so like I said this is an ongoing document but it also lets you know um down at the very very bottom the cash balance percentage so it just kind of shows you um as as for each fund the percentage of um cash balance that we have and what we are projecting um for the future years and to maintain I just don't think people uh sometimes even understand right that we're projecting out this far all the way to 2030 um and um my dealings with Mrs Smith through the
076years she is incredibly accurate and um when when she said she was putting this together I was really interested to see what she came up with here but it should give you comfort as a board and us as a community that we not only carefully plan for this year and next and the year after but we try to keep our s and balance going out several years absolutely and so um this is a ton of information this is a lot but um I would encourage you to spend some time through this and look at this a couple of you have asked me about this and I think that this should excite you there are some concerns here obviously but overall we're trying to maintain a very um conservative approach moving forward so that we make
077sure we stay in the lane of where we need to be financially and I hope you get great comfort in that and seeing that projected out that far and this also helps us and and you as a board in the community is you know we've talked about what is uh a healthy cash flow percentage you know um anything they love it through the standard and pores who does our bond ratings they love it for any District that's um maintains a 15% cash balance in their major funds so um as a district uh when I am helping with this uh forecasting we uh follow that Reg regiment for uh a minimum cash balance so as we're going through these projections if something changes then we're able to Pivot and do as the the board would need
078us to do if for some reason the funding from the state example gets cut instead of us getting an increase and I have say I have a 2% increase in here okay then I update it once I know that that variable becomes known and then we can pivot and we can do things um to um combat that if needed but um so that's what these projections really help us when we go out this far is to help us through those um instances where we don't know what the future holds but we try to project as much as we can so we know when um when and not uh when we have to or not pivot or change course um regarding our expenditures but right now um Huntington is very very um solvent very um efficient
079with with the the money and the funding utilizing our debt service utilizing you know all of our capital projects through through our debt service and our operations fund and our education fund to remind you that was um we did a two-year agreement with our Teachers Association so all that is in these projections all that is projected out um and we were excited to be able to do that two-year project ction um to your agreement with the Teachers Association you know and um all of our other staff so that was nice to be able to um forecast and put all that in these projections also we have this of course for our education fund and our operations fund so you'll see the same um trajectory with our operations fund here um with our future forecasting uh
080for your reading pleasure so just to go back a little bit so this is stuff that you used during uh contract negotiation time to show that and we really can't update it probably until the end of the legislative session next year when we find out what the legislature is going to do yep correct that's what I want I just want to make sure I was on the same page yep you are so yeah that we wouldn't know anything until the end of um April basically next year and that's what I always do in May is that's the first thing that I touch is this um cash flow forecasting they at that time they um give us our amounts they have have um different uh worksheet simulations that are distributed at that time for the districts
081and then we're also given a module on um the Doe's website based on our enrollment we can do our own projections you know of course we would know the funding formula by then but if we for instance thought our enrollment was going up or down then I can work on those worksheets and those simulations to project and get closer numbers each year as we're going through that so John Mr McKibben did a great um demographic study for us a couple years ago but when he was presenting it that very night he said this all holds true unless some key variables were adjusted and it happened to be that night several of those variables that very day had just changed does it make sense for us if we're going to start doing some of that forecasting
082to maybe have that renewed relatively soon oh no there's no question I mean I would not walk you through a facility audit and look at where we're doing financially without walking you back through that same process with the demographic study so those those two are they're not one and the same but they need to parall parall track we need to parallel because um if you overlay this with his study it's it's irally spoton um and I think we found that out with our ADM this year quite frankly a little bit you know within that and we all kind of you know went wow that would be a change for that and it was but when I when Becky put this together that's what I did is I went back in my m in that file
083and I started overlaying our our projected student enrollment with this and it m it it aligns pretty closely so and also with that um demographic study Mr mcgb he does um include uh refresh it's not a full study again but what we can do now that the ADM has been certified and is finished for October I can go back with him and what he does is he does another um overview analysis with our new information and then he'll report back instead of him doing a regular um presentation to the board he actually presents it to us and then we can write up um the summary for the board and present that also so that is something nice that he offers as a refresh after a couple years instead of doing a full another analysis then
084you wait usually a couple more years and then you do another full with them I and that's at no cost yeah that's yeah I just wanted to do the ADM part of it when I said running Dual Purpose that's what I was talking about yep because the ADM is the only thing that basically would affect the education fund it's not the operations fund has its own exactly you know I will caution you there I will caution you a little bit um I pay really close attention to Governor uh bronze um projection and then and um I have some concerns with that because if some of these things get legislated this this would change significantly um along the way now um what's projected and what I'd like to see get passed legislatively is not necessarily what
085gets done in the final piece but this next legislative session um I'm paying very close attention to some of those legislative uh initiatives that he wants to see um within that so you know that could that could change that somewhat um I'm not experience I don't I'm not anticipating a wide shift but he's he's proposing some things that would be that would impact this flowchart considerably quite frankly so perfect segue because I could just fill you in a little bit isba's fall meeting was between now and last time and that was the the conversation thread it was pre-election but basically they're saying uh the is it the Selzer committee also is out there looking at taxes as well uh that's the Joint Committee between the house and the Senate looking at taxes as well so
086you have a new governor that's coming in but you also have both the Senate and the house have been really looking at property taxes yes talking about reducing property taxes but there's nothing for other entities in the in in a County government and things like that that rely on property taxes they have other mechanisms that they can offset some of that we have never been given another mechanism to offset that so it will be very important to pay attention with that um and pay attention I obviously probably will continue to pay attention as the legislative lay is on if I'm still there I still probably will because I like that stuff but we'll keep you all informed and let you know if we need to maybe start right next week's my state superintendent meetings and
087I'm have no doubt that we'll be briefed on that piece and I'm I'm looking forward to hearing about that I um my concern you know I can easily support reduction in property taxes that's that's a no-brainer but there's not a backfill anywhere for us as a school district we already have that with the c the tax caps now yeah we have you got to remember that's over $2 million um yeah and that's yeah you kind of stole my thunder but we're already losing a couple million bucks out of this and I'm anticipating we'll lose more so it's one of those crazy things that I could turn the ADM around and end up getting less money exactly because of of how they're projecting or forecasting um this piece and so I I'm I'm not I'm not
088concerned I'm just cautiously watching what's going on here because this could have major ramifications on our on our district finances and that's why we created these tools for you right for the administration and for the board um we didn't have these type of tools before here so we've developed all these tools so we can monitor that so we can um notify you immediately if there's any kind of change so um we're paying attention to this like I said on a monthly basis you know we we're we're projecting out we're putting the actuals if anything would go arai we would notify you immediately yep and I I did misspoke they legislator did give us one option to go out and get additional funds and it's called a referendum and it's not something that I want to
089go out and do no I I am personally not a fan of that M um I don't want to project too far out in advance but um if you listen to a little bit of what's being said um there's some thought process behind that legislatively you know that if um and so I I don't want to speculate Ryan because I don't think it's fair to do that because um they it still has to go through the legislative process okay it still has to go through that but we as a district need to pay very close attention to this next legislative session on this on this topic so Becky thank you that was awesome as usual um there'll be a quiz tomorrow morning uh on that but I I will tell you Becky um I sleep
090a lot better at night when I see uh with your help um with your support um you do an incredible job for us and this is information that you've been asking for is a board and one in which uh I know we'll have several more discussions over uh through the next several weeks and months with this so Becky thank you that's incredible all right um the fire drill cut really into your time Rihanna I don't know what else no I'm teasing you okay all right um we have um when I say we I mean um uh the business office and with Rihanna in her HR department have been looking at The Substitute Teacher handbook and so there is a there are a couple of highlights we want to bring to your attention tonight and get
091your feedback on so uh Mrs Jennings will turn it over to you thank you um after a review of our staff handbooks um the administration believes that there could be some updates made to The Substitute Teacher handbook um and so tonight I would like to obviously um share those suggested changes um hr's timeline is to share the recommendations tonight and then obviously bring the handbook for approval to the November 25th 2024 board meeting um overall the uh substitute teacher handbook has been updated to be clear and concise um of hcsc's um policies and expectations and to be user friendly um the first change to the handbook that I would like to review uh is is currently hccsc uh requires substitute applicants to have the following um a valid uh Indiana teachers license or if they
092do not hold a license um they must have 60 college credit hours have six months of Prior um experience working with children in an educational setting and have a two-hour um training the ID requires a high school diploma or high school equivalency certificate and to be 18 years of age or older to obtain a substitute uh teaching permit after uh completing some research I have found that several of our neighboring school districts um substitute requirements match the idoe substitute teachers obviously play a vital role in our district in providing our students with consistent education um in the absence of their regular school teacher um and so we feel that um for H htcsd to stay competitive um in our recruiting efforts for substitute teachers on page two of the handbook we are requesting the following
093uh to follow the ideal requirements and again that would be to hold a uh valid Indiana teaching license or to obtain a teaching um a teacher sub substitute teaching permit I'm Sorry by having a high school diploma or high school equivalency then being 18 years of age or older um and then they would uh be required to you know obviously complete substitute and service training provided by hccsc so let's just have a little brief discussion about this this is a change from what we have done before in the past I am firmly supportive of this um it's a challenge for us to fill our substitute teaching positions the way it is this paragraph right here meets the idoe requirements now this is moving off of what we have done for historically a really long time
094here and so I didn't want to bring this to you cold as a board to the next meeting so I'm just letting you know that that's here um and this is a change thoughts comments opinions suggestions um before we move off this topic before she has another piece of this to share with you to highlight any thoughts I don't disagree with the premise M how is it going to affect our ability to get substitutes that is a great question I'm fully anticipating we might get a few more but I'm still saying to you we're going to be running ruul short which is going to get us into the next part of this handbook suggestion changes we're going to get into but this alone um probably will not have a significant impact would be my guest
095I don't think it's going to hurt us any to try to obtain some people but I'm not going to make wild promises that this is going to fill all our open substitute teaching positions I just don't see that happening um it should help but it puts us on a Level Playing Field with our neighbors and this also meets the idoe requirements too so yeah I wish I had a crystal ball Kevin and I could answer that question for you but I I don't unfortunately others do you know if this affects in a a bad way I mean how many substitutes do we currently have that this would basically take them away because they wouldn't fall under this requirement um I it would not have an adverse negative effect on us it go the other way
096it would open you know the door more to obtain more okay okay you know more so this is for the good yes because what's happened Matt is we've had people contact our office that couldn't meet our 60h hour requirement Y and we've turned them away to be real Frank with you and I would say back to your question some you know not in abundance not I can't say there's 50 people that we turned away but we've we've turned away some this would open the door to more people uh to do that okay yep what's happening now is we are pulling Paras out of classrooms we are are doing a lot of those type of things to fill it and so we're just trying to increase the numbers that we have here to give us some
097more flexibility during our school day okay good question anything else have you ever thought this is off a little bit but have you ever thought about adding more uh full-time teachers that are like floaters yeah we have done that uh Mrs Smith is smiling because at her at our previous District we have done that I had some thoughts about that this year till we couldn't fill all our teaching positions we had to go the adjunct teacher route okay and so we hope um one of the reasons I showed you this forecast projection is that we are going to become really aggressive with hiring teachers really early in January uh maybe before there's actually an open position so in case that I would have a few extra at the end that's exactly what we would do
098here so we uh Becky and I's previous District we did exactly that Matt where we were able to hire some extra teachers and they would report to that building every day and it was amazing they were bit I can't tell you one day they didn't teach a classroom I mean and so if we could ever get to the point where I we could hire extra that would be the first thing I would do that would be the absolute first thing so you know I've already had a conversation with Chuck and I just had a conversation today about visiting a local University I don't want to let too many of my Trade Secrets out but but um with this thought in the back of my mind that if we could ever get to that point um
099they would report to that building every day and I and I Becky there wasn't a day that they didn't teach in a classroom every day but the problem this year we had to fire we had to fire we had to to hire four adjuncts to fill our to fill our teaching positions this year which is you know which is the problem so was a good question Matt well it didn't help that our neighboring District just up their first year starting Sal well and uh Mrs Smith and I have not even had that conversation yet but um I tell you this that that's what we're going to have to look at for next year um along that because I've been paying really close attention to the teacher negotiation process of our neighbors who didn't have a
100two-year agreement last year and um I'm keenly aware of where we're going to have to start next year so agree yep okay all right so uh Rihanna take us to the next change that's your suggestion thank you board for your comments and suggestions there yeah um so kind of circle back about um that last requirement of having to have inservice training provided by HC so all employees of htcc including our substitute teachers um are required to complete um online training modules with safe schools um but an additional um adding to the handbook um that has been made is on the last page of the handbook um we have added additional training um that is easy um to access and obviously reviewable at any given time um to our sub um that will be accessible through
101uh via link or QR code tell you what have vertigo watching that yeah there you go um the final update that I would like to discuss is on page seven of the t uh the handbook regarding pay rates um hccsc currently has three different pay rates um of our subst for our substitute teachers um those would be $200 a day for retired hccsc teachers $110 a day for licensed teachers or four-year degree and $90 a day for substitutes who hold a substitute teaching permit um however uh we have updated the substitute teaching permit rate to be increased to $110 a day or $55 for a half day um at times um like John stated that um we have shortages of pair of professionals um and so in order to have that type of coverage um
102we also have added um any sub teer that may be uh interested in becoming a substitute Pera um to earn $110 a day um because the difference right now is literally um if you figure out the allity rate that we're paying as a a perah depending upon if it's a seven or eight hour day uh within that there's a minimal difference in in cost for that and so what we're suggesting is because we have so many of these um positions that go back and forth from time to time where somebody might substitute teacher for us one day sub Paris for as the next is that what we're doing is suggesting this pay rate here to streamline that process it especially helps us on the payroll side because we don't necessarily always know from our business
103office what portion of the day they spend in what job necessarily because if I'm a good principal and I'm running short and the buses are pulling up I do what I can I do what I do to to to fill the positions I have for that day and sometimes I think it's a very unrealistic expectation of the bookkeeping side of this for them when they have so many other responsibilities on their on their on their docket for that day that it also selfishly helps us out of the business department too streamline that process so this is a suggestion of a change and really if you figure it out depending but F it's a seven or eight hour day it's it's just pennies it's just a couple bucks within that and so one of the changes
104would be is is that we're asking these people to come in and work eight hours a day and so that's a significant change that would help us with bus Duty would help us with so many the duty responsibilities in the building and so we're trying to allow our administrators some extra flexibility here and I personally think that people would come in and if they knew as an 8 hour day they would work the eight hour day and then we would have extra hands to help us throughout the day with a variety of aspects of our day and so um that's a little bit of a shift um within that that's why you'll see the full day and a half day pay piece with that and so um just wanted you to make you aware of
105that and so I'm sorry to interrupt you Rihanna but I just want to jump in and do that while I was there I have a question um so when is the when is the rate of pay reviewed because I gotta be honest $110 a day is this has been this has been um we have worked so hard for our regular staff with this when Ranna and I were going through our handbook this is why we did that when I first came in here we adjusted this we started the $200 a day for retired teacher which by the way has helped us a bunch absolutely um Becky and I when we're figuring out the budget next year what I'm also going to do is I now have teachers retire teachers from neighboring districts asking me if
106they could come in for the $200 a day and we got to budget it I mean I'll be really honest with you we have to budget it out and that's the lead leading rate for retired teachers to to sub is that 200 so that's a very good rate but we will do a market analysis on 110 is for next year so here's an hour so here's the here's the rub okay Tim and that's a great question and a great statement we just had a comment about beginning teacher pay I just showed you the 10year projection and now welcome to rubbing pennies together to make nickles to make all this work um and you know B based on Becky's presentations a significant portion of our budget is people right so yes to answer your question in
107an in an isolated situation I would love to raise that $110 a day but I'd also want to deal with the teacher pay on on top of that issue along the way too and so um I am comfortable where this sets today but don't be surprised when we come back in the fall next year and we're doing teacher negotiations if I know what that number is then we will hopefully be able to address this number also okay how long ago was that 11075 oh my gosh wasn't that long ago right right Ian I'm not saying I agree with what hopefully the trend when I when I came here and don't quote me on this Tim so um three years will be next month for me okay and I would tell you that when I came
108in here three years ago that was sub 90 or $85 a day I think in that in I close Cindy you're a resident historian so um yeah I know well that and I and that would be true I would say that we need to look at this but not at the expense of me if I had to prioritize my list for you of where we're at this is on on the list but I've got to know where we're going to be with teacher contracts next year before I could jump in and make a commitment with that would I love to do something with this absolutely that's why we're moving it to eight hours a day quite frankly is to try to to give us more hands with our kids and with our staff in there
109we desperately need to help some days you know within that but um when we welcome I'm I'm teeing this up for you because the reason we're giving you all the financials and the reason we're giving you all this all these things and I'm coming with you with this is right around the corner we're going to begin having these conversations and it's GNA we're going to be it next summer before you know it and then and then we're back to having this and so I wanted to get the financials out in front of you so you had a pretty clear idea where we're at and is you got to post the button there Gary you got to post the button yeah yeah be is there any way going back to what you guys have talked about
110hiring extra teachers is there any way we could come up with the last two years how many times a day we've had substitute teachers in every this this building this building this building oh sure I mean Rihanna could pull that for you quickly get you that information to get a idea of how many extra teachers we'd have to have at Andrews how many extra teachers you'd have to have at Lincoln to get a dollar amount we could put with that yes because then I'm gonna throw I'm gonna throw some real wrenches at you curveballs at you here if I said to if you said to me today what's our number one priority moving into next year Staffing wise if you said what's my number one priority um I would tell you unequivocally our staff would
111tell you that these are parts of the conversation but most importantly is um guidance counselors helping our kids with our mental health related issues behavor health related issues that that would if if I had to say to you what's our number one Staffing issue moving into next year um that would be that would be us Chuck today shared some data with me that was startling quite frankly in that in that field and so yes extra extra staff next year is going to be critical but here's where our tough decisions are going to be where how um what can we afford what can we not afford um we're going to be making some really tough um calls but if I said to you right now today November the 11th John what are you projecting as being
112our number one Staffing issue for next year I would say those adults who are helping us with our kids deal with some of the day-to-day issues in their lives meaning uh Behavioral Health um on a lot of fronts um um that would be probably our number one priority moving in to next year now with that said I would love to look at this this Arena and how we're doing this and how we're helping our kids along the way um but that's those are going to be some really tough calls for us I mean I'd like to know we we're spending this at every school sure for a sub but yet this is what we'd have to spend to have a full-time body to know that dollar amount Becky and I hate to do this to
113you go ahead what I know I saw you pushing the buttons over there I just I want to give you an opportunity to share pushing your button daily rate for a a beginning year teacher is about $227 a day so if you want to compare that against the sub that's 110 so that was just a comparison to let you know what a daily rate is for a beginning year teacher but comparable to a retired teacher excuse me comparable to a retired teacher exactly and that's why that was so well done with what you came up for the retired teacher to do the subs and like Mr trouton are you already planned on um with human resources to do that um market analysis for Subs next year because we heard that some people were doing that
114and addressing that this year um compared to last year when we started doing it for the um retirees so we know that that's forthcoming to to make sure that we're competitive in that market also and that we can help not only with the the criteria that were um asking for the change of their um not not having the 60 hours or not requiring the 60 hours and I think that will help attract more that are sitting at home going oh I've never even applied at a school to be a sub before because 90% of the schools used to require that and uh Mr Trout's right all of our area ones around here I know all of Indianapolis um after covid we reduced all of ours um to the state requirements also so that is a
115customary and it's it's a trend going across the state and I think everyone will start looking at the subay also you know to see how marketable we are um against each other and comparatively right I I want to make sure I'm crystal clear I would love to have a licensed professional in front of our kids don't don't don't EST don't underestimate what I'm trying to say to you there so whether it's a retired teacher whether it's a beginning teacher whether it's whatever that $200 a rise was today the $200 a day rate was really targeting our beginning teacher pay I mean I'm I'm just and that's we're close um and that's probably I was more spot-on before the last race quite frankly umild right no but I I would love to have that's our first
116and foremost is have a licensed professional right that's what we'd all want but what we're talking about in those times where we don't what do we do and so um there's a reason we shared the budget with you as the same time we're sharing this with you here this evening too um we feel to get us on a Level Playing Field um this is where we need to go and increasing the hour from either a six and a half or s s and a half to an8 I'm telling you I hear I hear principls all the time say to me man if I had the extra set of hands at recess if I had an extra set of hands at lunch if I had an extra set of hand hands at bus duty if I
117had an extra set of hands and this addresses the extra set of hands plus gives them a little pay bump in the process without breaking the budget with what we're with what we're doing now all that said this gets us through this school year and then we're right back to this you're going to feel like we just had this conversation yesterday and we're having it again next fall once we settle with the teachers okay Brianna I don't mean to steal your thunder what else did you have are we doing well so y again I wanted you also to see Rihanna she's doing a great job thank you you know she was begging me to come to a Schoolboard meeting that's not true okay um every day sure she was nice answer Rihanna good and so
118um she is she's really doing a great job and so she works in our business office and I'm so appreciative of what she does um each and every day so that's what we had to share with with you minus the uh fire alarm and so that was fun that was a good time um had by all but we will see you on November the 25th thank you