001M Miss Thompson's not going to be uh with us today. Okay. Miss Thompson's not with us. Uh Mr. Neick here. Uh have I here? Okay. Have I missed anybody? We do have a quorum. Uh there's the meeting in session. It's 10:00. Uh, now y'all have to give me a second to find my agenda. You want to forward it to me so I can print it out for you, Mr. Uh, see if I pack it. Uh, do we uh have any public comments this morning? No public comments, sir. No public comments at this time. Action items. Review and approve the financial amendment for the 2023 functional expenditure. Tammy, good morning. Um, looking at page eight. I'm going to Jen's on her way there. Um, we have a spreadsheet for fund starting with fund 420, which is
002our general fund. Uh, the first column is the board approved budget for the fiscal year 2324. and the second column is the proposed amendment and then the third column would be the final budget amendment for the 2324 school year. Starting with revenues, uh we are reducing our overall revenues by 3.7 million um primarily due to the lower enrollment that we saw this year. Um we've seen an increase in interest revenue um which is due to the Federal Reserve rate hikes that we've seen uh the past years and they haven't been lowered yet. Um we've also seen a few sources of other revenue uh from a dual uh credit teacher program and also a rebate for a professional development program that we had this year. the uh for FSP revenue uh TEA may make slight adjustments
003um anywhere between September uh and November going forward uh when the final summary of finance is distributed but we have used uh for the purposes of today we have used the June 11th uh June the 11th summary of finance to base our amendment on um in addition to that we are recording um 7.5% um or I'm sorry, $7,500 as an increase in revenue for title one uh indirect costs that we uh booked this year. Uh the calculation for that is based on 13% of what we spend uh in title one. Our uh actual year-to-ate income um shows about um our income statement shows about a $450,000 deficit. Uh we have already booked our payroll acral and our reversal from last year. And we've also accounted for um given oursel a little room about $240,000 of
004um expenses that we will continue to receive through the remainder of June. Um we still have outstanding POS in the system of about $143,000 that we're waiting on um actual invoices to come through so that we can get those paid and we're continuing to receive utility bills for June uh up through today. Uh this may lead to a few uh additional fluctuations, but we've done our best to try and capture what we think is going to come through with this amendment. Um, as you can see from this screen, we are also reducing our budgeted expenses by $2.4 million to offset that loss in revenue from that initial budget that was approved. Uh, we know that, uh, charter indicator, charter first indicator 10, um, as well as the audit schedule for budgetary comparisons, um, looks at
005budgeted dollars compared to actual dollars. And so we use about a 10% measure um to try and stay in line with that. So we've done our best to to accommodate that with this um amendment that I've presented here for you. Uh based on the current financial uh information um we are projected to be in full compliance for all of our pro uh primary intent code um tests. This means that we have spent the ex the expected amount of money for career and technology, special education, state compensatory, bilingual, and also dyslexic funds. Um, our administrative cost ratio with this um it gives us um a little under 10%. Um this is our last year that we'll be allowed to use the ESRE dollars towards the the um that equation. Um, so we'll be including that and
006it looks like we'll get about eight out of 10 points if we stay on track with this amendment. Um, and that's all I have for fund 420. If we want to go to the next page, the child nutrition fund, we can see that revenues are about $27,000 more than we expected. um that is uh directly attributed to the supply chain assistance grant that we continue to receive. Um our expenses also came in higher than we expected. Um primarily due to food costs uh as we discussed last week. Uh we haven't seen any um release in uh relief for the price of food coming down um which is primarily what we see with the child nutrition fund. Uh so we've captured that with this amendment and we've also given ourselves um a little over $3,000 of
007wiggle room um for Yes. Did somebody have a question? No. Okay. Um we've given ourselves a little wiggle room in this fund as well. Um however uh with these changes we have reduced our loss from 93,000 in that first column um to about 47,000 in that last column which is the amount that has to be absorbed by fund 420 for the loss in the child nutrition program. So it worked out great for us this year with that additional revenue. Uh that is all I have to present today. Does anybody have any questions on the amendment? Tammy, I think you're doing a wonderful job. Um questions really quickly and just and so I'm kind of um I know we talked about how this year's budget is going to be fluctuating. Um but with the new amendments
008coming in in there uh do we foresee any future amendments coming in and where where exactly should we be scoping at more directly? Thank you. Uh this will be the last amendment for uh the 2324 fiscal year. According to the TEA guidelines, this has to be approved before the end of June. So that's the reason why we call this special meeting um giving us the most time that we can to you know try and capture all the expenses that we can because it is really a prediction um through the end of the the fiscal year which which ends at the end of June. So this is a statutory um uh box that we're checking today to make sure that the board approves the final m the final budget. Um I think uh you know in
009in discussions with Dr. Anderson, you know, we always want to um you know, look at that that enrollment number uh that we're going to be concentrating on for next year and and really trying to to bring that number up. Um for the most part this year, I think the only additional expenses that we'll see coming in um are the things from the last couple weeks. Um the the the board retreat um we'll need to capture in here. Facility expenses are normally something we see a lot at the end, right? We don't have our utility bills. We don't have our phone bills. We don't have a lot of those things yet that the audit requires us to put into June because they are for June dates of service. So, for the most part, I think those
010will be the fluctuations that that continue to come in. Um, but we've we've really kind of scrubbed everything and looked at it and hopefully for the most part like instruction and and the academic side of things are pretty much captured. It's just like maybe some travel and some facility um expenses that are still coming in. But we've also captured the debt service which was a big adjustment this year. Um as you know the Fort Worth and Amarillo projects were new for us this year buying those buildings in December and um function 51 is our debt service and uh we had to put a little bit of extra money in there because of those two projects and the interest rates are a little high right now. Um, but I know Carl um and I are talking
011to Frost Bank a lot about um you know trying to capture the best moment um to get those interest rates down as we um look at you know those projects in the future. Thank you. I'm a little bit limited on the small screen to see everything, but did you mention what is I know this is our next year we're going to a deficit budget this year. Are we ending with a uh uh in the the black are we positive and if so is our fund balance or our cash position what how are they affected in your best projection? Um, Jen, if you want to scroll up to page eight, this is the fund 420. This is primarily, this is fund 420 is our our state FSP um, as you know uh, account. This is directly
012related to the money that we get for um, attendance and enrollment. The final column um, at the very bottom is a is a deficit of $680,000. Um, I have given us at least $200,000, closer to $250,000 of a cushion. So, this would, um, in my estimation, this is the worst case scenario because we don't want to go over, um, as you know, Mr. Clemens, um, with the audit, the the last thing you want to do is go over what the board approves. So, we have to leave ourselves plenty of cushion um, for things that may come in through the end of the month. So, um, this is on this is on the the heavy end. um if if we've captured most of what we're trying to capture, hopefully this will come in closer to about
013a $400,000 deficit. Um but when I ran the financials yesterday, um we were currently running at least um high $300,000 deficit. Um considering that two payrolls have already been processed for June, which is our big biggest expenditure and no additional revenue is recorded for June because the school days are actually over. So, um, we will be running a deficit. It will dip into our almost $15, uh, million, uh, net asset reserve. Okay. Any other questions? We have a motion to approve this uh, budget amendment as presented. Donald Demick, I move that the board approve the budget amendment for the 2324 fiscal year. Here's Pearson. Can I second? We have a motion to second vote. Uh, Miss Pearson. Yeah. Yes. A second. Motion. Yes. I vote yes. Uh, Miss Pearson. Yes. Okay. Dr. White. Yes. Yes.
014Francis White. Yes. Robert Clemens. Yes. Motion carries unanimously. Uh, okay. we move to our uh next agenda item. I believe that's uh don't have it in front of Carl. Are you up next? I am. Um so what u my item is I'm requesting that or the administration is request or is seeking your approval to utilize job order contracting as the delivery method for our Amarillo renovation project. Um, job order contracting is a a collaborative and efficient approach that allows us to address renovation, repairs, sustainability, maintenance, and minor new construction projects by leveraging the source well cooperative purchasing program. Uh, we can benefit from transparent pricing and compliance with procurement laws. I recommend job order contracting as the most um effective solution for our Amarillo project. Uh just some background on that. And um for the
015Midland project, Corpus project, all the ones that we did prior to this, we used competitive bidding or competitive sealed proposals. Um when we bid our demolition project in Amarillo, uh we had uh interest from three different contractors. However, at the end of the day, only one contractor um submitted a bid for that project. And so to make sure that we didn't end up in a situation like we did in Midland where we went out to bid three different times at a cost of like $5,000 per per bidding to uh secure a bid for that project. Uh we decided to go with um the uh the co-op the co-op uh which is approved by the state of Texas. Uh it's also in our board policies that we can use this method of job order contracts. And
016so we we hope to to be able to um save money and uh have a more efficient process for for this project. Um, with that said, uh, the the administration recommends the board approved job orderer contracting as the the delivery method for the Amarillo campus renovation project. Did I understand you say this is uh approved by the state and this is equivalent to the legal ways in which we have been putting our bids? Yes. So basically the state uh bids are they take bids from different contractors throughout the state for job order contracting and they uh have a a database of contracts with pricing uh that you can draw on to uh to get this uh to get to get a contractor. Uh so well I I was going to say uh our cost estimation
017for this project from uh our architect was uh 3,519,474. And when we put this thing out to bid using the job order contracting, we came in at 3,500,332 and 470. Wait a minute. for 3,532476. So a difference of only 13,000 which is pretty incredible for a project this size. So what I understand just kind of allows you basically to be able to do the shopping around uh and making it just more reasonable for this particular project versus going with the options that are available. It's just a different option. um that that we have at our disposal. Uh the thing that I've noticed is in these like the smaller um cities, Amarillo, Midland, Odessa, uh getting a qualified contractor is is generally um pretty difficult. uh the the contractor that we're working with um for this
018project uh is is approved by Sourcewell um and the state of Texas and they also have done work in the um Amarillo area for the city of Amarillo as well as the Amarillo ISD uh and they're an established uh contractor. So I I expect that we'll have much better success going forward with this. Car one one one of the course you've done a good job explain it but help me if you will this is not like bid is selecting from a group of contract that the state already had listed in terms of bidding for jobs. Is that am I correct help me with that? Cor correct. So the the state has already bid these services and they have a list of contractors that you can choose from and the contractors are required to um follow
019the state's uh pricing on this on this project. Gotcha. Okay. Thank you. I uh I think this is a a good move. I'm assuming that the uh biders did not have access to our architect's estimates. Um so they they did bid based on uh the construction documents that were produced by the architects. So uh but not on but not on the estimated. No, they they have never seen the estimate. Okay. That that be my only concern is to be sure that uh they didn't have a chance to peep at the architect's estimate before they finalized their proposal. They they did not when it comes within $13,000 on the million dollar plus bid. But anyway, I I uh any other questions? I propose that we accept this. Uh, I make a motion that the administration uh
020such a that we accept the board but that the board approved the job order contracting on the delivery method for the Ammerald campus renovation project. Do I have a second? Francis White. I second. Have a motion to second. Call for the vote. Miss Pearson. M Pearson. Yes. Mr. Neck. Donald Neck. Yes. White. Yes. Robert Clemens. Yes. Motion carries. Uh Carl, do you have another action item? I do. If we could go to action item um 3C or uh it do you want the the slides? Yeah, this is it right here. Okay. So, um, with with that, um, approved, uh, now the administration recommends selecting Tri-State General Contractors LLC for construction services for our Amarillo campus renovation project. Tri-State has a proven track record of successful projects and aligns well with our goals. Um, Tri-State General
021Contractors LLC's bid closely aligns with the cost estimate from RMA's architect, Marman McK. Um, additionally, uh, they have provided exceptional service during our demolition phase of the Amarillo campus renovation project. And, um, the the administration recommends that the board approve the selection of tri-state general contractors. uh as the contractor for construction services uh for the Amarillo campus um we're asking um for a little bit of a cushion on their bid of uh 3 million uh 600,000 to to approve not to exceed that number for the the construction or for their contract. Any questions, comments? What price are they bidding at currently? So, the bid is 3,500,32 for Wait a minute. 3532476 is the um as the official bid and that would be on the next page, I think it is. Um if you want to
022scroll down there. Uh, one more. So, this is their bid number is the 3,532,4763. We have a uh a motion. I can't see the screen for the motion. Go go go go go go back up. Um, there we go. I'll try to read it. Let me I Are you ready for a motion, Mr. Clemens? Yes, sir. I move that the board select Tri-State Joint Contractor LLC as the contractor for construction services for the Amarella campus renovation project through an inter integral purchasing cooperative and further delegate authority to the superintendent. uh his destiny to negotiate an agreement and to execute an agreement in a form approved by a legal council for and in an amount up to the amount proposed by administration of $3,600,000. We have a second. Donald Neck, I second the motion. We have
023a motion from Dr. Watt, second from uh Mr. Nimik. Uh vote Miss Pearson. Pearson. Yes. Mr. Nimik, I vote yes. Dr. White, yes. Francis White, yes. Robert Clemens, yes. Motion carried. Uh believe that's our last action item for this board meeting. our last meeting of this fiscal year. I I would say in regard to this methodology we're trying that we look at this and see how it works out, but that we also explore any other alternatives we have to the more traditional method we've used in the past. See if there are other ways that might approach our building or rem remodeling projects that would be most cost effective. Uh our next word meeting is July the 26th. Uh I believe that also is a virtual meeting. Uh complication is uh week of August 5th through
024August 9th. Have any other comments or questions? Yes. Go ahead. I'm sorry, Jennifer. Um, I just wanted to clarify that the um, first board meeting for July 26 is going to be in person San Antonio. Um, Mr. Clemens, I will be sending out a calendar invite uh, today. So, it is on your schedule and it'll be at the service center at region 20 service July 26 maybe. Okay. Go ahead. That's good. Thank you. And then also um Jennifer, do we have some other items that I needed to extract from the board? Sorry, I muted myself. Yes, sir. Give me one second to pull up. Um I do know, you know, we want to do the strategic uh meeting with you guys. Uh and so we are uh looking at a time uh if August would
025work for you all because July is already so booked. But if we could do it maybe in August, would that would that work for you all that month of August or we could push it to September? For me, August would be better. Mr. dynamic. Miss Pearson, you all have any? It just depends on what date in August I have. U just have a lot of activities with school starting. Yeah, I have a lot in August. I just looked at my schedule and I have either a trial or a hearing at the end of every week other than the week of the 12th um in August. It might be better to look into September. I agree. Okay, Mr. Clemens, September be okay with you, Mr. Clemens. That's fine with me. I have to go. Well, I
026will ask uh Olivia, Olivia, Jennifer to um send out um uh some dates and uh to kind of work with you you all to kind of uh get maybe about two days where we could visit and uh come together and uh do we have a preference of Houston, San Antonio, anywhere but Austin? would always be my preference, but I'm okay with whatever anybody else. If Allison has to be it, I'm okay with that, too. Okay. We may try Fort Worth so that you all can see the the office, the space that we've purchased. It's not going to be ready, but at least you all will kind of have an idea. Sounds good to me. Okay. So, we'll plan for And was that it? Uh, Jennifer? Uh, yes, sir. The only other thing that we had
027spoken about was the Colleen campus in case we could not secure space in San Antonio. Uh but that has been confirmed. Yes. So we're good on that. Yes. So we're we're good on that. All right. Okay. Well, just a reminder, the central office, the whole district will be closed for the next two weeks. Today is the last day uh for us and we'll be back July 10th um from the uh vacation. Super. And Jennifer, can you stay on for just a minute afterwards? Of course. Yes. Thank you. All right. Well, thank you all. Means journ see you July 26th. All right. You all take care. All right. Y'all enjoy your break. Have a great Thank you. I read about all of these Okay, Marca, we're live. Hey, how are you? I'm good. I see we're
028shutting down everybody else. I got it. Um, quickly, just a couple of things while I have you here and then we can just uh and we're still in work mode. Um, yeah, of course. For the Boston trip. Who else is going? Is it going to be you? Um, so no, I'm not going, but um I did see um Dr. Given was registered. Okay. Okay. So, Dr. Given to myself. Yes, ma'am. Okay. Super. And then, um, next question. Can you send me I need to get this working on uh the documentations or the findings that I forgot his name uh that we contracted for um oh he was out of Fort Worth I believe in the last meeting that he had a calendar particularly a calendar basically on how to how to market or how to
029Oh Dr. Uh, Richard Marcus. Yes, please. Richard Marcus. Okay. Yes. Yeah. Let me get started on that while you guys are gone and make your life more easier and put that to work. So, yeah. So, you want the findings. So, um, what he presented, is that what you were? Yeah. What he presented? Yeah. You don't mind? Also, I think he has specifically a calendar he presented for, which honestly it's more his tactics are more like gorilla marketing, but I kind of want to use it. Yeah. So, that way I can kind of make things easier for everybody. Of course, our board at least and get him into action. Yeah, let me um I don't think that he shared the calendar with us, but let me double check. If not, I'll request it from him. Yes,
030please. And then, um maybe if you don't mind uh just a little email introduction. Yes. Yeah, I could definitely do that. And then that way I can follow up there. Yeah, of course I could do that. I was also going to send you um Mir. So, going back circling back to the Boston trip. Um I we have your flight, we have your um your accommodations, your hotel accommodations. So, that's all set. I was going to send you the hotel tax exemption form. Um they wouldn't accept it. Some hotels do, some hotels don't. They wouldn't accept it um via email. Um I always ask just so it's already taken care of before uh staff check in or whatnot. Um, so I'll send it to you. It's already filled out. It will just need your signature upon
031check-in. Okay. Okay. So, I'll give you I'll send you that. Um, and then anything else that you might need for the hotel? What is the schedule grade for um I guess for a pdeium there? Out of town pdeium. Just send me that if you don't mind me mind. Yeah, I can send you I'll send you a screenshot of what it is. Yeah. Yeah. Thank you. I'll send in the email. Um, and then of course, uh, hold on to any receipts and then send them to me, um, once you're back from your trip or as if you want to send them as you receive them, that's also fine. Um, and then transportation, it would just be Uber, right? It could be Uber. Um, yeah, it could be Uber. The hotel's not far from there anyways. Okay.
032All right. We'll do that then. Yeah. And so, send me um the receipts for your reimbursement. We can do all that. I'll take care of all that. um upon having everything. All right, super. Thank you, Jennifer, for all your help. Yeah, of course. Thank you so much. See you later. Bye.