April 16, 2025 School Board Meeting

001School Board Conference Room: Recording in progress on Wednesday, April 16, th at 6 0. 1 PM. School Board Conference Room: Agenda. Item, 2. Announcements and amendments to the agenda. School Board Conference Room: Any announcements or needs. School Board Conference Room: Yes, I have an announcement. And do we want to have the students go 1st to set this up? School Board Conference Room: Okay, so we're just gonna move the student spotlight up. So we hear from you 1st before School Board Conference Room: I'll send you. School Board Conference Room: Don't you come on up School Board Conference Room: so? Hi, everyone! Thank you all for being here. One of my very favorite things is to celebrate student learning. And so I'm glad that we have lots of supporters in the room to hear about history day

002today, and I want to welcome Christy Nold. Christy did quite a lot of work organizing a really incredible School Board Conference Room: history day. For me. It was a judging session, because I had the honor of being one of the judges, and I was just blown away by our students work, and the number of students who were engaged in developing history day projects. So without further ado, I'll turn it over to School Board Conference Room: Christy to get us started. Thanks for being here. Thank you School Board Conference Room: should I talk into here for the purposes of Zoom, or what is best? Yes, so the one that has a light is the media factory and the one that's just static is the room mic. School Board Conference Room: So probably having both of them

003close is, gonna be great. Thank you. School Board Conference Room: Oh. School Board Conference Room: so I'm going to actually start by speaking on behalf of an amazing young person who wasn't able to be here tonight, and is very disappointed to miss out, and she was going to be here, both talking about her state of the Union essay, and also joining with these 2 incredible School Board Conference Room: women to talk about their National History Day project. So the 1st piece is that Mia was one of the 15 finalists across the State of Vermont in the Bernie Sanders State of the Union Essay Competition. School Board Conference Room: She had the opportunity to meet with Senator Sanders in a roundtable discussion. School Board Conference Room: Her essay talked about the importance of making health care

004accessible to all, and in particular highlighted the need for health care as a human right. School Board Conference Room: and as I was preparing mia to talk about what it means to sit down with Senator Sanders. My advice was like Senator Sanders is who he is, who he is. So the person you've seen on the Senate floor is the person who's asking you questions. And that was definitely the experience. And Mia did an absolutely fantastic job representing South Burlington at that event. And now I'll turn it over to talk about School Board Conference Room: national history day. School Board Conference Room: Hi! My name is Gretchen Edwards, and I'm a freshman in high school. My name is Leela Sides, and I'm also a freshman in high school, and we, along with Mia. Knippel, worked on

005a National history project on the Navajo Code talkers. School Board Conference Room: So School Board Conference Room: we were assigned to do national history day for a school competition in our social studies class with Miss Knoll. School Board Conference Room: and we decided to like School Board Conference Room: kind of study, a whole bunch of different topics. But eventually we came to the novel topics. School Board Conference Room: and we really felt that we need to do this topic for natural history day, because they are often underrepresented both native Americans, and specifically the code talkers in American history as their mission. I'll tell you a little about in case you don't know, was to interpret School Board Conference Room: calls from war and code them back so that the marines specifically could know what's happening

006in battle, and that so the Japanese wouldn't really know what they're talking about. So they're speaking in Navajo with all like in code to people so that they could relay important war information. School Board Conference Room: And it was a classified mission, of course, because they didn't want them to know what was happening. So as a result of that, it wasn't until hundreds of years later, until they were finally recognized, and most of them were dead and not able to really fully be recognized. So we created a website to kind of commemorate the code talkers and all their honorable work. School Board Conference Room: Yeah, so after researching a ton and just like School Board Conference Room: figuring out the logistics and stuff, we made a website, and we presented that for our school competition.

007We got judged on that, and we got some really positive feedback. So we decided to apply to go to States School Board Conference Room: and we got to, we got the opportunity to present States, and that was a really fun experience for us. We had a really good time. School Board Conference Room: Also we got to learn how to make websites. So that was that was pretty cool. School Board Conference Room: we had some awesome judges. They were really engaged. We had like such a fun day there, because we got to go to Saint Michael's College, and then School Board Conference Room: At the end we got we got the military history award, which is like super incredible, honestly with like, especially considering all the schools and students that were there, like just feeling that

008our website got, like the military history reward it really School Board Conference Room: it like meant a lot to us, especially pouring in all this hard work into making a website. There were so many like ups and downs. As none of us have really made a website before. So it was definitely a fun challenge to work out all the logistics and seeing that, like our hard work, was recognized. And it was super cool opportunity, too, because we got to walk around and see other exhibits. And we talked with many other people about history, and it was just overall, like a super, cool experience to see. Like everyone who cares about history. School Board Conference Room: We, our group sadly, did not get to go to the national level, because there were so many great projects

009from our school, and that also did websites, and so but 2 others from our school are going to the national history day, which is like super exciting. We're definitely like staying in touch with them to see like how they're doing. And they're definitely super excited to go to that, too. School Board Conference Room: Jeremy, do you have any any questions for us? School Board Conference Room: Can we look at the website? Do you have the website to share with us? But what I will do is make sure all of you get access to the website after the meeting I should have had that to pull up in. And also, how long did you work on the website project from like start to finish? Probably like a month or 2, School Board Conference Room: both in

010and out of class. Yeah, a couple all my years. Yeah, definitely, a lot of hard work School Board Conference Room: code the website yourself. It was a little bit of a combo of both. There was a natural history day website builder, but we also imported some of our own code to make it look a bit nicer School Board Conference Room: questions. School Board Conference Room: I can't wait to check out the website. Some of you have heard me say this before. I'm a 3rd generation public school educator, and my dad is the biggest history buff I know, although Jody Valancourt can give him a run for his money, and he just retired from over 4 decades of teaching history. So it's a passion of mine. And I'm definitely going to geek out and dig into

011your website School Board Conference Room: congratulations on your award. And thank you so much for being here to share it. And thank you, Christy, and all the teachers who helped support along the way. Great having you all thank you for having us. Thank you. School Board Conference Room: I want to do a shout out to Drew Gordon, Isaac Coda, and Jarrett Sweet, who are the other 9th grade team teachers, and this definitely would not have happened without all those educators, and Drew Gordon in particular, who helped bring national history day to South Burlington High school, and he won the National History day teacher of the year award last year for those efforts so pretty awesome. School Board Conference Room: Thank you. School Board Conference Room: Alright, School Board Conference Room: before we. So we wanted

012to move the students up to do. We have any announcements or amendments. School Board Conference Room: The agenda? I have one amendment I'd like to add to executive, just to negotiations. School Board Conference Room: And again. School Board Conference Room: and I do have one announcement. School Board Conference Room: Great. Thank you. Good evening. I'd like to take a moment to share some information with our community about the contract negotiations currently underway in our school district. The South Burlington School Board has formally entered into negotiations with 2 employee groups, South Burlington Educators Association or Sbea and the Educational Support, professional unit, Espu. School Board Conference Room: These are 2 separate unions, and each one has its own contract and its own set of laws that guide the guard the bargaining process. School Board Conference Room:

013If the community is interested, you can view the current contracts on the district's website, and we welcome any questions you may have about those contracts or the overall process. School Board Conference Room: The board and each of these unions have selected teams to represent them at the bargaining table. School Board Conference Room: These teams are the only groups authorized to negotiate. I serve on the Board's negotiation teams along with Director Seamus Afshir and Dan Boyer. School Board Conference Room: We are supported by our lead negotiator, Joe Mcneil, an attorney with many years of experience, helping school districts across Vermont. School Board Conference Room: We know that education in Vermont is facing serious challenges. Property taxes are high, and there are possible changes coming to school funding and State laws. Given this context, our goal as

014a School Board is to negotiate contracts that are both responsible and supportive of our schools. At the center of every decision we make is one key question, what is best for students? School Board Conference Room: To that end the board is focused on 3 main priorities, a sustainable budget that the community can support a fair and competitive benefits. Package for our staff School Board Conference Room: and operational efficiency that makes the best use of our limited resources to support learning. School Board Conference Room: We want to attract and keep great teachers and support staff. At the same time, we must make sure we're spending taxpayer dollars wisely and making decisions that keep our schools strong for years to come. School Board Conference Room: These negotiations began last October, when bargaining units exchanged their intents to

015negotiate and scheduled initial meetings. Since then the teams have agreed on ground rules and exchanged initial proposals. As we move forward the teams will focus only on the items in those proposals, working better to understand each side's ideas and come to agreements on each point School Board Conference Room: for community members who may want to know significant details about what is in the proposals. It's important to understand that collective bargaining happens in a confidential setting. School Board Conference Room: This confidentiality allows both sides to speak openly, explore options and problem solve without concern that early ideas or partial agreements will be misunderstood outside the room. School Board Conference Room: sharing specific details while bargaining is in progress could unintentionally give one side an unfair advantage or complicate efforts to reach a fair solution School Board

016Conference Room: in Vermont. These negotiations are not subject to the open meeting law, which means they are not held in public. School Board Conference Room: This is a standard and legally recognized part of the process. School Board Conference Room: because only the designated teams can negotiate all board members, whether they're on the negotiation team or not will be very careful when talking publicly about topics that are part of negotiations. School Board Conference Room: This includes things like salaries, work hours, job responsibilities and working conditions. School Board Conference Room: If a board member were to speak to openly or offer substantive personal opinions on these issues during a meeting or in public, it might be seen as trying to bargain outside of the proper process. This could result in a legal complaint called an unfair labor

017practice. This doesn't mean that the Board can't talk about important school issues, but if a director isn't sure whether something could be related to negotiations, it's a good idea to check in with someone on the negotiation team. First, st School Board Conference Room: also, if a discussion starts to get close to bargaining topics, a member of the negotiation team may ask that we pause or change the subject, to keep things on track. School Board Conference Room: As board members. We truly value our relationships with the Spea and the Espu. School Board Conference Room: We respect their right to organize and to advocate for their members. We believe that our shared commitment to students and our community will help guide these negotiations in a thoughtful and respectful way. By working together we can ensure that our

018schools remain strong, our staff feel supported, and our students continue to thrive. Thank you School Board Conference Room: you, too, any other announcements or amendments to the agenda? School Board Conference Room: Alright, so that brings us to comments from the public. School Board Conference Room: This is the community's opportunity to share feedback and concerns with the board. We ask that you keep your comments concise, 2 to 3 min, and that you refrain from using any information that would identify a specific person. School Board Conference Room: Please raise your hand in the room or use the zoom raised hand feature. We will only use the online chat to manage any tech issues. We're not able to take action on any issues brought to us during public comment. However, any board member may suggest tonight that the issue

019or question be added to a future agenda for discussion. We may also delegate addressing issues to our superintendent, Violet Nichols, and it is always helpful if you can email us a copy of your comments for follow up School Board Conference Room: and given the large presence of people who potentially want to make a comment. I'm also just going to take this time to review our guidelines for public comment that can be found at the top of our agenda. School Board Conference Room: The 1st is, State, your legal name and town of residence. Second comments should not be related to agenda items, but can be made during the discussion of an agenda. Item. School Board Conference Room: 3 comments should be kept 2 to 3 min. 4 comments should be respectful, civil, and should not identify a

020specific person. School Board Conference Room: 5 comments should be directed to the school board chair, 6 comments, announcements, and concerns are encouraged over asking questions, and 7 public comment is not a time for discussion. School Board Conference Room: So with that, and trying to keep us on track, because we have quite a bit of work to do. This evening we were set to go to 6 20 for public comment at 6 17. But we've already done our student spotlight. So I would like to propose that we can take 15 min for public comment. School Board Conference Room: And with that information, if you would please select representatives that you believe cover your poll. That'd be great. School Board Conference Room: I didn't know School Board Conference Room: drove in from St. Albans. I had no idea

021it was like, where am I? Gonna Park? School Board Conference Room: How am I gonna set? School Board Conference Room: So my name is Mark Gable. We moved to South Burlington in 2,000. I have a daughter, who's a software at South Burlington High School, and another daughter graduated last year. School Board Conference Room: My understanding until the last meeting was that individuals could not speak to items that were included in the agenda during public comment School Board Conference Room: those concerns would be addressed after the School Board had the opportunity to discuss the agenda item in full, and then, if community members still believe their comments were necessary. School Board Conference Room: they would have an opportunity to address them to the board. School Board Conference Room: I patiently waited at the last meeting, while

022the Board discussed protocol for public comment on April second School Board Conference Room: following Robert's rules of order, open meeting law. School Board Conference Room: as they had been explained to me in the past, and then, when I asked if it was time for public comments, was abruptly shut down by the South Burlington School Board Chair, who said, we do not take public comment on agenda items. School Board Conference Room: If there was ever a subject that deserved time for comments from the public, one would think that this would be the one. School Board Conference Room: If your intention as a board is to build trust in the public arena. School Board Conference Room: please do not initiate a protocol that will further alienate the community make the board appear even less approachable. School Board

023Conference Room: These are some of the points that I was hoping to make at the last meeting. School Board Conference Room: when the public is left exhausted by attempts to reach out to the Administration. Sometimes they feel like they only have one School Board Conference Room: place left to turn, and that's you. The South Burlington School Board members. School Board Conference Room: Community members need a consistent venue where their comments will be part of the public record and can be reviewed in the future by the board and other concerned parties. School Board Conference Room: These meetings have always provided a safe avenue to do that. School Board Conference Room: and finally, you, as elected representatives of the South Billington School board have a responsibility to be fully aware of what determined teachers, parents, students, and

024community members have come to share with you School Board Conference Room: when there are concerns about, how are your schools are being administered, and or the lack of communication and transparency by the superintendent? You, as her supervisory team, have a responsibility to be open to hearing us. School Board Conference Room: Lastly, I agree, sorry, Laura, with Laura Williams, comments on the ineffectiveness of listening sessions. School Board Conference Room: Having attended these myself most notably when Superintendent Nichols was being considered for her role. School Board Conference Room: At this meeting there were 2 South Burlington School Board members and 2 community members. School Board Conference Room: The 1st Speaker stated that Violet was a perfect choice, had proven herself as an interim, and there was no reason to continue the search. School Board Conference Room: I

025was the second community voice, and felt differently. School Board Conference Room: I clearly stated that I believe the South Burlington School Board owed it to our schools, teachers, and students to do a national search. I also expressed a concern. School Board Conference Room: and Ms. Nichols leadership ability in a district as large as ours School Board Conference Room: may not be quite enough, Mark. It's our guideline not to identify a specific. Okay. I apologize. I will not identify anybody by name. School Board Conference Room: When this listening session was reported out to the Board the following week by one of the facilitating board members, they stated that everyone in attendance agreed that the unknown superintendent was the unanimous and obvious choice. School Board Conference Room: and the community should not bear any additional cost by

026extending the search. School Board Conference Room: no mention of a conflicting viewpoint. School Board Conference Room: Thus, again, the importance of each of you being present and open to hearing concerns of anyone willing and determined to share them at these meetings. School Board Conference Room: Please be careful and thoughtful in how you proceed regarding your policy around public comment protocol. Thank you. Thank you. School Board Conference Room: I'll leave that with board members, if I may, you, too. School Board Conference Room: It's next School Board Conference Room: Hi Kristen, Romack, executive Director of Educational Support Systems. School Board Conference Room: I have a letter for you all, and I'll share that with you after so it says. School Board Conference Room: dear South Burlington School Board. It is with deep respect and unwavering support that

027I write on behalf of our superintendent of schools, with her comprehensive understanding of educators, needs shaped by her experience as a classroom teacher and as an executive director of learning, she brings a uniquely informed perspective to every decision she makes. School Board Conference Room: She has consistently demonstrated visionary, student-centered leadership that has been critical to our district's success, especially during these challenging times. School Board Conference Room: Sorry, can I? Is this mostly about the superintendent? School Board Conference Room: Yes, so on. School Board Conference Room: I'm not trying to permit conversation or continued habits for us that identify a specific person, positive or negative. My only question was because it's been. It was brought up already that I felt like the door was open, and that is why the Board needs to get better at

028being very clear about what isn't, because it creates this confusion and frustration. Is there a way that you can share your message. It's not School Board Conference Room: specifically identifying. And I don't mean to coach your comment. I'm just trying to be yeah. So I think that what I'll say is that without being able to say everything I wanted to say, it's unfortunate that recent criticisms risk diverting attention from the vital work we, as administrators need to do. Many dedicated staff members have expressed a desire to publicly voice their support. School Board Conference Room: however, concerns about potential Union percussions have made them hesitant. Several staff have reached out regarding an anonymous survey, noting concerns about its confidentiality specifically that they were contacted for not having completed it and feared that their input could be

029tracked or misrepresented. School Board Conference Room: Misinformation continues to circulate in situations where there have been reductions in force, accusations have arisen, suggesting that decisions that have been made by administration was racially motivated. These claims ignore the fact that negotiated contracts includes provisions for seniority and those with the least seniority are impacted. School Board Conference Room: So, despite the challenges, again, I think, just providing some information about how things have worked. I want this to be known that I'm a proud supporter of our administration and of our leadership, and that School Board Conference Room: got it. School Board Conference Room: The only way for us to move forward is through meaningful change. And we need to focus on the fact that we have a budget that was passed. The budget includes some, some cuts, some

030really deep cuts, and our goal at this point should be to be working about moving forward. And so that would be what my suggestion is, and I think that's it. I'll give you the rest of my letter. Thank you. School Board Conference Room: Thank you. You made it, I will do my best. Thank you. School Board Conference Room: What's next? School Board Conference Room: We have about 7 min left. School Board Conference Room: Hi, that's Adrienne. I live in Bridgens, but I am co-president of the Sbva. School Board Conference Room: As a representative of the Sbea. Our mission is to provide the best possible education for our students. As you are aware, we undertook a listening tour at all. Sorry. Throw my glasses. I can't read my so much better. Sorry. Sorry. Okay. School Board Conference

031Room: We have completed, as you are aware, we undertook a listening tour at all of the schools within the South Burlington School district. We have completed this tour with a participation rate of well over 75% of those represented by the Sba, which includes both teachers and support staff. School Board Conference Room: Both members and non-members were asked 3 open-ended questions, positive aspects of their job, what issues and challenges are making their job difficult, and what changes they would like to see, to improve the working conditions for themselves and learning outcomes for students. School Board Conference Room: Last week we presented the results to our membership. School Board Conference Room: Educators across our district emphasize that students and colleagues keep them returning to school every single day. Our findings showed that folks across the district reported

032that watching their students grow both academic and socially brought them joy. Our educators noted the commitment to student learning by their colleagues. School Board Conference Room: This commitment to colleagueship was cited as a primary resource for improving their own practice and motivation to be their best. Every day. School Board Conference Room: when folks were asked what issues or challenges made their job more difficult. The overwhelming consensus was the central office administration. School Board Conference Room: Because that you're broaching in areas of I'm chairperson. I feel that they're broaching in areas that belong in negotiations, working conditions. And I ask that they move on to a different topic. School Board Conference Room: So I think at the time. No, Everett, I live in Heinzburg, co-president. School Board Conference Room: We came here tonight to express ourselves

033and try to work in a collaboration with this board. School Board Conference Room: We understand where you are and and we appreciate what you've shared with us around negotiations we respectfully disagree School Board Conference Room: as the fundamental feedback we're trying to offer School Board Conference Room: as we've had tried to offer through many different channels with the Board, and have been left only public comment. As our way to speak candidly with you as ultimately the supervisor of our supervisor. School Board Conference Room: If it is the Board's intention not to hear us in this public forum. School Board Conference Room: then we'll be forced to take it to just the public forum of the community. And so we have people here who are prepared to share their personal stories. It is abundantly clear School

034Board Conference Room: that there is an attempt to censor that that flow of information. So we will leave. But what we request School Board Conference Room: is that you consider how it is. You will find out the experiences of these people School Board Conference Room: in doing the work day to day, because it is abundantly clear that is not getting up to you in a way that you can digest. We need leadership that we can trust and rely on, and that is not present. And that is what people are saying. School Board Conference Room: You deserve a voice. Yeah, thank you for your comments School Board Conference Room: or any other public comment in the room or online School Board Conference Room: he was, Lukosu is his son Achilles Lukosu. School Board Conference Room: Okay?

035School Board Conference Room: So I just wanna say 1st off. School Board Conference Room: I'm new to this district, but I'm not new to attic voice, right? And I'm not School Board Conference Room: going to stand here and let all of this happen, because this cannot happen. I'm not new to, but I'm also not new to study. A couple weeks ago the superintendent directed the assistant principal to ask me if I was influencing students if I was influencing students. This is an ongoing personnel matter. This is not an appropriate. This is not a personal matter at all. Actually, personnel matter. Okay. School Board Conference Room: so it's not appropriate to discuss this in a public forum. School Board Conference Room: So so anyways, anyways, the superintendent directed the acting principal, John Greg to ask me

036if I was influencing students to take a 5 min recess. School Board Conference Room: Okay, we'll wait. We'll wait. Whoo! School Board Conference Room: You've given no other ways of communication. School Board Conference Room: There have been attempts to send letters with no response, so I'd be very curious where it's the appropriate platform to speak. School Board Conference Room: I just don't think I would also like to know the appropriate platform to speak. School Board Conference Room: Yeah, we have a recess. We're gonna come back in 5 min. Joseph McNeil: Yeah, so hold on one second. School Board Conference Room: Someone mute the lawyer. School Board Conference Room: Just an announcement. I made way. Too many chocolate chip cookies. So please help yourself. School Board Conference Room: There's still warm. School Board Conference Room: Thank you. So

037much joy. Thank you. Thank you. School Board Conference Room: Let's see. School Board Conference Room: it's not for something. School Board Conference Room: There's 65 members, 65 teachers and staff in the building. So everyone must buy. This is not a client thing. This is not for some guys at all. School Board Conference Room: Board meetings are not the place for meetings. School Board Conference Room: for your protection as well as anyone else School Board Conference Room: currently covering this district next year. I'm not here next year. So it's okay. School Board Conference Room: It's really. School Board Conference Room: if they don't want to follow to me. School Board Conference Room: Yeah. School Board Conference Room: So yeah. School Board Conference Room: thank you. Sweet, did you? School Board Conference Room: Okay. School Board Conference

038Room: everyone else like, okay, let's see. School Board Conference Room: alright, we are gonna resume the meeting. It is 6, 36. School Board Conference Room: We are to be on to discussion items at 6 40, and we haven't heard our student representative report yet, so School Board Conference Room: we can do 4 more minutes for public comment, and then we need to move on. School Board Conference Room: Alright. Can I start again? It's just not subtracted, please. School Board Conference Room: a key. Let's look at a new school counselor. So again. I'm not. I'm new to this district. I'm not able to advocate for what's right, and School Board Conference Room: I'm also not new to Shining Light was wrong. The School board is wrong. The school board is wrong School Board Conference Room: the

039superintendent's wrong. A couple weeks ago the superintendent, please let me be very clear. I'm the chair of this meeting, and I'm not allowing personnel matters at this meeting. Okay, so please move on to the next subject. School Board Conference Room: There is no next subject, and we'd like to hear from the next speaker with the remaining time that we have for public comment. Okay, School Board Conference Room: The superintendent asked Sean correct to ask to ask me if I was influencing students to write a letter recess for 5 min. School Board Conference Room: It's like we're listening. We're listening. Yeah. School Board Conference Room: The superintendent, director, John Quebec, to ask me if I was influencing students to write letters to the superintendent? And my initial reaction was, did you ask? The other members? The other

040staff at the school students advocate on their behalf. School Board Conference Room: I asked that his answer was, No. Violet did not ask me to ask other individuals, and that is wrong, and that is not okay. And I wonder why you're not treating like you're treating like legal counsel to explain why we don't discuss personnel matters especially ongoing ones, in public comments or in the public forum. School Board Conference Room: Mr. Mcneil, can you hear me. Joseph McNeil: Loud and clear. School Board Conference Room: Thanks. Joseph McNeil: Well board members. Joseph McNeil: The Board has adopted a policy Joseph McNeil: that is consistent with policies that are adopted by school boards across Vermont, really across the country. Joseph McNeil: and that is that when Joseph McNeil: a complaint or request for an inquiry is received

041that suggest the violation Joseph McNeil: of one or more policies. Joseph McNeil: The employer in this situation is obligated to do an inquiry Joseph McNeil: and that inquiry, according to policy and procedure. Joseph McNeil: is to be carried out as confidentially as possible. Joseph McNeil: partially for the benefit of the complainant. Joseph McNeil: partially for the benefit of the respondent. Joseph McNeil: and partially for the benefit of individuals who may be witnesses have pertinent information Joseph McNeil: to share in connection with the inquiry Joseph McNeil: in connection with the inquiry that the gentleman was just speaking about the Board. The Board Joseph McNeil: through your leadership, took the matter seriously. Joseph McNeil: and made the determination to appoint an independent, experienced, seasoned attorney to Joseph McNeil: conduct this inquiry, and determine whether, in fact. Joseph

042McNeil: the policies of the district are being adhered to, and have been adhered to, and Joseph McNeil: for the benefit of the protections that I mentioned. Joseph McNeil: That process is to occur Joseph McNeil: as confidentially as possible, and it involves Joseph McNeil: interviews. It involves analysis, and it involves recommendations, all of which will terminate before this very board. Joseph McNeil: So to discuss publicly what is being considered Joseph McNeil: as a part of an inquiry pursuant to your policies be inappropriate, and it would be inappropriate or Joseph McNeil: practical protections, it would be contrary to the policies, and would be contrary to Joseph McNeil: what both of them on the Us. Supreme Court have said about the way these inquiries should go, so Joseph McNeil: I would advise the Board members Joseph McNeil: that

043the Chair was acting correctly this evening, and suggesting and declining to hear Joseph McNeil: comment publicly on a matter that is being formally inquired into Joseph McNeil: on behalf of you all ultimately. Joseph McNeil: and I'm happy to take any questions that you may have, but I can assure you Joseph McNeil: that the neither of the Administration Joseph McNeil: nor the Board has taken this matter lightly, and is dealing with it Joseph McNeil: in the established fashion, in an appropriate manner. School Board Conference Room: Joe. School Board Conference Room: My next question is School Board Conference Room: by statute, how much more public comment am I legally supposed to allow? Because at this point our meeting is quite off track. School Board Conference Room: is it? Is it legally acceptable for me to end public

044comment and move on to the next agenda? Item. Joseph McNeil: I would say that Joseph McNeil: if there is time left for public comment on other matters, that is, certainly within Joseph McNeil: your discussion, but as it relates to this matter. Joseph McNeil: I think your determination is the correct one, and you should move beyond it. School Board Conference Room: Board members. We are now 25 min past our public comment, agenda time, and we have an auditor who's on at 8 0. 5 to discuss 2.4 with us, and we also have an executive session. So at this time School Board Conference Room: I would like to recommend and suggest that we move on. School Board Conference Room: Is, are there any board objections to that School Board Conference Room: here? A little bit more? Maybe not

045about personal personnel things that we can't hear? Obviously, that's not appropriate in this venue. But if there's anything else that School Board Conference Room: thank you. People want to hear that you say that's not going to violate any of those rules great, how much longer would we like to give? School Board Conference Room: Why is there a limit School Board Conference Room: at that point? And then maybe we have to strike some of these agenda items. Yeah. School Board Conference Room: I, too, have to get up at 5, 15 and teach children. So School Board Conference Room: I'd like to remind everyone of our public guidelines about being civil and respectful, and not identifying a specific person. School Board Conference Room: So we have 14 more minutes for public comment. School Board Conference Room: Please

046follow the guidelines and use that time as you will. School Board Conference Room: Hi, my name is Megan Sweet, and I just want to. I'm not going to comment on the personnel matter details, but I think it's important context to express why, there's a level of frustration when School Board Conference Room: the complaint and feedback was submitted by Achilles and by the South Burlington High School teachers, and on the form. It says, we will receive a response in 72 h. We waited 7 days before we got even an acknowledgment of receipt of the complaint. So School Board Conference Room: we were left feeling that this board was not interested in hearing or responding to very serious concerns brought to you by a tremendous number of your employees. So I just think it's important to name that

047in the minutes. And in the response we got this week, almost 2 weeks later. School Board Conference Room: telling us there was going to be an independent investigation. Here we are heading into break. Still, not having heard from any attorney that they are scheduling these meetings, so. School Board Conference Room: as you can tell. There's a lot of good reason, I think, for the level of frustration that we all are feeling, and I think you're seeing it here tonight School Board Conference Room: happy to respond. To some of this. So School Board Conference Room: good evening. School Board Conference Room: Thank you. I'll be brief. My name is Gary Russell School Board Conference Room: for the middle school, and I'll alert my comments to the School board of the superintendent. I initially came tonight to

048support my colleagues School Board Conference Room: with no intention of speaking at all. However, I discovered that there are 2 male colleagues that are not returning to our district next year. School Board Conference Room: This does not have anything to do with personnel matters of not using any specific names, and another currently on administrative leave, all of which are people of color School Board Conference Room: which significantly decreases the number of black males in our district School Board Conference Room: at a time when the diverse needs of our students is is at its greatest. School Board Conference Room: Some questions I have are, it's a fact School Board Conference Room: that people of color employed by this district is decreasing. And the question is, are you aware School Board Conference Room: of this as an

049issue due to the fact that we have an increasing diverse population School Board Conference Room: in our district of people of color. If you are aware of this, then what action steps are you putting in place School Board Conference Room: to rectify this situation? School Board Conference Room: If you are not aware of this. Then where are the protocols in place to monitor this situation so that you School Board Conference Room: board, can address the significant decrease of diverse staff in an appropriate manner. School Board Conference Room: The fact that this situation exists is disturbing to not only me as a person of color, but to other Sb. People of color as well, and you know our white colleagues and allies. School Board Conference Room: as it appears, it doesn't matter. School Board Conference Room:

050What is also disturbing is how one of my colleagues, Akila Sokusu, was treated after he filed a complaint on a separate matter with your human resource department. School Board Conference Room: My understanding is that with complaints of this nature there's supposed to be a response within 72 h School Board Conference Room: of the complaint being filed. Correct me if I'm wrong. School Board Conference Room: If stating that the district did not offer a response within the stated time. School Board Conference Room: regardless of whether he's a person of color or not, he deserves a reply within the time that you stated. These are your rules, not his. School Board Conference Room: Again correct me if I'm wrong. School Board Conference Room: As it appears that his rights do not matter. School Board Conference Room: I'm speaking

051to request that the superintendent and the School Board address these disturbing situations. School Board Conference Room: and to correct the record on anything that I've stayed at this meeting tonight. School Board Conference Room: Thank you. School Board Conference Room: My name is Lindsay Hudson. I have been an employee at South Franklin for 14 years. I practice. This sometimes is under 2 min, and I have to change it up a little bit, so I follow the guidelines. So bear with me in November, for the 1st time in my career I found myself needing to engage with our district's feedback process form, which has been talked about this evening in order to document an experience School Board Conference Room: around conduct and questionable decision making from a district leader that I could not overlook School Board Conference Room:

052this process has any district related concern go directly to the superintendent. School Board Conference Room: There were some emails exchanged in response I was at. I asked directly that School Board Conference Room: the response, as outlined by the process be completed, which is the internal feedback resolution section of the form. School Board Conference Room: I also requested that someone in a supervisory role be included. That did not happen. School Board Conference Room: The final communication in response to my lack of or to my concerns School Board Conference Room: was that they were dismissed as disagreements, that the Board could not be bothered with. School Board Conference Room: Where is the accountability around supervision and evaluation of performance? How are employees supposed to be able to provide feedback? School Board Conference Room: I will provide you

053with that official complaint from November. So you are aware of it along with the blank internal feedback resolution process page, which was never completed. School Board Conference Room: Next, I would like to mention that my colleague and Cas Megan Sweet has been a clear and steady voice this year, addressing numerous instances of incorrect data and poorly articulated reasoning behind decisions to cut critical, student-facing supports. School Board Conference Room: I have experienced her professional and fact-based reasoning to be dismissed by district leadership. I would like to be on the record in my public support of Megan's advocacy for student needs and supports essential in schools. School Board Conference Room: harmful narrative, dismissing real concerns as disgruntled employees and disregard for process of employee feedback has contributed to the current negative climate in the South Burlington School

054district. I love my job, the students, my building colleagues, and my building administrators. I am frustrated by the current district leadership. School Board Conference Room: My name is Clarissa Gold. I'm a science teacher at the High School. School Board Conference Room: You spent a lot of time talking to your lawyer, Joe Mcneil, and you have spent no time talking to a keyless about what has happened to him. You have come up with a myriad of reasons as to why we cannot discuss these matters, and you have not come up with an apology for the hurt that you caused someone that is valuable to our district School Board Conference Room: theory School Board Conference Room: in here today with a statement I'm not gonna be able to read. School Board Conference Room: It was about the

055preferential treatment I feel I've been receiving as a white person in this district. School Board Conference Room: When I asked for maternity leave, it was granted it was denied. A colleague. School Board Conference Room: when I asked to be on a hiring committee. It's always granted School Board Conference Room: when remarkable colleagues are refused. When I asked for time off, it's never questioned while other colleagues are told they have to take unpaid leave. School Board Conference Room: and when things feel hard, I have been responded to in ways that my colleagues have not. School Board Conference Room: It took me a long time to really listen to the folks behind me and understand what was happening because their experience was not mine. School Board Conference Room: I was having a radically different experience than them.

056School Board Conference Room: What I'm asking you tonight is to please believe them. Don't let as much time go by as I did. School Board Conference Room: Please trust and understand that our experiences are different because there is differential treatment in this district. Thank you. School Board Conference Room: Got my own timer. School Board Conference Room: Won't read all of this because I timed what I can read within 2 min I might have to go fast. School Board Conference Room: My name is Polly Vanderputten. I'm a resident of Burlington. My perspective tonight is informed by working as a world language teacher at Sbhs by serving as a school commissioner in a neighboring district and by being a graduate of South Burlington public schools. I am deeply invested in this community on both a personal and a

057professional level. School Board Conference Room: Regarding the long-term implications of eliminating a program or rips. I have been thinking about something I have consistently been reminded about in my time serving on a School Board, that the primary responsibility of a School Board is to hire and evaluate the superintendent according to how the superintendent responds to direction from the board around the goals and criteria for the school district. School Board Conference Room: and that those goals and criteria are established by the board. The Board must plan with a long term, vision in mind that keeps student achievement, opportunity, and well-being central to its core objectives. The superintendent then works with district staff in the community to execute the vision of the board with regular updates to report about, reflect on and refine those objectives School Board

058Conference Room: in voting on proposed budgets. I've also learned an important lesson that while the School Board does have to steward taxpayer dollars and decide on responsible budgets, it must steward those taxpayer dollars in an effort to maintain and cultivate programming. It deems valuable to the district and the community. School Board Conference Room: The budget process is not only about line item, numbers and percentages and ftes. But about what those numbers translate to in terms of curriculum and opportunities for students in the district. Every program where fte reduction risks, diminishing returns in terms of what the district students can strive for and achieve. School Board Conference Room: With this in mind, I ask the Board to consider whether the rifs and program eliminations of this budget, which include the Japanese program at Sbhs and our

059ties to Futapa High School do, in fact, align with the long term vision for the district more urgently. I also ask that the Board explore ways to keep Japanese at Sbhs within the voter approved budget so that the Sbsd can continue to build on a proud tradition rather than dismantling it. School Board Conference Room: The Sbsd has worked for nearly 20 years to cultivate and support a program that is a beacon of hope and peace in an increasingly volatile world. We need this program more than ever before to continue to educate our students and our community about the importance of Japan and Japanese culture, and for Americans, our students to be open-minded, tolerant citizens of the world. School Board Conference Room: Hi! My name is Monica Regan. I'm a resident of Fairfax, and this is

060my 5th year teaching at Orchard, in 5th Grade. During my 1st years in the district I felt very welcomed and supported, which was during Covid, when I couldn't even meet the majority of my colleagues due to social distancing. I felt the culture and environment in our district shift drastically in a negative direction. In the last few years School Board Conference Room: my colleagues and I have felt demoralized and dismissed. I've wanted to be a teacher for over half of my life, and this year I've never contemplated quitting more School Board Conference Room: supporting young teachers is a duty of administrators, especially when facing an unprecedented teacher. Shortage. School Board Conference Room: This is due to the increased responsibilities given to classroom teachers. It is disheartening to know that I'm losing colleagues who work with students

061every day while administration adds assistance to the budget and gets large pay raises. I'm still in the beginning of my career, and I struggle to see how I can continue to teach in the toxic environment that this district has created School Board Conference Room: this district is losing passionate and talented educators with valuable experience, and will continue to do so if things do not change. School Board Conference Room: Yeah. School Board Conference Room: Sure. I want to thank you all for the work that you do every single day in support of students. And you are right, it is not easy, and we are in difficult times. I want to acknowledge and provide Achilles with a response which I think he deserves. School Board Conference Room: When the board. And I received emails that were coming

062in in patterns we've not received before School Board Conference Room: with consistent natures. I have no choice but to exercise my professional responsibility, which is to ensure that staff member is using power differential to influence students for personal gain. This is a universal responsibility of administrators School Board Conference Room: and based on the information that had been emailed by the Board. This was prudent. I performed this due diligence. Mr. Pig had a conversation, however, my discipline was administered. Sorry I will wrap that. I want to be very clear that I strongly support and uphold our School Board Conference Room: anti-racism efforts, and we will continue to move forward with those, and I'm happy to, you know, connect with folks further, I know that public comment is over, but if folks want to connect Central Office

063Staff and I are going to be coming to schools, and we're happy to hear from you at any time. Thank you. School Board Conference Room: Can I ask a clarifying question to that, or School Board Conference Room: sorry am I allowed to ask a clarifying question on that? Just say it while I'm here right now. Comment is over. We're moving on. I just wanted to say, I want a lot of people left in that. It's their choice. I just wanted to say I would really like it if people who brought something prepared tonight and couldn't speak, could email it to the board. And everyone who's watching, or School Board Conference Room: just tell other people, too, because School Board Conference Room: I apologize that the time does not have does not allow for more than

064that time. School Board Conference Room: I want to hear. We all want to hear. School Board Conference Room: Okay, board members. I'd like to move on to School Board Conference Room: our focus on student learners. But before that School Board Conference Room: I'd like to suggest that we School Board Conference Room: move discussion items A and C to our next meeting and strike them for this evening School Board Conference Room: and just keep the update on public comment, advisory committee. School Board Conference Room: Good seamus. School Board Conference Room: Okay, so we're gonna strike discussion items A and C, and add them to our next meeting. School Board Conference Room: and maybe that will get us some of our time back School Board Conference Room: all right. With that Ali, our superintendent, I mean student

065representative report. Thank you. Gracie is not here to able to be here today. But I'm going to give you guys the announcements. I'd like to remind the community that the Sbsd Fine Arts night is happening as we speak. If you have the chance to head over to the High School before 8 pm. You'll have the opportunity to experience some of the students. Amazing work that they've done. School Board Conference Room: May second is an exciting day for freshmen at the High school. 9th graders will participate in Community Service day, where all advisories will help out with various tasks around the community and spend some quality time together. This is an amazing opportunity for students at the High school to connect, and everyone is super excited for it this year. School Board Conference Room: and April

066vacation is also coming up next week for all Sbsd students. So schools will be closed from April 21st through the 25, th and school will resume on the 28.th We can't wait to see you back. School Board Conference Room: Thanks. School Board Conference Room: All right. So that brings us to agenda. Item, 5 discussion items. And we are going to discuss our public comment Advisory Committee update on this committee. We have School Board directors, Seamus and Laura and Jennifer. So if you would all like to provide an update to the board. School Board Conference Room: Okay? So we have heard. Unfortunately, I know Mr. Gable has left, but has have definitely heard from the community that we need to do more in the space of public engagement and community engagement and public communication. And there's

067a lot of information out there. We have the school South Burlington School District Communication plan School Board Conference Room: there is. The Vsba has policy, governance, information on community engagement and vision, and also on public communication School Board Conference Room: and public participation at board meetings. And School Board Conference Room: what we have done is Seamus. Laura and I have been working together to try and and synthesize, harmonize that information and integrate it into our our policy that we have currently, in order to improve that visibility and transparency regarding how the public can engage. And one of the things that we are looking at doing is, in addition to having School Board Conference Room: public board meetings as we do. But we're also looking at having community forums. That would be an opportunity for the

068public to engage. And so that would hopefully help scratch some of the itches and frustration that the community has, that they don't have the opportunity to to exchange as much. Now I know there is donuts and discussion that happened. But we're looking at having, and this would be something to supplement School Board Conference Room: that as well. Just another channel for the community to participate. And then we're also planning to provide an update. I know we have School Board Conference Room: some communication here in our agenda. Got so many pieces of paper. But we're also looking at improving our School Board Conference Room: meeting guidelines for the community. So people know what to do when they show up at a session. What's appropriate, what's not appropriate. And so people have more. It's a little bit

069longer than what we've got. But you know. School Board Conference Room: So that would be available. So I'm hoping that we will. We're going to probably get together again here soon, and then have some recommendations for the Board to look at and to vote on, or whatever it is that we're going to do. So we can adopt that seamus, Laura, anything to add School Board Conference Room: just that we're specifically thinking about addressing the criticism of the the listening sessions. School Board Conference Room: 3 board members for the committee. School Board Conference Room: I was just gonna say I did do a little research on other ways that we could communicate with the public community. And so I'd love to talk to you guys a little bit more about different ideas, workshops and interactive back

070and forth that we could do School Board Conference Room: I think, for what it's worth. I. My understanding of the scope of the committee is that it's limited to School Board Conference Room: public comment at meetings, and I would School Board Conference Room: love to talk about like ownership, linkage, and community engagement, but for what it's worth. I think that this committee is not scope to do that. School Board Conference Room: I that's just my opinion. I'm not. School Board Conference Room: I mean, there's there's a lot to do in this space, I think. And there is, you know, Vsba. There's the public School Board Conference Room: comment at board meetings. And like I said, there's the community engagement, and we're trying to harmonize all of that just to provide, because I feel like it's

071too difficult to navigate right now, and I think some of what we need to do is just simplify it, distill it, and simplify it and say, here's how the Board engages with the community, and how the community engages with the board. And here's how we, you know, take in public comment and synthesize that. And School Board Conference Room: and how that's, you know, weighed into factors that the board is is weighing it, you know, making decisions based on that. But then there's other components as well like, you know, our social media. What we're doing in the social media space, what we're doing with those forums, what we're doing with newsletters, and and whatever it is, you know. So it's it's all of that. School Board Conference Room: Not just the the pushing it out to

072the community, but it's the pulling it back. And how that's working. So we need more of this School Board Conference Room: right? School Board Conference Room: My perspective, you know, having served on this board for a little over 3 years now is, the each constitution of board has had different ideas about how public comment should be School Board Conference Room: attended to, and I think that School Board Conference Room: the community cannot be expected to follow along and see. Well, how is this board going to do it? How is this board going to do it? So I think these like materials. This copy that you're perhaps providing can help educate future board members about how public comment is to be done School Board Conference Room: and help be a commitment to the community about how

073it will be consistently done in the future. I think what has happened, at least in my experience, is the human of the board member wants to make sure that people are heard, and then the organizer of the board member wants to keep order, and so like, how do you. School Board Conference Room: And so I'm I'm really excited about this update. And I hope that we're on School Board Conference Room: the right path. And I do think to that point, I mean, this is something that is going to not be ephemeral, that it's going to be popping up here and there. But it's going to. Really. Our hope is that we're going to memorialize something that is that's there. And again, it's taking all of this information from all these places and not trying to

074recreate a wheel, because a lot of this stuff exists with what the Vsba has done. School Board Conference Room: But I think the most important thing is for the community to hear. You know that we are working on this and give us some time to get it together. I mean, we're still a new board, a lot of us, but we're pulling this together, and there will be information forthcoming. And my recommendation is that what we create is also something that the community has a chance to see, because your stakeholders and this is really important, right? I'm talking to you. School Board Conference Room: But you know the stakeholders that you know they have an opportunity to see this and say, Yes, this is, you know, it hits the mark, or this is where we still

075need some improvement. Right? So anyway, just wanted to say that. School Board Conference Room: And I mean with the rules that we put out. Yes, the public's expected to School Board Conference Room: adhere to them, but we have to adhere to them as well, because last week the gentleman who was not allowed to speak was going to discuss something that was on the agenda item. He waited for the agenda item School Board Conference Room: to speak and was not allowed to speak. So that's on us. Because that was yeah. That was a discussion. I'm sorry. That was on a discussion item, and you generally don't take public where the confusion happens. As I read through the guidelines tonight, like it definitely hit me a little bit like School Board Conference Room: Comments should not be

076related to the agenda items, but can be made during the discussion of an agenda item. So public comment on the agenda is meant to be a time for the community to come. Speak about something that they want the Board to be aware of. That might not be on our agenda, and there have been times where we take public comment on every agenda item, and then following feedback, that our meetings were too long. School Board Conference Room: Then the guidance was, perhaps we only take public comment on agenda items that are up for action, so that the board has and the community has, like that last chance to offer School Board Conference Room: the community perspective before the Board takes action with the thought being discussion items, there's no action being taken so School Board Conference

077Room: community can listen to board discussion and then email or try to reach out. But I totally. This is, it's a perfect example of how we said one thing we did a different thing. And it's so frustrating. So so, yeah, that was the point. I mean, what we said was. School Board Conference Room: we didn't say action items. We said agenda items. But even if we went to the action items, rules. School Board Conference Room: The item that the gentleman wanted to discuss was an action item. School Board Conference Room: From last week it was treatment of the community, and from what he said School Board Conference Room: and what he emailed to us after he was not. Let us speak. School Board Conference Room: The majority of it was treatment of the community, so

078he should have been allowed School Board Conference Room: to speak. In my opinion School Board Conference Room: I'd like to move that we move on and let the committee do our work, and because this isn't, I don't find this productive. School Board Conference Room: Anything else on this discussion. Item, stay tuned more to come School Board Conference Room: with that. We have reports by the school board. I don't have any reports. School Board Conference Room: Does anyone else have any reports? That School Board Conference Room: isn't a violation of open meeting law to report without warning. I was going to share out some of the stuff I had researched. But I will just. I'll do that with the committee. No need to do it here. School Board Conference Room: So with that, we're going to

079move on to agenda. Item 7. Superintendent's report. Thank you. So I have been connecting with legislative legislators in the area. Bridget Burkhart in particular, around scheduling a forum. We're still doing a lot of advocacy work. And we're watching a lot of the changes happening at the State which dramatically impacts schools. So something that I'm charged with keeping a very School Board Conference Room: close on School Board Conference Room: pulse on. So we're looking at tentatively the 30th for scheduling that April 30th at 7 Pm. That's tentative at this point we'll let you know how that pans out, but that would be an opportunity for all community members to come and to engage with their elected officials on some of the important issues, you know, spoiler, alert, it will be Ed centered. So. School Board Conference

080Room: looking at some of the changes impacting education in particular, so wanting to make that opportunity available to engage community. And so mark your calendars. Now as a placeholder for April 30, th at 7 Pm. School Board Conference Room: Speaking of engagement, we are in the middle of conducting our panorama survey for staff families and students. These are important for us to learn feedback so that we can make changes to support those we serve. So encourage folks to check those out. School Board Conference Room: We also are going to be Central Office teams, and I are going to be engaging with staffs and buildings on a quarterly basis. So all of the Central Office teams are going to be in buildings and looking forward to connecting the staff. These are just open, ended opportunities to

081listen and hear feedback and engage with School Board Conference Room: those we serve. So hope folks can come out for those who are excited to get in schools. Now that we've got the budget passed. It's you know, it's nice to be in buildings and with kids as much as possible. School Board Conference Room: Always. Finally, I want to share an update regarding budget development and engagement for fiscal year 27. I know you're thinking, Violet, we've only just passed our fiscal year 26 budget which starts July 1st of this year. Given the difficult scenario that we are facing financially based on Ed funding formula changes. School Board Conference Room: We have found it prudent to engage with a 3rd party to School Board Conference Room: facilitate really robust community engagement around the fiscal year 26 budget,

082as well as to use data to really drive down and be making decisions based on all kinds of different data. We see this as a way that we can increase community engagement staff participation and really develop an equity centered budget that uses data as a backbone School Board Conference Room: for all decisions. So tossant partners is going to be facilitating that process. We engaged with them in the fall at a Vermont superintendent's association meeting, where folks were sharing best practices regarding budgeting, and we happened to connect with the Burlington superintendent, who utilized them to School Board Conference Room: prop up the practice which they've used for several years now. So given the dynamic that we are in, and how, you know we absolutely are in a time where we've faced bitter reductions for 3 years,

083and we're looking at more of the same going forward. If you School Board Conference Room: you know, use inflation and insurance costs alone. That would mean reduction. So I'm very excited to begin that work. There is a survey, and we're going to begin now engagement. So there's a survey that's live on. Our website would encourage folks to check that out and look for more information and updates on that. And I'll note, too, we were able to use fiscal year 25 School Board Conference Room: surplus funds for this. So this is not something that was budgeted for the fiscal year 26, and that concludes my report. Happy to take any questions from the team. School Board Conference Room: So the community engagement aspect of their help with the budgeting process School Board Conference Room: is that

084principally to collect feedback School Board Conference Room: does it also include communication about plans? You know, marketing support, you know, stuff like that? School Board Conference Room: Yeah, great question. So not marketing support, but definitely facilitated and structured community engagement. So, beginning with the survey, that's out right now, there's going to be an advisory group that has teachers and principals and community members and all kinds of folks on it. But it's not going to be the development of budgeting materials. School Board Conference Room: Their their role is really supporting the development of a robust budget based on use of data. So they'll they'll look at our financials. Now that we have Tyler, our financial software implemented. So we've got some good data. Now, I think, I said before they turned us away in the fall,

085because we didn't have our system fully implemented. So it feels good to be at a place where we can really say, All right, let's stick into this. Have some School Board Conference Room: really effective, structured, facilitated community engagement and combined with the use of data. So encourage folks to check out the survey. That's going to be kind of the 1st way that they can School Board Conference Room: gather information to to move forward. School Board Conference Room: So is this Tessant you're talking about? Yeah. So I guess it's a done deal. Is that correct? School Board Conference Room: The paint? Yeah, it just School Board Conference Room: And it just seems like a lot of money School Board Conference Room: in this climate to pay for that for so it's like, like, commute like budget

086development and engagement. I mean, maybe I missed something. But School Board Conference Room: it I thought that was. School Board Conference Room: I thought, that's something that we could do. We have to have an outside source do that. School Board Conference Room: Yeah, it's a great question. I think this is something that we see bigger districts doing. And you know, Burlington was in a scenario where they were hearing feedback about their budget processes, and I think we heard a lot of feedback around our budget process as well and engagement. And so this felt like a really important and worthy expenditure. Again, we used surplus funds from this fiscal year. School Board Conference Room: So you know, just just given that we want to engage folks in a in the School Board Conference Room: the development

087process, I think honestly, could in the end lead to more engagement, and hopefully a wider margin for community support for passing our budgets. So I think it's 1 of these things where those who have School Board Conference Room: I've talked to who used partnered with Tassant have, you know, really reported increased community support and awareness. And I think that's something that you know we could certainly use here is engaging our school community and wider community as effectively as we possibly can. School Board Conference Room: and that's worthwhile School Board Conference Room: shameless. School Board Conference Room: I think benchmarking is very important. School Board Conference Room: I think it's a good way for all of us to see how we compare to other districts in the in the county, in the state, in the nation.

088Is this something that is benchmarking, going to be possible in the next School Board Conference Room: budgeting round. School Board Conference Room: Yeah, absolutely. So. Things like cost of like per pupil spending or tax rate information. Are those the kinds of benchmarking that you're referring to? Yeah. And this does not help with the benchmarking School Board Conference Room: we haven't discussed that with them. Tim, jump in. If you've got further to add on that. That's yeah. School Board Conference Room: so start with the survey. School Board Conference Room: This is okay. School Board Conference Room: baseline. And I think one of the things that happened last year when we tried to do a survey, it kind of goes to the horse point about being able to do this ourselves. School Board Conference Room: We have

089very low response rates. We had a very challenging School Board Conference Room: and I think that is bringing in a proven process that has worked with not just any other school districts to have a structured approach to community engagement School Board Conference Room: over here. Not just you know what we do like. We started looking at few weeks later. So School Board Conference Room: I've been impressed with both the process that they have proposed. School Board Conference Room: as well as the output I don't know about. If you share the School Board Conference Room: I didn't, I could share that. Do you mind just paraphrasing? School Board Conference Room: Yeah, I was just asked to paraphrase what you said, since you weren't at the mic. So Tim Jarvis, senior Director of Finance, reporting that we're

090just at the onset of the process that he believes the engagement will be important. Given the low. School Board Conference Room: Again, I'm Tim's words. We received low responses to our surveys and the engagement that the district, and the Board tried to facilitate. The Finance Committee wasn't as robust as we would have liked for many reasons, and that we're just at the onset of the process, and I'm happy to share School Board Conference Room: the presentation that Tossant gave to the Vermont Superintendents Association to provide more information to the Board. School Board Conference Room: and then we can answer a question or School Board Conference Room: sorry. I just wanted to make sure anyone listening could hear what Tim was saying, and then do School Board Conference Room: ask her to expand on something. School

091Board Conference Room: Share the Vsa. Slides with the board. Got it? Thank you, Tim. School Board Conference Room: Thanks, Tim. School Board Conference Room: Any other questions or comments for Superintendent Nichols. School Board Conference Room: Okay, thank you. Thank you. School Board Conference Room: That brings us to a placeholder for a brief recess with the board like a brief recess. School Board Conference Room: So now we find ourselves slightly ahead of schedule. We can start with 2.4 Ron, are you on the call? School Board Conference Room: So we're moving to agenda. Item, 9, action items. Monitoring point 2. Okay? School Board Conference Room: No. School Board Conference Room: Okay. School Board Conference Room: So monitoring report 2.4 financial condition and activities. Audit Review. Do you want to open with telling us about your report? And

092School Board Conference Room: I'm sure we will have plenty of questions, and then we can save some of our questions for the auditor. Perhaps, if that's more appropriate, sure, I might also suggest we could look at items modifying the agenda. Should the Board wish to look at items 10 and 11, so that we could continue with the audit, I'm happy to be the right School Board Conference Room: think that makes the most sense whatever keeps us on time. School Board Conference Room: Yeah. All right. Well, then, why don't we skip ahead to agenda? Item, 10 agenda planning our agenda for May second and May 7.th School Board Conference Room: So I recommended that we move 2 of our discussion items from tonight to the next agenda. School Board Conference Room: and since anyone listening might

093have School Board Conference Room: logged off thinking, we're not going to discuss that tonight, I think that should hold. School Board Conference Room: So I'm suggesting that we add that to School Board Conference Room: our discussion items for May 7, th School Board Conference Room: which is our next regular School Board meeting. The second is our retreat. School Board Conference Room: Any objections to that? School Board Conference Room: Yeah. School Board Conference Room: Does everyone have a draft of our May 7th agenda. School Board Conference Room: We won't be able to discuss School Board Conference Room: School Board retreat planning because we will have had our retreat by School Board Conference Room: the 7.th So in talking about setting our agenda for the retreat. Do board members have anything that they would like to see

094different from the current? May second retreat agenda. School Board Conference Room: I just have one thought. After looking at this, I'm wondering if it might be possible to add in a few minutes, just for to hear from individual board members on what they would like to see the goals of the Board be for the for the current year. I know we list our goals on the website. I don't know if those have been updated, but I think it's an important time for us to each, since it will be a public open meeting. School Board Conference Room: I think it's a great time for us to share some of our individual perspectives and and thoughts about what we would like to achieve going forward. School Board Conference Room: It's like, where would you recommend? We perhaps

095put that School Board Conference Room: I didn't get that far. I'm just looking at. I'm wondering if that would be an appropriate discussion after our policy review, or. School Board Conference Room: if it should, would be a better in our communications, plan discussion to work from us? School Board Conference Room: And would someone volunteer to organize School Board Conference Room: some sort of means for board members to write what they're going to bring to the Potluck, so we don't have 7. Sourdough. Well, I wouldn't mind that. I don't see a problem with that. School Board Conference Room: I, I personally am like beyond capacity with board work. So if someone could involve me to do that, okay, great. Thank you. School Board Conference Room: Alright. So I have Emily organizing who's bringing? What for the

096potluck? School Board Conference Room: And we are adding board vision goals School Board Conference Room: to agenda. Item 5. Yes, okay. School Board Conference Room: yes, 1 1 thing I mean, I've School Board Conference Room: talked with folks at Vsba about this and and others, and I I understand you have to warrant it. But the feedback that I'm getting is, it doesn't have to mess. It doesn't have to be recorded. I mean, I feel like that might be more than what we need to do so just as an idea like, I don't know that that's something that we need to be doing. I mean it. Can you can warn you got your minutes, but you don't necessarily have to record the retreat. School Board Conference Room: Well, so actually, I don't want to put Joe

097on the spot, but I know Joe is on the call. And I was just going to bring up the email that I sent and maybe ask him to address that email. School Board Conference Room: Now, if that, if you stop for it. But he's also with pretty messy. School Board Conference Room: Joe, are you available to answer an open meeting question? School Board Conference Room: I did. I did not ask him to be like on for this part, but I I did School Board Conference Room: But that's something. Maybe you should. School Board Conference Room: You can follow up with that. School Board Conference Room: I think it. It's still, it's still gonna come down to a matter of what we think is best practice. Technically, the law and the chilling effect. And School Board

098Conference Room: So in terms of agenda planning is the treatment of staff being monitored on May second. School Board Conference Room: may I have a question? School Board Conference Room: May may 7, th 2.2. Have it on 2.2 have it? School Board Conference Room: Is anybody concerned that it may be hard to School Board Conference Room: do treatment of staff while all the School Board Conference Room: stuff that's going on is still happening. School Board Conference Room: My main concern would be that the Board has School Board Conference Room: the space to monitor the policy. Ask questions, and learn without disruption. School Board Conference Room: What would your do you have a recommendation? School Board Conference Room: Just feels like it's. It seems like something that we might want to push a little bit School

099Board Conference Room: potentially to like, hear more. School Board Conference Room: No, I I recognize the concern. I we are monitoring the policy. We are not monitoring temperature or anything like that. Right? So I don't want to see us react, you know, react in a way that would potentially be inappropriate. So School Board Conference Room: sure. School Board Conference Room: And I would say, yes, treatment of staff. Yes, I think we've we've heard School Board Conference Room: pretty clearly, even, you know, directed at me. School Board Conference Room: Which I was kind of surprised about. I think we should give it School Board Conference Room: all of our attention and the continuous improvement plan. Take that out, I mean, I just think we there's too much on that agenda, and if we're going to give

100it, I mean, I think we heard that we need to pay attention to this. So take the other thing out and let's pay attention to. That's what I would say. One concern I have about that is that continuous improvement plan has to be approved by a certain time. School Board Conference Room: by the board for legal like for steps right for the agency of education to release our title funds, which is a significant amount of funding. School Board Conference Room: and we have to furnish them upload the minutes to show that that step has been taken. School Board Conference Room: Right? Well, then, then, I then I think that maybe you know these discussion items 6, 35 to 7, 15. I don't think it needs to be that long need to condense there. School Board

101Conference Room: and make sure we give these things their due. Because. School Board Conference Room: yeah, that's what I would say. School Board Conference Room: and you know recess. Forget 15 min, 5 min. School Board Conference Room: Gee! School Board Conference Room: I just saw that you oh, I was just going to share that, for in order to receive our Federal funds we needed to have the cip approved. School Board Conference Room: Yeah, I was in terms of my suggestion that we push School Board Conference Room: treatment of staff. I think that we should consider the the well, the politics School Board Conference Room: of let's say that according to our policy. School Board Conference Room: we're in compliance with a reasonable interpretation. School Board Conference Room: But then that's getting voted on in the same meeting

102where we're still hearing, you know, from Staff School Board Conference Room: about their feelings. I think that it might just not be the right time to School Board Conference Room: have both things happen on the same on the same day. So just it's just a thought that if there was a swap, if we could swap one of the monitoring. School Board Conference Room: Oh, it might be politic. So what I'm hearing is School Board Conference Room: having both on the same meeting is potentially going to make the meeting too long. School Board Conference Room: and the continuous Improvement plan has a date that it needs to be considered by for title funding. School Board Conference Room: So is it reasonable to consider moving 2.2 treatment of staff to the second to May meeting. So not

103next meeting the meeting after that. School Board Conference Room: which what day would that be 2021 to again. I I School Board Conference Room: I I understand, where Seamus is coming from. I disagree with moving the monitoring report simply because we are afraid of the perception. We have a responsibility to. Monitor. We and and I believe we can accomplish this in a single meeting, you know. Again, School Board Conference Room: feedback is always going to be here. We are always going to deal with, you know, large, potentially lively meetings as we've seen this evening, and to let that drive an agenda and the work that we're responsible for accomplishing. I don't think that's appropriate. School Board Conference Room: Oh. School Board Conference Room: change to make. There are certainly circumstances where we may want to

104move monitoring reports, but I just disagree with moving it, because we feel like it may be taken incorrectly School Board Conference Room: or interpreted incorrectly. School Board Conference Room: Did I miss something? Do we not have a meeting on 30th April 30th in 2 weeks? School Board Conference Room: I don't think so. We don't. School Board Conference Room: 2 a month, not necessarily every other week. School Board Conference Room: and the vacation is. Whenever there's a vacation in a month it get it. It gets tricky, and it's not always like. Sometimes sometimes we'll have a back to back meeting School Board Conference Room: this little impact, the schedule. School Board Conference Room: And I just I agree, Laura, maybe we can just tighten up some of the times on some of the other agenda items,

105and that would that would give us enough time to handle. Both reports School Board Conference Room: weren't amenable to keeping both the next and trying to School Board Conference Room: not extend discussion beyond absolutely what is necessary to conserve time for our action items that are next meeting. School Board Conference Room: And it sounds like, or would do. We want to strike the placeholder for recess or just reduce it to 5 min. School Board Conference Room: That means, yeah. Okay, right? School Board Conference Room: Is that, does the board have any more input on either the May second or May 7th meetings. School Board Conference Room: I have reduced recess and check times for the May 7th meeting, and I have add board, vision goals to agenda. Item 5 for the retreat, and please reach out

106to or look out for organization from Emily about lunch for the retreat. School Board Conference Room: Anything else for agenda planning at this time. School Board Conference Room: So with that, are there any questions, comments, or concerns about any of the items on our consent? Agenda? Agenda? Item 11. School Board Conference Room: Review. That's approval of minutes. April second. Approval of 2, 8 orders. We have some hires and resignations and an accounts. Payable order. Check School Board Conference Room: all that's good. No questions. School Board Conference Room: Okay, bye. School Board Conference Room: I have a quick question. So in the approval of the minutes were those I I remember seeing them before. But are they? Were those sent out again? So they are linked in School Board Conference Room: Commonly we will get an

107email with our board packet and anything that's not for public consumption is attached. And then there's just a link that brings you to the public website page, that is, with any documentation that is meant for public consumption. So if you go to documents. School Board Conference Room: the documents. Oh, I see it. Well, it's in. It's in. Tonight's right. It's in yeah. And so at the very bottom, just this is a great learning opportunity for anyone who might be listening. April second, 2025. Board meeting meeting minutes unapproved as they're posted now and then. School Board Conference Room: they'll be Updated once they're approved. If there were any changes, and School Board Conference Room: alright any questions or comments. School Board Conference Room: hearing none, the consent, agenda items are approved, so that brings us now

108to our only remaining agenda item for public session, which is agenda. Item, 9 action items. And this is our monitoring report of 2.4 School Board Conference Room: Superintendent Nichols. I'd like to turn this over to you to share what you'd like School Board Conference Room: to share. All right. Great. Thank you so much. I'm going to invite Tim Jarvis, senior director of finance to the podium as well. So Ron of Rh. Smith is our auditor, who is selected by the city, and is a 3rd party auditor who has the task of reviewing all of our fiscal year 24 finances to review, for he's looking for any findings and would make recommendations. School Board Conference Room: So we have Ron slated to come on at 8.0 5. But we do have the 2.4 monitoring report which

109I'm happy to speak to. I want to start by giving the highlights of the audit. 1st and foremost, we have a surplus, and it's a clean audit. So this is a really big celebration that we were able to have an exceptionally clean audit, which was even better. School Board Conference Room: and the fiscal year 23 audit, which we were proud to hear from Ron about highlights. Of the Fy. 24 audit School Board Conference Room: is that we have a surplus of $291,294 for the fiscal year. This is significant because we don't want a surplus that is too high, or, of course, a deficit. So given, this margin of variance is School Board Conference Room: 0 point 3 1%. This is showing exceptional financial management in support of our students and the community we serve. So

110I'm very proud of this audit. I think this is a really big celebration and a huge accomplishment for our district and our community, and it shows School Board Conference Room: the exceptional management and use of the funds that our community approved. I want to thank Tim Jarvis, Michelle Baker, April Jennings, and our whole business office team for all of their work on this as well School Board Conference Room: and again. So I'm going to walk the board through the audit and introduce you to where, I think are some of the highlights. So. Page one, this is a clean audit. If you look at page 2, you're going to find auditors responsibilities. So this tells you what the auditor is responsible for. School Board Conference Room: and it helps, you understand the scope and what they

111want to do here. School Board Conference Room: Pages 5 and 6. Talk about the 2 different kinds of financial statements for the purposes of our budget. You're looking at fund balance. That is the kind of financial statement that we School Board Conference Room: and you know, we've I've shared this $291,294 amount with you here I'm going to share where the variances are coming for. So we did have on the revenue side some positive sources of variance for the general fund, which were special Ed reimbursements. Zem's impact fees coming in higher than expected. School Board Conference Room: as was the case for fiscal year 23, and also interest on monies. So you know, those were all positives on the expenditure side. Excellent management of money by location. So building based financial management. School Board Conference Room:

112we had offsetting costs for Special Ed and Tyler project costs which were minimal impact here. But we had debt servicing School Board Conference Room: was one of the factors here. We didn't draw down on the entire 14.5 5 million dollars budget bond that was approved. And so we didn't have some of the debt financing School Board Conference Room: associated with that. Given that, you know, in fiscal year 23. And as we've discussed with Rfps and bids, we've still been experiencing shortage of those available to do work. So we, you know, not drawing down on that bond was a money saver. So those are the highlights as far as the revenues and the expenditures go. School Board Conference Room: You know this is a significant document in size, and the pieces that I think are most

113important, you know of this 121 page document are pages one through 12, and that's where the summaries are, and that gives you all of the conclusions and all of the financials are School Board Conference Room: shown in pages one through 12. The remaining document is different ways of looking at figures and opportunities for folks who want to dig in to see how our finances were looked at in different ways. Significant amount of details through those. So just so, you know. Violet Ron just emailed me and says he's School Board Conference Room: ready to dial in perfect great. So I want to. I will introduce Ron, but I want to report that we have no material concerns whatsoever, and we have a surplus. And again, the variance is 0 point 3 1, which is School Board

114Conference Room: really a feather in the cap to our district in that we were able to manage these funds so effectively in support of students, staff, and community. And I'm going to keep talking until you tell me Ron's on. How about that, Tim? School Board Conference Room: So, looking now at 2.4, specifically, I am reporting. Do you want to take 2.4. Do you want me to do just the highlights? I mean 2.4? I think you all have it right. Yeah. Some of it is aligned to the audit, and some of it isn't School Board Conference Room: detail policy. One is, is just an extract of the 121 pages School Board Conference Room: between the General fund, special revenue funds and total funds. And so I think you've largely covered the source of those variances. School

115Board Conference Room: Detailed policy number 2 is talking about incurring debt that cannot be repaid School Board Conference Room: within a stipulated period of time, and in this case, during fiscal year 24, when when the bond, when the when the voters approved the 14.5 million dollar bond School Board Conference Room: in March. Of what would that have been? 23? School Board Conference Room: we had a lot of summer projects going on that summer School Board Conference Room: most significantly. The Zens, the 0 energy modulars were in full swing at that time, and we were incurring payments, invoices that were due to contractors. School Board Conference Room: In addition to some other summer projects with roofing, paving, normal stuff that we do in the summer. School Board Conference Room: The way the Vermont Bond Bank works

116is that they have 2 releases of funds during the year. They have one in August, and they have one in February. And so, although the voters approved these funds at the March Town meeting day vote. We did not actually have access to those funds until School Board Conference Room: August 18.th I believe I think the date is in here August 10, th which is when the bond closure date happened. So between this summer work, starting with the contractors and needing having invoices that needed to be paid, we did not yet have access to those bond funds in order. We have the cash flow through normal operations to be able to pay those invoices. School Board Conference Room: and it's not atypical when you have a construction bond like this, that there is this timing gap.

117School Board Conference Room: So essentially, we needed to have a bridge loan from our Bank TV Bank School Board Conference Room: for about a 2 month period, to be able to School Board Conference Room: borrow funds from Td. Bank in order to be able to pay our contractors. School Board Conference Room: which was secured by the bond. They wouldn't have even issued us this unless they knew that we had this bond coming bond proceeds coming from the Vermont Bond bank. So that was short term borrowing in the summer School Board Conference Room: that required a bond. Anticipation. Note. There's also something called a tax anticipation. No, it's kind of the same concept. School Board Conference Room: We get tax revenue from the city 3 times a year after they've collected the property taxes. And that's

118another example of when you would have short term borrowing, and we have not had a tax anticipation. Now, this is a Bond Anticipation company. It's the same concept. School Board Conference Room: So that's why we had to do that business as usual. School Board Conference Room: Detail policy 3 is talking about using long term reserves School Board Conference Room: capital reserve fund, which had and we have our, you know, exhibits corresponding to all these points. Too easy for me to look at. These. So exhibit 2 School Board Conference Room: is from the audit, which shows that we have this $430,678 in our capital reserve fund. School Board Conference Room: just a reminder before fiscal year 22, or 23. This was School Board Conference Room: $30,678. So the board School Board Conference Room: had previously allocated

119$400,000 to it. And so when we talk about how much money do we have in our capital reserve fund? And in the Fy. 26 budget, you'll recall that we have allocated $250,000 School Board Conference Room: that was passed. So as of July first.st we will be journaling over and and allocated $250,000 of the approved budget into this, and so we'll be up around 680,000 for our capital reserve fund, which is our sort of rainy day fund for unanticipated capital expenses or capital. School Board Conference Room: So other than that, and because we did not expend any of that money in fiscal year 24, you'll see that in detail. Policy 3. We did not School Board Conference Room: use any long term reserves the other thing. The other half of this is our support Staff Retirement

120Fund. School Board Conference Room: and this is something that we're going to discuss School Board Conference Room: in a lot more detail next month when we do policy monitoring report 2.7, which is asset protection. School Board Conference Room: But in the context of 2.4 you'll see in exhibit 3, School Board Conference Room: the the market value summary for fiscal year 24, where School Board Conference Room: the year the fiscal year started with 545,000 plus money. This is money that we contribute School Board Conference Room: to this fund as the employer. School Board Conference Room: and we'll go more into the mechanics of how that happens, because we use an actuary that gives us an estimate of how much money should we invest in this on a monthly basis, to support our long term pension obligations

121for this fund. This is a fund, by the way, that is no longer available to employees. It's a defined benefit program School Board Conference Room: that was set up. I'm not even sure exactly when it was set up. By a previous board School Board Conference Room: for support staff members who were not part of the teachers, Mrs. Pension Fund. School Board Conference Room: and it is kind of self perpetuating, I mean, at a different time. And I think maybe we'll discuss this in more detail next month and asset protection School Board Conference Room: for the life of me. I'm not sure whose idea it was that we should be the plan sponsor of a pension fund. School Board Conference Room: I would recommend that the Board consider alternative measures, and to outsource this to somebody

122else, too. School Board Conference Room: to manage. But it is what it is. School Board Conference Room: and this money gets invested. We have a investment management contract with Sei, which is a large investment manager, so they will invest this money on our behalf, and they will oversee the disbursement of the retiree benefits as well. School Board Conference Room: And so this exhibit 3 simply walks you through. Where did we go? Throughout the course of the year that School Board Conference Room: we had a starting balance. You'll see in the top right of about 13.8 million dollars. School Board Conference Room: We contributed through our general fund, the 545,000. School Board Conference Room: They made payments of 788. There is a investment management fee that comes out of it. There's income earned, there's realized, gain

123and unrealized gain ending with a balance at the bottom right of 15.1 million dollars. So in reference to School Board Conference Room: the detail policy. That we did not use any of those. We did not spend any of these reserves ourselves. They were used for the purposes for which they're intended, which is paying benefits to the Pension Fund members and the contractual investment management fee to Sei to manage the funds. And actually, you know, that year had a pretty good School Board Conference Room: return of of School Board Conference Room: it, earned income of 521,000, and paid out 788 in addition to other realized gains. So it actually did pretty well. But we'll go in unless you have more questions. We'll go more into that when we discuss 2.7 next month. School Board Conference Room:

124Next one is about interfund shifting, and and Ron will probably be able to explain this better than I. But School Board Conference Room: you'll see an exhibit 4. This comes from the audit as well that we have a number of different funds, and we talked about this a little bit when we talked about ap last year or last last meeting. But School Board Conference Room: The general fund is our primary fund, and there are School Board Conference Room: expenses that we pay out of this School Board Conference Room: for our proprietary funds and enterprise funds. So the nutrition services, which is a an example of one of our enterprise funds schools out, is another one. They don't actually have their own checking account per se. And so there's always going to be inter fund transfers

125between the various funds that we have, because the general fund is sort of the master fund, if you think of it that way. School Board Conference Room: but Exhibit 4 will show that there has been an equal and opposite. It's the way the accounting is set up for this, that there's payables to, and payables from the various funds, and the expectation and the requirement is that those net out to School Board Conference Room: 0 which which you can see is the case on exhibit 4 School Board Conference Room: and it's explained a little bit in the evidence in the body of the report detail policy 5. School Board Conference Room: failed to settle payroll and deaths in a timely manner. This is really what we talked about for an hour at the last meeting that

126you know, we wanted to be very transparent and self identify issues that we had with our accounts payable process. School Board Conference Room: especially during fiscal year 24, because during fiscal year 24 School Board Conference Room: is when we did a midyear migration to a new financial accounting system, and this place, quite frankly, was crazy. In terms of. School Board Conference Room: you know, we have a small business office staff, and they were spending up to 60 or more percent of their time and training sessions on how to use the system. School Board Conference Room: and I will be the 1st to admit that some of the day to day housekeeping of School Board Conference Room: other business office functions fell short of our expectations. School Board Conference Room: in, in, particularly in in accounts

127payable. School Board Conference Room: You know there's a lot of School Board Conference Room: daily, monthly quarterly requirements that the business office has. School Board Conference Room: that we're being satisfied, but accounts payable is one of those where you're not necessarily penalized for it. We were not incurring debit interest. In fact, we were probably earning more money by having this cash sit in our bank account and not paying the vendors. School Board Conference Room: Then we would have from having a debit interest, or, you know, late fees and things like that which people were. Our vendors and counterparties were generous with us, that they did not. But you know there was no way that we were going to declare that we were in compliance with Dk. Policy 5. School Board Conference Room: Because we weren't.

128There is an action plan at the end of the report which we've we've talked about already. But you know, as we approach the end of fiscal year 25 in a few months time. School Board Conference Room: We are doing much better. We're virtually caught up and current on our on our accounts. Payables. We found School Board Conference Room: a number of aged invoices that had not been paid. We dedicated resources to focus on that and to catch up. And I think that you know, once you're caught up in an accounts payable. It's easy to keep to to maintain it as long as you have focus on it. School Board Conference Room: Seamus. School Board Conference Room: Is it faster with the new system. School Board Conference Room: is it? What is it? Is it easier

129to keep up with accounts payable with the new system? School Board Conference Room: It's much easier. Yeah. And and there's also more functionality available in the new system that we haven't taken advantage of. School Board Conference Room: It's really accounts payable. School Board Conference Room: It's an issue. I'm just. I just wanted to make sure that you made a process of proof, and it was painful. And then, yeah. School Board Conference Room: it's paying off. It's paying off. And there's even better better things to come because we want to. As we talked about last time, we want to get rid of all this paper, you know, and to have School Board Conference Room: a flow through work process, that is electronic. And so person gets an invoice in their computer and clicks a button as

130opposed to School Board Conference Room: pieces of paper being faxed and and emails being sent to the schools. And did you receive these pencils or not? And we're not going to pay for the pencils until you tell us that you have. And emails get screwed up and everything else right? I mean, it's it's it's been a massively inefficient process. School Board Conference Room: The good thing is that at this time of the school year we stop allowing the schools to order more things except through an exceptional basis, because there's only 2 months left in school, or maybe less than that. But so this is a good period in the year to be completely caught up in accounts payable because you're not getting new purchase orders coming in all the time from the schools. School Board

131Conference Room: So I think we've School Board Conference Room: we've covered that detail policy 6 is talking about the timely payment of I'm sorry. So you confident that next year School Board Conference Room: this is not gonna be an issue. School Board Conference Room: It has been an issue for the 1st half of fiscal year 25. It's not an issue. It won't be an issue for fiscal year 26. It's currently not an issue, either. We're caught up. School Board Conference Room: We've already. We're close to being caught. School Board Conference Room: There was School Board Conference Room: May cool, but we we had a really challenging time in fiscal year 24 in the 1st half of fiscal year 25. School Board Conference Room: detail policy policy 6 is all about these obligations. We have to

132file reports, pay taxes, and whatnot exhibit 5 reflects that School Board Conference Room: when was the due date. When was it accomplished? There were 2 examples that we were 2 days late in making. One was a teacher's retirement. Quarterly report. School Board Conference Room: One was paying payroll taxes. We were. School Board Conference Room: oh, actually, no, the unemployment insurance. So we were 2 days late on 2 deliverables. School Board Conference Room: So given the immateriality of that we have a claim policy, compliance. School Board Conference Room: Detail policy. 7 has to do with making unbudgeted purchases or commitments or hiring teachers above budget. School Board Conference Room: Which was not. We did not do School Board Conference Room: those things in fiscal year 24. So we have. We have declared policy, compliance. School Board

133Conference Room: Detail policy. 8 is all about School Board Conference Room: what when Violet was talking about our surplus. School Board Conference Room: this kind of walks you through the technical language associated with how that works. And this was a very interesting issue last year around this time or around the time that the budget was approved for the 3rd time, because School Board Conference Room: there had been a budget surplus from fiscal year 22, School Board Conference Room: but because the audit hadn't been finalized yet, for, like our 1st vote in March and our second vote in April, by the time the 3rd vote came around that year. The audit was, and it was around. This time the the audit was finalized. And so we actually were able to have access to School Board Conference

134Room: the the a new fiscal year surplus, which the Board decided to apply as a revenue offset to expenditures which is the default solution School Board Conference Room: in earlier votes that year we were contemplating whether we would allocate it to the Capital reserve fund School Board Conference Room: because School Board Conference Room: originally it was 2.2 7 million dollars, and then we got about another 700,000 School Board Conference Room: dollar surplus. So it turned out to be about 3 million. And so when we were doing the budget this year and and and doing our budget development. School Board Conference Room: This is something that really killed us, you know, in terms of School Board Conference Room: not having that surplus available to drive down the tax rate and making it look as if our

135tax rate was increasing School Board Conference Room: disproportionately, because we were starting in the hole. School Board Conference Room: But in any case, for the purposes of fiscal year 24, the Board decided to apply it to the revenue side School Board Conference Room: of the of the Ed fund, and that is within policy. And therefore we have policy, compliance. School Board Conference Room: detail policy. 9 is about receivables. Most of our accounts, you know. You might wonder, like, why does a school district have account. It's mostly tuition. That is owed to us by other school districts. And also things like when we rent out our facilities. School Board Conference Room: and charge School Board Conference Room: whatever entity is using facilities. Those are the 2 major sources of accounts receivable, and at the end of

136fiscal year 24. We had no accounts, receivables over 60 days old, which is the detail. School Board Conference Room: Detail policy. 10 School Board Conference Room: talks about accepting non-resident tuition students. Unless tuition is being paid by other Vermont school districts. I don't know if we ever do this, but we did not do this in fiscal year 24, School Board Conference Room: and I don't believe we do it now, either. So that's a pretty easy one that we report policy compliance. So School Board Conference Room: those were the 10 detailed policies associated with 2.4 School Board Conference Room: And despite having declared noncompliance for School Board Conference Room: the detailed policy associated with accounts payable which represents a School Board Conference Room: relatively small if not immaterial piece of the overall financial School Board Conference

137Room: operation for the district for the year. School Board Conference Room: We feel that on an overall basis we we have. Where can report policy compliance to the monitoring report as a whole. School Board Conference Room: Especially in addition to the positive audit results that we received, which is a clean audit, unmodified, unqualified. School Board Conference Room: qualified. And I will let Ron. School Board Conference Room: unless you have any more questions about policy 2.4 School Board Conference Room: I can turn it over to Ron, who will be able to walk us through his independent assessment of School Board Conference Room: where we are with this fiscal year 24 audit, as we've seen and completed. School Board Conference Room: Welcome, Ron, thanks so much for being here tonight. Ron Smith: Folks. School Board Conference Room:

138Hi ron. Ron Smith: And you gave a great you gave a great great prelude into this into this next sequence. So sure. Ron Smith: So, Tim, anything else you want to add. You want me to just kind of like pick up where you just left off, and. School Board Conference Room: Yeah, I know. School Board Conference Room: Go over the board would just be interested. In hearing your opinion about School Board Conference Room: what your firm has reviewed, and the conclusions that you were able to draw School Board Conference Room: any and certainly any concerns. That you might want to add the the other thing I I will add one more thing, which is, that School Board Conference Room: part of the audit packet is a management letter. School Board Conference Room: where the auditors,

139although they have indicated in the reports that there are not material concerns that they have. School Board Conference Room: There's always the opportunity for improvement and the our willingness to School Board Conference Room: desire and willingness to to accommodate that feedback is important. School Board Conference Room: It wasn't a surprise. It was around cash reconciliations, timely deposits at the bank. And I think that it's important for us to get independent feedback of how we can do our jobs, and you know we always want to be in a continuous improvement mode. Certainly the School Board Conference Room: migration to the new platform has brought inherent benefits from that perspective. School Board Conference Room: I think that there's still always opportunities to have better procedures and better controls. I think that the sort of craziness for lack

140of a better word of what we experienced in fiscal year 24 of trying to do our day jobs and convert to a new system. School Board Conference Room: And if you recall from my last meeting, not only converted to a new system, but completely changing the uniform chart charter accounts that that we were using School Board Conference Room: which leads to or led to, you know, a lot of extra work to try to put a square peg in a round hole in order to bring us into compliance with Vermont's uniform chart of accounts. That's done, and you know, as we have rolled into or about to roll into fiscal year 26, School Board Conference Room: when the budget module is set up for fiscal year 26, we will be in compliance with the form chart

141of accounts, and I think we're going to make Ron's folks job a lot easier. When they do our audit next year, and in the following year, having done all this work throughout the course of fiscal year 24 and 1st half of fiscal year 25. So School Board Conference Room: I just wanted to make sure that I wasn't overlooking the management letter. School Board Conference Room: But at this point, Ron, I will turn it over to you some briefly on. Ron Smith: Saw a hand up, though. School Board Conference Room: Do you have an action plan to address those 3 School Board Conference Room: things, the cash receipts? It's really well, the accounts receivable. The action plan is embedded in this report. School Board Conference Room: which we shared with with you already School Board Conference

142Room: for action. Plans relating to, we should deposit our checks in a more timely manner at the bank. School Board Conference Room: The action plan is, yeah. We should deposit our tax more time there. But in in terms of School Board Conference Room: you know, I I don't think that those items that were raised in the management letter School Board Conference Room: have reached a level of School Board Conference Room: of materiality that you know there's a big action plan associated with other than do your job and and keep track of your job better. And so one thing that we are committing to is a much more robust set of reporting for the board School Board Conference Room: that we will be providing throughout the course of fiscal year 26. Now that things are settling

143down, and we actually have good reporting to share with you. And and I think that's really the action plan that School Board Conference Room: for things like you know what is. Let's say it's on a quarterly basis like, show me a snapshot of your accounts receivable. Show me a snapshot of your accounts payable. Show me a snapshot of what deposits you haven't made at the bank right? So I think the action plan School Board Conference Room: other than accounts receivable, which is much more robust than depositing checks and reconciliations as well. I mean, I think, that School Board Conference Room: one of the areas that we fell short on and was noted in the action plan was timely reconciliations. I mean, throughout my career in the private sector. If you do your reconciliations on a

144timely manner, and you're on top of your reconciliations and everything else just follows suit because it's when you're not reconciling in a timely manner that you fall behind. And there are School Board Conference Room: items in the intra year, financial records that School Board Conference Room: can be problematic right? Like you don't really know what your cash flow is, because you haven't deposited your checks and things like that. So I think that the commitment to a more robust School Board Conference Room: financial metrics, both for ourselves and for the board and for Violet is is definitely School Board Conference Room: kind of like the overriding action plan for these other items that were found in the management letter School Board Conference Room: reconciliations, deposits, etc. School Board Conference Room: I just yeah take a question

145for Tim. School Board Conference Room: Well, I mean, I was just gonna ask as a follow up to that. I you know I don't know what comments. If there's been other issues in previous audits, like a management report where there's been some deficiencies, perhaps. School Board Conference Room: And I would just think that if there's a way to steward, those like that could then be presented to the board that we could say, like, okay, these are what the deficiencies were, whether it's cash receipts or cash disbursements or bank reconciliations, that at some point in a an agenda, whether it's quarterly or something that we have these kind of financial touch points that we need to look at. School Board Conference Room: because we knew that that was insufficiency in the past, or an opportunity for

146improvement. We just keep it. If we look at the fiscal year 23 management letter, which is the predecessor. There was one item which was reconciliations. And so reconciliations. Okay School Board Conference Room: with if it's okay, I'd love to get Ron on. And then maybe yeah, he School Board Conference Room: knowing you, Ron, you'll be able to probably answer a lot of the questions. Ron Smith: Sure. School Board Conference Room: I just I wanted to say, Hi, and welcome. I think this is my 4th audit with you. But I wanted to give you the context that we are now a 7 person board, and of that 7 person. School Board Conference Room: Well, I've heard, I've heard congratulations. School Board Conference Room: Thank you. Yeah. School Board Conference Room: I will not go so far

147as to say that these 4 new Board members School Board Conference Room: I think they have much more experience with audits than I did when I started. But I just wanted to give you that context if you're able to offer some of like what Jennifer was saying, you know, year over year and School Board Conference Room: Just so, you know, so welcome and thank you, and. Ron Smith: Chelsea. Ron Smith: So so I'm Ron Smith, born and raised hail from the great State of Vermont, born and raised in St. Johnsbury, Vermont, and South Burlington used to beat the snot out of us every year in baseball. So there's what I'm gonna start with. Ron Smith: So so it's a couple of things because I hopped in. Ron Smith: you know, as as Tim, and I'm

148not sure, Tim, where you were in your presentation. Let let me start with this. We do like all the school systems in the State of Vermont, and I've been doing this for 35 years. And and let me just tell you. Ron Smith: not only South Burlington School district. There were some other school systems that had bad days and weak moments that, too, also had self-funded retirement plans. Let me also start by saying that I don't know if there was something in the air. You know, about 1520 years ago, you guys, but you weren't the only one in this position. So I'll start with that. Ron Smith: you know, and and really to kind of pick up with with Tim in this audit, it seems like we've been going through some transition, you know, at the

149South Burlington, you know School Department, and and I think that that certainly has aided and abetted. You know some of the concerns, you know that Tim is talking about here right now. Ron Smith: you know, largely in part. I think everybody forgets. You know that there's been a lot of transition, you know, in the finance office, you know as well compounded, you know, with going to a new platform, you know, for financial software. Ron Smith: And this is where I really put this into perspective. You all Ron Smith: your reporting deadline was March 31.st You've complied with your comporting deadline. Whether or not we like the news, or want to talk about the news, and we all are discussing it now to get better. Look at where you've come from. Look at where you're at

150right now, and you're in compliance with all the financial reporting deadlines, including the big one, the Federal compliance deadline. You know, that exists out there that you have to. So I'd like to start the conversation out there. You know that way is to start it off on a good note Ron Smith: you all, you know and say, through all the trials and tribulations and transition and struggles, we still were able to comply for the second year in a row. You know our financial statement audit, and I think that that's hats off to the people in that finance office for really kind of gritten it out, you know, getting through all of this stuff and and all that, and I want to start with there. Ron Smith: you know, which really kind of leads into my

151next, you know. Next point is, you got an unmodified opinion. You know, we've got some best at practice issues. Okay, financially, we know where our financial struggles are with the school system. Okay? You aren't the only one of these financial struggles, as well. Ron Smith: you know, but the fact that we're talking about it, you know, and and timely talking about it. As this information is getting delivered to you, I think, no matter what anybody thinks of the conversation, it's good conversation to have, you know, because it's out there, and we're able to come up with action plans, you know, during the course of the course of the year. And I'd also like to, you know, to start by this. Ron Smith: You know one of the other things, you know, that I think that

152really makes this this whole process challenging. And this is a Vermont thing, and it's a Vermont thing that needs to change. I've been very vocal, you know, and talking to all the school systems talking to legislators participating in hearings, you know. Out there Ron Smith: you have a Marks town meeting. Ron Smith: Your fiscal year is not even over. Okay. We all know what's going on in the world out there. That's ugliness right now, with education. Other Federal funding, you know, that exist out there, and 3 months before your year ends. You know, we're sitting here talking, you know, just about really kind of what that next budget is going to look like. And to me. It's almost even unrealistic now to have a March town meeting running a 60 million dollars budget you all.

153Ron Smith: you know, and getting kind of closer to that landing that you know thing to to like a June Ron Smith: conversation that we have as we're trying to get close out our books, you know, for the fiscal year. Tim's already kind of alluded, you know, 2 years ago, you know, we kind of like there's uncertainty with what our carryover balance was going to be that kind of delayed, you know. Budgets kind of, you know, led to some failed budgets, you know, that exist out there, and I think that that's a problem in the State of Vermont. You all. It's really the timing of Ron Smith: these town meetings and the passing of these budgets right now is a little too premature. Ron Smith: you know. Really, in this world Ron Smith: you know,

154that we live in, and I'd kind of like to just start that all off by just setting. The tone for this conversation is that when you're running a 60 million dollars budget and you're trying to get to the finish line of your end of your fiscal year. Every dollar is important. You know. Every contractual settlement. Ron Smith: you know, every negotiation that you guys do, you know, is important. Every capital project. And there's a lot of infrastructure projects at the school of the power is important, you know, and money is important. I just feel, you know, that there's a problem in the State of Vermont. Really, you know, with kind of the earliness of these town meetings and kind of setting these budgets there, and and I think that the extra few months 3 months.

155Ron Smith: you know, and looking into that crystal ball, you know, and and that's what we do in the State of Maine, and I'm not saying that's right or wrong, but that really allows us to make better business decisions as we get closer to the year and kind of see how this plays out, especially some of the Regulators that are responsible for our money. Ron Smith: you know, coming in our door, you know, and really what that looks like during the course of the year. And as we get close to the year, it's really nice to have that information. So I just wanted to kind of prelude this context, just to put not only South Burlington, the world of government and the world of school, you know, into perspective here right now, and and schools

156are always being required to do more with less. Ron Smith: Okay? And and I don't think you can work any any harder, you know, or smarter financially, because you get year and year and year, you know, last year we started with 3.5 million dollars going into this year. That just finished the audit. You know you ended the year about the same place, and you literally use that 3.5 million dollars to offset budget needs for the next fiscal year. Ron Smith: So so there's no extra money on the table is where I'm going, which makes it even more important to kind of prognosticate. You know where you're going to end the end of your fiscal year. Ron Smith: because when you've got 3.5 million dollars, as your financial says for a carryover balance, and you and

157you use 3.3 million dollars for the next budget, which leaves you a little over $200,000 of money that's not attached to anything on a 60 million dollars budget. Ron Smith: That's not a lot. And that really kind of puts into perspective what Tim just said. And there's many school systems you all out there, not just in New England, all over the United States that are in the same position as you are, and really, for the sake of this conversation, I just want to keep it confined to South Burlington. But Ron Smith: $200,000 that's left that's not attached to anything on a 60 million dollars budget by my math, that's like 4 tenths of a percent. Ron Smith: I'm not even sure that's a few days of your operating budget. And typically in the world of

158government, we're talking 30 days of an operating budget, 60 days of an operating budget, you know, and it gives you one extra year by law in the State of Vermont, to do something with that moving into capital reserves to use it for budget offset. You got $200,000. You used everything for budget offset, and the $400,000 that Tim alluded to, that you have sitting aside in capital reserves. Ron Smith: Look at the infrastructure that you possess out there right now. You know $400,000 of a reserve fund which is twice as much as you had 3 years ago, and that's still not a lot. So if anybody says that the South Burlington School Department is tripping over money, you know, and really just kind of like putting this money away couldn't be any further from the truth.

159I think you've been very frugal with your money. Ron Smith: I think that you know that that you know that there's a lot of things you know, that we we we've done, you know, as well trying to put best practices in place and some growing pains and some software implementations have kinda you know, impeded our progress on that. But literally to be north of 0, you know, I think you know, should be kind of commended with with where you're at right now. Ron Smith: you know. But but I think that there's going to be some strategic planning that you guys are going to need to do financially, just like any other school system, you know, out there, for for many reasons, you guys have over 4 million dollars of Federal grants coming in on top

160of your 60 million dollars budget. Ron Smith: These grants are on a reimbursement basis that Tim alluded to. Okay, you spend the money, you get reimbursed, the money. You put a million dollars into esser funds, into title, one into special Ed local entitlement programs out there. You don't have this money. You're spending it to get reimbursed. So the leaner that you are financially the more impactful it is to manage your money is where I'm going. Ron Smith: you know, and and South Burlington every every month could have, you know, 200 300 400 end of the year, a million dollars tied up, waiting on the State of Vermont to reimburse itself. So so there's so many things, you know, and moving pieces, you know, of the puzzle. Ron Smith: you know, to, you know, to really

161kind of sit here and discuss, and to be north of 0, to not be in a panic mode of gloom and doom. Sure, there's a lot of things that we could do together, you know, and and do better, you know. And together, you know, pat yourself on the back. You know there's some school systems that have deficits that you just turn around and pass on to the municipality by law, you know, 2 years down the road. You're not one of them. Ron Smith: You're not one of them. So so I just like to again just start this on a positive note, you know, with this conversation, saying, I think Tim did an eloquent job, you know, really kind of talking about some of the struggles of the business office. And really, you know, all hands

162on deck to get through 24, because it was a challenging year, and, as Tim said, to put it in even context, the materiality, the significance of the findings. Ron Smith: You know there was nothing of material nature that says, Hey, we were behind in cash reconciliations. We were kind, and you know, general ledger reconciliations. There was nothing impactful that said, it cost us this. It cost us that, and I think that that again is very important to note you all that, even with some of our best practice matters, you know that we have, you know, in our hands, you know right now we know about them. Ron Smith: We've done something about them, I can tell you right now, looking in the crystal ball when we do the 25 audit. The 1st part of the

163year is going to be a tough. Ron Smith: tough part when we do our sampling. You know. Tim's already told you that. Yeah, we know that, too. So what do you do? You try to see the progress, you know, after that 1st part of the year, and, as Tim says, you know is that you'll see that we look forward to seeing that, too, you know, because that's an expectation that we've had as we work through this past audit with you, you know. And as we start getting like right now into the 25 audit Ron Smith: is the progress you know that you guys have made. Now that you get your software implementation, you know. You know, behind you, you know your staff is settling in here right now. Those are all the things that we

164expect to see, you know, the more positive like the second half of this 25 audit, you know. That's about 2 and a half months left, you know, before you close out your your fiscal year. Ron Smith: the pooled cash you know that you guys have. Ron Smith: you know if and your your fund balance is going down every year, folks, every year your fund balance is going down so as that cash dwindles in this pooled fund balance as you continue to receive these 4 million dollars plus of Federal and State grants to run other programs at your organization besides your core curriculum, you know, and your general fund budget. You know it takes money, and you've got the money. But that money is dwindling. Ron Smith: you know, and I think that there's probably 2

165areas of need is to try to come up with certainly some kind of stabilization funds, you know, because at some point in time we've come out of Covid. Now Ron Smith: you know a lot of these. You know a lot of these savings, you know, for lack of a better word, because of the you know, not spending all your money, you know, there, and and the savings are Covid. They're driving up now, you all. They're all drying up now, and we're starting to see that with all the school systems that's a positive trend. We've probably got 70 audits under our belt already for June 30, th 25. You know Ron Smith: the fund. Balances aren't getting bigger. They're getting smaller, you know, in there, and that's a concern that we have with South Burlington certainly

166is, you know, as you continue to throw this money at tax relief. You know that you're using some of it. You need it to throw at tax relief, and that's not allowing you to keep up with things like capital projects, as Tim kind of alluded to. So so there's gonna be some need not, just for you all a lot of schools Ron Smith: systems, for sure, with some strategic financial planning, you know. And that's really one of the messages I would deliver here tonight. There's a lot of this conversation going on right now, especially with the uncertainty, with Federal funding, you know, that exists out there State to state. So my State, I have a residence in Vermont. I have a residence in Maine, you know. Our State has certainly got a big target on

167its back Ron Smith: right now. We just got a lawsuit yesterday from the Us. Federal Government in the world of education. I'm sure of that. And Ron Smith: you know, and and and and and though so we're we're in uncertain times, for sure, you all, and you know, and I think financially as Tim's kind of alluding to it. You know, you've still been able to be compliant with all your financial reporting, still getting the data. That kind of shows where the issues are you all and and and and one of the things that we saw on 24 to kind of compound. You know where where Tim was saying, is, you overspent your total budget Ron Smith: last year, but it got mitigated by extra revenues coming in, and your fund balance that you had your

168carryover balance from the year before unassigned. So what's that mean? You didn't totally overspend your budget. You had some problems with your expenses, and certainly what you expected. You spent more that was mitigated by additional revenues coming in, and the money that you retain in your back pocket to mitigate that Ron Smith: if you didn't have that money this would be a different conversation for South Burlington. But you did, you know. And and really, that's just something that I would just throw my hands up there and say, you know, that that budget's important to really kind of stick within it, you know, and the fact that you had extra money available. In fact, you had revenues coming in over projections really made a problem, you know. Mitigated a problem with increased costs and budget. I

169think regular instruction was one of the big big Ron Smith: cost centers that was overspent. Ron Smith: you know. So there's some of the, you know, the just the overall comments that I had just to kind of piggyback on what Tim said, you know. And and again I would just go back to what I said. Originally Ron Smith: you got our highest opinion, an unmodified opinion. We didn't find any question cost in the Federal compliance audits that we looked at for food service and title one. Okay, so these are all good news. But I'll tell you there's going to need to be some some conversations regarding, you know, some kind of strategic financial planning, and I don't think that you're the only one folks that are in that position. There's a lot of government that's

170in that position right now. Ron Smith: So. School Board Conference Room: Yeah, hey? Thanks, Ron. So School Board Conference Room: in your opinion, you know, I know you're not our financial advisor, but devoters and taxpayers need to be concerned about the fact that the 3 million used last time won't be available this time around or like, how would you explain that School Board Conference Room: in layman's terms. Ron Smith: I'm gonna go back to layman's term. Go back to what I said. Well, I wish you could ask me that question. In June of 2,025. So we get closer to the end of the year and see how much of that 3 million dollars we have left, you know. And that's where you know that. I say, you know, it's literally you're you're looking into the

171crystal ball, the school systems, doing everything you know that it possibly can to continue to look into that crystal ball. I think you're being responsible and transparent, you know, in South Burlington, I'll say that so. School Board Conference Room: I think I think if I can add on or comment on Seamus's comment, we already took the hit on that School Board Conference Room: right, and that's why we needed to have so many cuts. And that's why we had to cut staff. And that's how we had to cut across the board because we started 3 million dollars in the hole. School Board Conference Room: So you know, for better or worse, you're not starting fiscal year 27 in the hole. School Board Conference Room: When you look at things like, what is a year on year

172increase in per people spending and things like that? School Board Conference Room: But you know, just to state the obvious, none of us know what's happening in Montpelier. Right? So in addition to the inherent challenges every year of budgeting, you know, over a year in advance, and not knowing how many students you have and how much special Ed Ieps you're gonna have. School Board Conference Room: and so on and so forth. School Board Conference Room: Although it now seems less likely that we're going to see the impact of this education transformation School Board Conference Room: as earlier as the Governor 1st proposed, we would see it. Maybe it's not going to be until fiscal year 29. It's so important in these next couple of years to ensure that we have School Board Conference Room: a

173crystal clear handle on our budgeting process, which is one of the reasons going back to the Tassam engagement School Board Conference Room: that we feel that, having help in in formalizing that process will be helpful to us in the in the next couple of years, and in the years to come. Ron Smith: Now we just take, take and spin on what Tim just said. I've been doing this for 35 years. I think the next 60 days are vital to the world of government, really, and kind of the clarity you know, of that. I've never seen the world of government in 35 years. I'm going back to the economy collapse in 2,008, you know, during all the era, you know Era, you know, when all that money got put in just like it did during Covid,

174for different reasons. Ron Smith: I've never seen it this bad you all. I've never seen the uncertainty and so many government officials and State officials on pins and needles right now, just kind of trying to look into that crystal ball and and and prognosticate, as I say, you know what the next 60 90 days are going to be. As you try to take this budget across the finish line. There's a lot of people in this situation. So just to keep where Tim left off. School Board Conference Room: Just you know. Thank you. Ron. And and Ron has mentioned a couple of times. You know the strategic financial planning. And this isn't a question for Ron. I guess I'm just gonna throw this out and Chelsea, maybe you can answer it. It sounds very, very important

175that we do this. I know this is happening already. But, School Board Conference Room: I'm just trying to remember how the board is involved in that strategic planning, and where that happens is that a scheduled activity that we're involved in just for my own edification. And we can answer that later, after Ron's not on. I just bring that up because I School Board Conference Room: I I can't remember. And for the new board members it may be helpful, because again, Ron has emphasized that a couple of times, and I think that's something to come back to. Ron Smith: And Tim. I'll just hop in here, you know, and say this, too, as well. And you know I'm here to answer anything for you guys that I possibly can. But here's what I'll also say Ron

176Smith: if cutting positions is part of your strategic plan and evaluating the programs that you offer to bring our kids up through this system. That's a tough strategic plan right there to have to rely on. That is a tough ingredient of a strategic plan, and I'll just say that. School Board Conference Room: Thank you, Seamus. School Board Conference Room: I was gonna ask one thing, but I'm gonna ask a different question, based on what you just said. School Board Conference Room: So what is a better option than thinking about cutting staff. Ron Smith: I think that that's part of your strategic plan. You know. I think that like I say, I think. And again, you know I get it. You passed a budget back in March. You know that you're moving forward with. That wasn't

177an ideal time to pass a budget, you know, and and and I just think that you know over the next 60 70 days. You know pieces of your strategic plan pieces. You know, of some of these grants. You know that we're talking about this 4 million dollars coming into your system Ron Smith: that could also compromise and affect the services that you're providing with the Federal funds out there. Okay, that's going to affect your strategic plan. And there's just things that you don't know right now. But I think, as you kind of get into July and August. You all. You know that there's going to be some more certainty. There's going to be some more clarity, and I think whether it's, you know, it's the programs that you offer now based upon. Ron Smith: Now,

178knowing how these Federal programs are going to be funded or affected at all, if they're going to be any cuts to it, you know. That's really where I think it would just be irresponsible for me to say what a strategic plan would look like right now ask me that question in July or August. I'd much feel much more comfortable answering that question. School Board Conference Room: So I just have kind of a comment slash question. But you know, some of this information when you're looking through the audit report is School Board Conference Room: is, you know, it can be complicated and difficult. Ron Smith: Absolutely. School Board Conference Room: To interpret and to School Board Conference Room: to to absorb, and one recommendation that I would have more for the Board, and perhaps with Tim's

179support, is to pull together something again that's digestible that allows us to see like, okay, this is what we have. This is what's coming in from taxpayers. This is what's coming in from the Federal government. These are all the inputs. And then this is what we have going out so that we can use that information in order to establish a strategic plan School Board Conference Room: that makes sense, because right now I feel like it's a lot of arm waving and not understanding. You know what that picture is going to look like next year, like, what money do we have now that we're not going to have next year? So again, I think that we're talking at a level up here, and we need to get it at the level that we can understand that

180we can all understand and disseminate, and then School Board Conference Room: be able to help field questions that are coming in from the community as well. So I would just like to add that. Ron Smith: Just to piggyback on that. If you took statement C out of those 100 pages and and expanded that statement C. To this conversation, you'd now see the context of almost everything we've been talking about here right now, and I think, instead of looking through the 100 pay, we don't make the 100 pages up. You all. By the way. Okay, those are standards. Those are set in stone, you know. We have to comply with them. If you don't comply with them. We got to mention them in our audit board. You comply with them. School Board Conference Room: Yep. Ron

181Smith: So. But taking that statement, C out of there and taking statement E out of there and your budget to actual, I think you can condense about 8 to 1010 pages, you all, and really kind of put that out there which is the foundation, you know. And and and remember, we're talking about information that's 9 months old now. Okay, so where are we now? And that's why I say, this conversation would be much better had in June and July, you know, as we get closer to the finish line for this next fiscal year. School Board Conference Room: Cheese. School Board Conference Room: So you've said that a couple of times the discussion we would be better in June. School Board Conference Room: and also that the discussions right now are our. School Board Conference Room:

182you know the Tom meeting days in March. So, in your opinion, should we be advocating for changing something in terms of scheduling. Ron Smith: When you say changing like your your town meeting. School Board Conference Room: Right. Ron Smith: Yeah. So the the statute allows you some options with that. So I I think you have some options. But if I were you. Ron Smith: you've got a 60 million dollar budget. You're leaning me. It's not like you've got a pockets of money everywhere. There. Yeah, I'd be looking to get closer to the end of your fiscal year. You know, as you start making some of these big, some of these businesses, some of the other school systems in Vermont do. The towns have their meetings and match, but the schools wait till June. Ron Smith:

183you know, and and and that might be something to consider what you gotta be very careful with you guys is you're under a charter form of government. I think the charter kind of sets that. So the city you and the city will have to have some conversations, you know, if you move, that date is the one thing that I would certainly just qualify this conversation by you all. School Board Conference Room: Is that something you support, Violet? School Board Conference Room: Yes. Is that something that we've brought up with the city? School Board Conference Room: It is. We talked about this in our last city school meeting in order to do this. So our town meeting day is tied to the city charter. So this would require a charter change, and it would need to

184be a request brought forward, either the Board directing me to bring the Charter change request to the Council, or for the Board to do so themselves. School Board Conference Room: Charter changes typically take School Board Conference Room: around a year. And so this is something that wouldn't be able to be operational for some time. School Board Conference Room: I also thought there was some consideration about School Board Conference Room: hiring a contract, and so like, if we wait until June, and then the budget fails and we have contracts. School Board Conference Room: Let's start in July. That's not School Board Conference Room: a lot of time. So just having a a good discussion about the operational impact. And this conversation impact. And I think would be needed. School Board Conference Room: Yeah, our Cba would

185need to reflect town meeting day as it does now. So right now, dates of riff notifications and contracts, I think, could be better aligned. So, for instance, now we have to riff all employees School Board Conference Room: after a 1st budget, for instance. So having a leader town meeting date. It would be better for employee morale and allow us to retain staff. Better. But again. I think the the Cba rif and contract dates would have to be aligned with whatever the meeting date. School Board Conference Room: And well, and I will just add, School Board Conference Room: I don't know if Staff would be in favor of that change, because often job postings, if they do want to leave. School Board Conference Room: they they have it. Let me, Laura, you can probably speak to

186this, but School Board Conference Room: to find out that you get riffed after most jobs have been School Board Conference Room: posted and people have been applying for them could limit your capacity to find a different job. So it's a pretty complex conversation. School Board Conference Room: And I also, we're talking about the audit, so I don't want us to get too off the track, but it is a helpful point. School Board Conference Room: but. Ron Smith: And Tim just to let you know. I can tell you I've been approached by some of the leadership at Vasbo to try to get into your July or August agenda to talk about some of these very same things you guys are talking about right now, Fyi. So. School Board Conference Room: Is there another question? School Board

187Conference Room: More questions or comments are generally for Mr. Ron Smith. School Board Conference Room: If you, if you don't know Ron is conducting this meeting while he's on vacation. School Board Conference Room: and I was worried there, Ron, for a few. Ron Smith: Well, listen. So, Tim, let me just let me just tell you, Tim, I'm gonna be on an airplane in 2 h, heading to Puerto Rico man. So that's the only way I was able to fit this bad boy in, Mister. School Board Conference Room: Well, we certainly appreciate you making the time for us. Ron Smith: Hey? Listen. I'm glad to participate in anything that you guys all need me for a sounding board today tomorrow, or whenever I really enjoy the relationship your business office are classy people to work with. Let

188me say that so. School Board Conference Room: Thank you. Ron. School Board Conference Room: Thank you. Ron Smith: Any other questions of me. School Board Conference Room: No, you Seamus. So in my industry, when I read audit reports, I always go straight to the opinion sections, and I think that I have that there are 2 here. School Board Conference Room: There's there's the one. School Board Conference Room: Well, there's there's 2, there's crap it! I lost it here. Ron Smith: Page 3 or 4 is the 1st one. School Board Conference Room: Which one. Ron Smith: 3 or 4 is the financial statement, opinion. School Board Conference Room: Alright! So! How many opinions are there in this. Ron Smith: You get 2 opinions from us. Okay, one on your financial statements. That's how you spend your

189local appropriations. State money. And there's another letter in the back about the Federal funds, and how you've spent that. So there's 2 reports in there that you're probably alluding to Ron Smith: right Federal funds and your and your regular funds. School Board Conference Room: And those are the 2 where we're we're clean. Ron Smith: Correct both on both. Yes, correct. No question cost some best practice issues that didn't rise. As Tim said, the word materiality didn't rise to that level. No question cost. So they were clean. School Board Conference Room: Any other questions for the Monitor. School Board Conference Room: I have a question, Ron, how many years in a row have we caught you on vacation? Ron Smith: This is the second one, by the way, but here, but here I was smart on

190this one. Okay, I didn't get up from the dinner table, you know, at 8 o'clock. Here, I'm going to the dinner table now. So this is a good day for me, and I'm gonna have a mojito. School Board Conference Room: Any other questions. School Board Conference Room: Alright! Enjoy your vacation, Ron. Thank you. Ron Smith: Well, yes, thanks, and Tim reach out anytime. Listen. I really any anything that I can be of service, and like, I say, Tim, in July and August. I'm pretty sure a lot of these common ground things that you guys are talking about tonight. Vasbel wants to bring him like 1st and foremost right to the front, so everybody be well. Take care. School Board Conference Room: Thank you, Ian, have fun. School Board Conference Room: All right, board members. Are

191we ready to go through our detailed policy reports? School Board Conference Room: Or are there any further questions, comments, should I just School Board Conference Room: point of order, I guess. I believe probably one of us should move to accept the report with a second and then have discussion. School Board Conference Room: I move to accept the to approve the School Board Conference Room: 2.4 financial condition and activities, executive limitations, monitor and record as presented just have a second School Board Conference Room: one second, one seconds, any discussion. School Board Conference Room: Okay, so just I just wanted to make one comment. This is actually the 3rd report I've seen. I did attend a meeting where I wasn't on the board, and I remember there was a noncompliance there. The report that we monitored last

192year was was excellent. So this is the 3rd year in a row that I've seen School Board Conference Room: the financial reports be pretty outstanding, and I just want to commend the business office and our superintendent for being such good stewards of our money. So School Board Conference Room: so, as a part of continuing this motion, I'm now going to read through the policies, and it's to me if you can say clearly whether you're saying yes or no. School Board Conference Room: just for the sake of moving through the process. And that way, if I hear a no, I can stop. And School Board Conference Room: so, just as a reminder, since we're pretty new, I'm going to read through the global policy. And then I'll go each policy detail and ask reasonable interpretation, adequate

193data and compliance or compliance and acceptable for each detail policy. And then I'll ask the same questions for the overall global policy. School Board Conference Room: You ready? School Board Conference Room: Okay. School Board Conference Room: 2.4 financial condition and activities. With respect to the actual ongoing financial condition and activities, the superintendent shall not cause or allow the development of financial jeopardy or material deviation of actual expenditures from board priorities established in ends, policies. School Board Conference Room: Further, without limiting the scope of the foregoing. By this enumeration. The superintendent shall not one expend more funds than have been received or budgeted in the fiscal year to date. Reasonable interpretation? School Board Conference Room: Yes, yes, adequate data. Yes, yes, in compliance. School Board Conference Room: 2. Incur debt in an amount greater than can

194be repaid by certain otherwise unencumbered revenues within 90 days. Reasonable interpretation? Yes, yes, adequate data. Yes, in compliance. Yes. School Board Conference Room: 3 use any long-term reserves. Reasonable interpretation. Yes. School Board Conference Room: adequate data. Yes, in compliance, yes. School Board Conference Room: for conduct interfund shifting in amounts greater than can be restored to a condition of discrete fund balances by certain otherwise unencumbered revenues within 30 days. Reasonable interpretation? Yes, adequate data. Yes, in compliance, yes. School Board Conference Room: 5 failed to settle payroll and debts in a timely manner. Reasonable interpretation? Yes, adequate data, yes, compliance plan acceptable. School Board Conference Room: Yes, yes. School Board Conference Room: 6. Allow tax payments or other government ordered payments or filings to be overdue or inaccurately filed. Reasonable interpretation? Yes, adequate data. Yes, in compliance.

195Yes. School Board Conference Room: 7 make a single unbudgeted purchase or commitment of greater than $25,000, or the addition of a point 5 fte teacher. Splitting orders to avoid this limit is not acceptable. Reasonable interpretation. Yes, adequate data. Yes, in compliance. Yes. School Board Conference Room: 8. Spend the prior year's undesignated, undesignated fund. Balance, reasonable interpretation? Yes, adequate data. Yes, in compliance. Yes. School Board Conference Room: 9 fail to aggressively pursue receivables after a reasonable grace. Period. Reasonable interpretation? Yes, adequate data. Yes, in compliance. Yes. 10 accept non-resident tuition students, unless tuition is being paid by other Vermont school districts or the State. Reasonable interpretation? Yes. School Board Conference Room: adequate data. Yes, in compliance, yes. School Board Conference Room: 2.4 financial condition and activities. With respect to the actual ongoing financial condition and activities.

196The superintendent shall not cause or allow the development of financial jeopardy or material deviation of actual expenditures from board priorities established in ends, policies, reasonable interpretation. Yes, yes. School Board Conference Room: in adequate data. Yes. In compliance. School Board Conference Room: the 2.4 financial condition and activities. Monitoring report is approved. School Board Conference Room: Thank you. Tim, yeah. Thank you so much. School Board Conference Room: Okay, as we. As we wrap this up real quick, though I will say again, I think it would be helpful, and I don't know how we capture this, but there's 2 big takeaways that I have. I mean, one is pertaining more to the to the big budget, and understanding all of that I think a little bit better. School Board Conference Room: And then the other thing is in

197regards to some of the deficiencies that have come up, I mean, and as minor as they may be, I still think it's a good thing to have, just from the stewardship perspective for us to be able to see whether it's cash receipts, cash disbursement, bank reconciliations. You know one of the items that's in here. I think it's pertaining to detail policy. 10. 0, no, I'm sorry. School Board Conference Room: whatever this one is. School Board Conference Room: Forget there's something in here with Ap. With accounts, payables. And there was there was an item in there. Was it? 5? My cursor just scroll down, but where there was an opportunity I know there's a new process that's in place. But again it just comes back to the stewardship of that like, hey? Let's check how we

198do. School Board Conference Room: That's it. School Board Conference Room: Okay? School Board Conference Room: Just to I I agree with what Jen said for the taxpayer, knowing what they're deciding about School Board Conference Room: versus what is being imposed School Board Conference Room: by the State. What has been. You know what's being imposed by the fact that we may have used funds to pay down tax rates in the past. It's very important School Board Conference Room: that we. School Board Conference Room: as early as possible, even if it's a rough estimate, have it kind of laid out, you know? What's the entitlement? What's the discretionary? What are we being forced to pay? What are we able to choose to pay? Because I think that'll have a big part to play in community engagement. So

199getting ahead of that. School Board Conference Room: I hear that feedback about engaging the community and being more clear. And then I also just want to say, I want to be careful not to put too much financial expertise in the Board Lane in the event that financially versed people are not sitting in your seats so like making sure we're protecting that responsibility by the experts that we hire to do the job, and finding a good way to share that information and be tracking it. School Board Conference Room: Yeah, I think one way to look at what you just said is precisely that we're not financial experts. And so School Board Conference Room: you, you know, it should be presented in such a way that even we can understand, and then I think that that will

200translate very well to the community. So I totally agree. School Board Conference Room: No pressure before you leave a little one pager. No, I mean, I I think that you know this is the kind of feedback that will assist the the tacit engagement right. School Board Conference Room: and they will help us. They will help us with the tools. They will help us with the School Board Conference Room: approach. They will help us get the people engaged. I mean, you know. School Board Conference Room: the last 2 and a half years that I've been here through 3 budget cycles. School Board Conference Room: the complexity of this stuff is overwhelming, and I have always tried my hardest to tell people and explain to people in as simple terms as I could School Board Conference Room:

201how this all works and how it all fits together. And it's challenge. It really is a challenge, because there's nothing about it that's easy. School Board Conference Room: But it's important. It's it's not more than important. It's critical. School Board Conference Room: especially because you're gonna be facing much tougher budgets than the one we just had. School Board Conference Room: Unfortunately, I mean, it may reach the point by fiscal year 29 that you're not even talking about it right? And the State is saying, this is how much money you have to spend, and there is no vote. There is no School Board Conference Room: yeah, that is, there is no school budget vote anymore. Right? Like, we don't know exactly how this is going to play out. But School Board Conference Room: I have absolutely

202no concern with your requirement to have this be School Board Conference Room: clear, easy to understand digestible School Board Conference Room: track, historical trends, track, historical audit points, or whatever knowledge it's perfectly sound fiscal management and stewardship. So School Board Conference Room: in in that vein, if I don't know if it's appropriate and to some relationship, but my opinion is that benchmarking against other districts is a really convincing way School Board Conference Room: to communicate numbers. You know if we're spending a ton of money on something, but so is everybody else. School Board Conference Room: You know, it becomes a moot point. So if that's wherever it is that that can be brought in, and it sounds to me like you've done all the necessary work in terms of implementing a new system to get

203the benchmarking. So that's so important. School Board Conference Room: Take a survey, put it in the comments. I agree. We'll pass that along, I mean. Just so, you all know, although I advised you I was leaving. I'm going to be part of this advisory committee as a resident, just not as a employee, so School Board Conference Room: I'm not disappearing from this room. I'm just disappearing from upstairs. That's right. School Board Conference Room: So I look forward to working with you even after I leave. School Board Conference Room: That is our great good fortune and our communities and our kids. Thank you, Tim. School Board Conference Room: Okay, it's been fun. Huh! School Board Conference Room: Hi, Tim, whatever it's worth when that, whether that's a committee here or we're working with people. I would

204like to be a part of that to help School Board Conference Room: take information as we're working, and I don't know how how I could do that. If that's even in something I could do but to help support the development of whatever that looks like School Board Conference Room: that communication piece. Because it is, it is extremely complicated. Taking that into a way that people can understand. That's that's my I like doing stuff like that. School Board Conference Room: And I've seen it. I mean, we've tried. I've seen it try, you know I see all the all the information that comes from the Central office, and it really does try to break it down, and it makes it try. Try to make it digestible. But I still isn't there. My brain can't do it. So

205I've seen this stuff from even the state where the state sends stuff. And you're like, Oh, and this is easy to digest. It was a Youtube video. And I'm watching it like, Nope, they missed it. Yeah. School Board Conference Room: So I'm curious about the expertise of School Board Conference Room: Tucson and Tucson. And hopefully, they have some ideas that have worked in the past, and that is easier. School Board Conference Room: I hope so, too. I think it's really important. And that message is like heard loud and clear. We need to. School Board Conference Room: We need to make sure that we're engaging our community effectively and using data and explaining what we use and why we use it. And you know, it needs to be broader than the people at this table, really

206School Board Conference Room: working to intentionally communicate and be communicated with. School Board Conference Room: Pretty good. School Board Conference Room: We ready to move on. School Board Conference Room: Yeah. School Board Conference Room: all right. That brings us to agenda. Item 12. Executive session. 2. I have a motion to enter into executive session pursuant to title one Bsa. 313, a 1. For the purposes of discussing the considerations of employment, evaluation of the superintendent and central office administrators, and subsequently labor negotiations, and not to do so in executive session with the district at a clear disadvantage. School Board Conference Room: Go ahead, and I moved. 10 moves. Do I have a second? I'll second for a second any discussion School Board Conference Room: just about one quick question are. Is Joe joining us? And are

207we going to stay on this zoom? School Board Conference Room: We will. Add Joe, we are not going to stay on this, and since we're all here we will adjourn to our conference room and zoom Joe in somehow. School Board Conference Room: So to that extent the full board, the superintendent and attorney, Joe Mcneil will enter into executive session to discuss employment, evaluation, and following that discussion. But prior to labor negotiations, Laura Williams, Emily Hoffman, and Chelsea will recuse themselves from the executive session discussion with all other parties remaining. We will not return to the open session to adjourn the regular meeting all in favor. School Board Conference Room: I like the motion prostitute against the thank you.