001I aliance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. Good evening everyone. Thanks for being here tonight. Troy, you have an update for us, I guess. Man, right off the top. Right off the bat. So, so, uh, this is a an overall project update primarily construction. Jacob Lingo sitting right over there if I screw this up, but he can, uh, jump while you if you don't want. Um, so the idea is just to give you a little bit of a snapshot of an update of the project that's going on out at the athletic complex. So, starting with the schedule, uh hopefully you can see that a little bit. Um red line indicates where we're at
002right now. So, we're about a third of the way through construction uh for this summer. Uh there there's a I think you guys are aware, but the change uh in not doing the bleachers uh the new bleachers uh kind of essentially that's what the gold represents here. So, it takes away a lot of these. We've kind of crossed through those. Um, but the intent right now is to kind of continue on the schedule that is above that, which is all in purple. Uh, just a few updates that Jacob talked with me about earlier today. Next week, the week of or I guess it's it's next week, yeah, two two weeks, two weeks from u two Mondays away, week of July 7th, they'll be beginning to set the asphalt, pour the asphalt uh around the track.
003Uh, so I've got some pictures I'll show you. I was out there today uh before the rain and uh it's looking really good. We're excited about it, but the asphalt is coming in a couple of weeks. Uh there's a 30-day 30 to 45day window that that asphalt needs to cure before they begin to put the track surface on. Um in addition to that, the week of July 14th, uh it's not on here, but uh just some notes, but July 14th, they'll be pouring uh the additional concrete uh on the home side of the bleachers on the west side so that when they move the bleachers over there later this summer, the concrete will be set up and ready to go. Um, and it's not just bleachers. We're moving the press box as well. I think
004that was uh hopefully communicated to this group. Uh, so then July 21st, the week of July 21st, they'll start that bleacher move and the press box move. Uh, I think you said it was going to take possibly a couple of weeks uh to get all that set. They've got new foundations that have to be poured for the press box and so forth. Uh, and can I clarify that move because I know at one point we're talking about moving bleachers across the field. This is just talking about shifting the bleachers down to center on the football field to the west. To the west. So yeah, when we when the school decided that they were going to utilize SNU's uh field for soccer and I think some varsity sports, they decided not to uh do the fullblown
005new bleachers on the home side and then relocate the existing bleachers on the visitor site. So instead of doing that, we're basically utilizing the existing bleachers but shifting them to the west. I think it's 30 something 35 ft uh to reenter everything on the new 50 yard line on the new center of the track. So the press box, the bleachers, the track and the field will all be centered up with each other. Um week of August 8th uh so that's in about 6 weeks or so they'll finish the bleacher move in the press box and then around mid August is when they'll start their track. That'll be after that 30 to 45 day window for the asphalt. they'll start their track uh surfacing uh resurfacing on top of the asphalt. Uh right now the goal
006is sometime between the 15th and the 29th uh to be complete uh hopefully closer to 15th, but just to give you guys a little bit of a anticipated window right there. I'm saying August 29th. It it is uh understand before the football season starts. It's after school starts but before football season starts. So we're trying to get that work done for the bleachers and everything set up by then. Part of the part of the reason for that variability is that asphalt has to cure once it we'll test it for certain amount of emissions that come off of it. Once that gets below a certain level, then we can put that track surface on top. So there's there's a window there. Um that's not exact science as far as a hard day. And then just a
007few photos from today. So, this is actually out at the Pvault long jump area just kind of on the south west southeastern corner, excuse me, of the softball field over there. Uh, looking back uh toward the southwest, I guess. Uh, there's the pole vault box right there for the pit. Um, and so just a handful of photographs there. The guys were there setting formwork. The the new uh landing pit for the sand for the long jump uh is being set. the formworks being set for new concrete curves that'll be in that area. And then um this is looking back to the west toward the practice facility. Uh turn three. Um and then I'll flip back around here in just a second. And now we're headed toward the east on this side. So, the inside curb
008has been set, the outside curb has been set, and of course, all the existing uh surface and asphalt down to a certain I think it's 4 in I think is what you guys milled down to has been removed. And then just continuing around, that's uh turn four with the straightaway. And then looking straight down that straightaway line to the west fence line, new fence line that's going to be coming in. Got the poles started to set. There's uh prep work and form work and subbase for the new sidewalk that'll be uh spanning along that fence line. And then moving a little further to the west along the straightaway. And then as we get around just past turn one, uh this is the uh high jump uh area on the west end of the field. And
009then again, that same sidewalk we were talking about there continues all the way around on the west end over near the SNU uh fence kind of transition line between SNU and BPS athletic fields. And then continuing on around uh there's going to be a little transition area there for to that'll allow the mowers to come out of the maintenance facilities and up and over without having to jump over curbs. And then on around that's turn two headed back to the east. There's some additional concrete that was poured uh to allow for connection of the practice facility. And then this slab decid that was for the anticipated uh bleacher relocation on that side. Uh we decided to go ahead and go ahead and do that pour with the anticipated just thinking of future planning. uh if
010we ended up either uh doing something where we would add new bleachers and moving that existing bleacher or if you wanted to buy new bleachers for that side big or small, but that's set up essentially for the same size of bleachers that are over on the home side. Uh there's a new flag um pole that's going to sit over on that eastern side of that concrete. And then just kind of looking back at the field there. So that's maybe Yeah. So, that's an update from a photograph standpoint. I mean, I think everybody feels pretty good about where they're at. Um, as a part of your packet, there's a change order uh that we want to make sure we get reviewed and and hopefully approved this evening. Um, don't think there's any issues or questions about
011it, but I want to make sure everybody understands what we're doing. Um, that's too hard to read. So, um, but you I think you have a copy in your packet there. Uh, we'll get to the overall project budget. So, just a quick snapshot. Um, I'll go over the highlights and then you guys can ask questions if you need to. But, uh, when we, uh, when we first started, when Lingo first started laying out the track, we did made some decisions after meeting out there with, uh, staff with BPS staff and with construction contracting crew and the track company uh, to change the width of the track, the overall width of the track. So, from inside to outside, uh, we did a couple of things. We added 4 in of kind of buffer, if you will,
012between the first line and the curb on the inside and another four inches of buffer between the outside line and the and the concrete curb. And then we also uh widened each lane by 1 in. So that's 6 in. So 6 plus 8 is 14. So we widened the overall track surface. So that increased cost of asphalt and also track surface itself. So that's a couple of the numbers that are made up within that total. Can I add a little piece to that? Yes, please. So the way it was previously that the white line that runners would be running on that inside lane was right next to the curb. So if they misststepped, they were going to step on the curb itself. So that's not, you know, not the best thing. I mean, you shouldn't,
013but but a lot of those inside runners, they're going to be running as close to the inside as they can. So So we wanted to widen that. Then also the the lane themselves, the the width of our current lanes, which was what it was specified to, is just the width of the hurdles, which means the hurdles are basically butdded right up against each other. The risk of that is if one goes down, it's going to it could knock another one out of place. So, um, for both of those reasons, it was thought, you know, while we're here, while we're doing this doing it right, let's let's do it right. And there was also some variability from lane to lane. Um, so there was v there was I think it varied from 39 to 41 39
014to 41 in even just and depending on where you were on the track and where which lane you were in. So there was a lot of variability. So just to try to even it all out, provide the buffer on either side. Uh we widen the track by 14 in. One of the things we did in that there's some pluses and minuses in that number. So those are a couple of pluses that I just mentioned. The minuses, we were able the reduction in in the cost, we were able to uh uh reduce the 20 inches of concrete that was on the outside down to 16 because we added the 4 in to the track and and so we took the 4 in out of the concrete. So there's a a reduction in that number there of
015um$,25. Um anyway, so that's just a summary of the of that particular change. The uh net of those five numbers up four five numbers there is 15,775. Um in addition when we were walking through some of the uh just as we've been out on the job site uh talking uh there was a conversation of of trying to go ahead and update the pole vault like we mentioned. I pointed that out the little pole vault pit right there. uh pole vault, what do you call that thing? The jump box, excuse me. Uh the jump box where the pole goes down into the little pit area. Uh to replace that with a new one. Um and then also the long jump board uh for the other uh running lane to replace that long jump board as well.
016So we've got new equipment, accessories if you will, that's that are coming in on that as opposed to trying to just salvage what we had and reuse what we had. And then the bleacher and press box movement is the largest number there. That's 27898. Uh that number was originally that same number was originally included when we were conceptually talking about relocating the bleacher to the to the visitor's side. Uh when we decided to when we started considering doing new bleachers and talking through that from a timing standpoint, we decided as a group we needed to pull that number out and hold it when that way when we rebid all the bleacher work, it would all be a part of that same contract. Then the decision was made shortly after that to not do the home
017bleachers. So that number that 2798 had been already pulled out of their contract. So now we're having to put it back in um back just a little more explanation maybe maybe if you're interested that number that same number uh was anticipated to get the bleachers across the field so there's more time and expense and effort and to try to get the bleachers either I don't know were you going to go around the track or go through the field around the track. um that did not include the press box at the time. And so now when we're talking about just shifting the bleachers to the west, we are including the press box. So the intent is to try to utilize that same fee, that same dollar amount to to move the existing bleachers, including the press
018box this time, uh even though it's only moving 35 ft. So it's we're hoping that we can accomplish uh all of that work with that same dollar amount. So, all of that totaled up uh to that uh 53598.95 on there and I've got a signed change order I can leave here at the desk for you guys uh to review. Are there any questions related to the change order? So, looking at the overall project because that's one number within this. Um, so just to keep everybody up to speed on where we're at, um, because we are no longer doing the bleacher, including the bleacher, the new bleachers in the project, part of our scope and our fee was to be a part of that, um, not just design, which we had already done and part of
019the bidding, but uh, we are part of that through construction as well by reviewing submitts and being a part of the observations and in installation inspection. So, we're reducing our fee uh to take that out since we're not uh that's not included in the project a little bit. So, there's a $5,000 savings there. And then um we anticipated we might have an electrical uh engineer involved and to deal with things like uh the press box relocation, which we're not having to have them involved for that. Also, uh the I think we were talking about electrical um uh work related to this the uh scoreboard over on the softball field. We weren't sure if we were going to have to move at the time. And then also dealing with the concessions stand that's also been taken
020out. So that we did not have to get them involved. We had a $7,500 fee set up for them at one point. So we've removed that out of that budget as well. So there's some savings there. So we've got a couple of numbers going down. We've got the bigger number for the change order going up. Uh and then we also had a little bit of a I think about a $3,3200 savings there in construction materials testing. So that number has budgeted a little high on that. So that number's been reduced. Uh and then we're looking at overall numbers right there. We had a conting an owner's contingency set aside of about $30,000. Uh we've because the change order is in that $50,000 range, we've actually just zeroed out that contingency now to help kind of
021soften that a little bit, soften that blow uh for that change. Um we are expecting some additional changes that'll be coming uh I assume maybe next month when we come to I don't know if it'll be you guys have a meeting in early July, right? August. August. Okay. So it'll be in the in the August. We may need to Well, depends on how comfortable you guys are moving forward with unsigned change an officially unsigned change order, but uh we are adding uh field goals to the football field, new field goals. Uh so we've got fees uh costs associated with that that they'll have we can distribute that and if we need to do a an email ballot or something, I'm assuming you guys might be able to do something like that if we had to.
022I'll uh when you get us that cost, I'll just communicate with the board what it is and we can talk about how we want to go forward if we want to have a special board meeting or if there's another option. Okay. just so that they're not having to wait until the second week of August when they're all done be official. You guys are probably okay either way. But in case there are questions, we don't want to assume. Uh and then even just today, we made a few adjustments in our pole uh area to add some asphalt for the additional padding that's being that I think Adam is anticipating installing. Uh you guys are getting some new padding. Yeah. So, we there'll be a little bit of cost associated with that. Um, and there's just a
023couple other little minor things, but I think just talking to Jacob, I won't speak for you necessarily, but I I think the conversation he and I had today was that they're they think they can absorb at least some of those in their contingency. So, we may not be looking at a total change order uh when the time comes. Yeah. So, we are with the bleacher movement that is something that has some variability to it just depending on how it moves. It's a big structure, but how it moves. Um our plan and how we always work with you guys is it's cost. Um so uh if we can do that for cheaper then it's we'll be able to help off those things. Good. Thank you. Push those savings around. I think that might be it. Yeah.
024Any questions that you have of us this evening? I have a question. So we're not going to put any bleachers on on that pad. So we've looked at So right now within all this that's not in the plans but we have looked I talked to uh Mr. Marino about what we can put over there. Initially I'd even looked at just uh I kind of like you have a baseball and softball. Mr. Marshall had a good point which is you probably want those to be elevated because I was just thinking the standard bleachers five rows. Um but you probably need those to be elevated because you'll have players on the side. So, that's something we're looking at, but it's just not part of this. Um, but we are looking at the bleachers I looked at at
025one point were anywhere from, you know, about $9,000 for like five rows. Um, but he had a great point. So, we'll have to kind of reevaluate that. But, but that would just be kind of another option thing that we could look at. Okay. Good. Any other questions? Appreciate the information. Thanks, Troy. Thanks for the update. Thank you. Leave this with you. Item four, discussion of possible action on the athletics track change order number one from Lingo in the amount of $53,598.95. Motion to approve the athletics track change order number one from Lingo. Change order one includes the following improvements for an incremental cost of 53,598.95. Second. Second. Roll call vote. Yes. Yes. Yes. Yes. Item number five, discussion of possible action to approve the following contracts agreements for fiscal year 26. United systems yearly renewals
026for fileware watchard Dell and VMware form approvals renewal. Flet software renewal ability physical therapy contract. Genesis technologies inc renewal for Microsoft 365 for teacher use and Adobe Creative Suite for teachers and students. Item F, United Systems renewals for Lind Linwise Internet Filter and United Systems Management Service Contract. Item G, Class Link renewal. Item H, MUN services LLC. Item I, YMCA bus rental agreement. Item J, Bethany Family Life Center agreement. Item K, Landare Management Agreement. Item L, land care athletic grounds maintenance. Item M, wallboard renewal. Item N, BFC Floyd center contracts. Item O, volunteer coaching contract. And item P, Jasper's consulting contract. And item Q, Lingo construction management agreement. So, a lot of these are standard renewals. Um, but there's two I'll point out. one is uh the land care, athletics, ground maintenance. That piece is
027new throughout the year. So, we're still having coaches manage that during the summer. Um but as the year rolls and people start getting into their sports and uh get a little bit busier with time, we're going to have someone come in and and do that uh grounds uh around the athletic facilities during the year. Uh that won't include the fields, although coaches will still take care of their fields as they usually prefer to do. And then um the Jasper consulting contract is the contract uh that uh we're appreciative Dr. Jasper's uh agreeing to uh kind of have transition uh time there for uh two months and then hourly after that. So we're very appreciative of her willingness to do that. I know Mr. Jasper also appreciative of that as well. So any questions clarification on
028the fact that this isn't under the consent? We are adding a motion right now. Somehow it got pulled out of the consent agenda. So, we will have to vote on it separately. Sorry, we were moving stuff around too much. I apologize. I have a question on the class link W9. Do we have a contract for them or why do we need to approve a W9? It's probably named wrong. Which one? Um, the class link one. I think it's just the I think it's just the invoice. It's just a W9. It was attached with something above it and it just I just loaded it onto there. I guess I don't have it. What's the expiration of the class link? Curious. Mr. Forester, you fiscal. The invoice is due on the 31st of of July, but I
029could probably I could probably get extended if we need to do it next meeting. Do we have a copy of it that you can email? I haven't seen it. It's not come to me. I can drop it in real quick. Somebody can email it to me. I'll do it right now. Sorry, I thought it was attached. Thank you. Thanks, Landscape. They are um they're a new vendor, correct? For us or they were this last year. It's new at the athletic facilities. It's new at the athletic facilities. Yes. But it's the same company schoolite. Yeah. Any other questions other than class link as we're looking for? Are we waiting to see the contract? It just came to me. I'm fixing to drop it in for you. Great. Thank you. And it uh it's actually not a
030contract. It's an invoice and it will be approved as an incumbrance. So I think I think we just got our wires crossed or something. It should not have been in contracts. It's not a contract. It's an invoice and it'll there will be an incumbrance for it. Awesome. So we just delete that. I knew I hadn't seen any I knew I hadn't seen anything. So, okay. Yeah. So, do you are you just It's dropped in there now. I've saved it so you can see it. It's at the bottom. But are we approving it in this motion? Yeah, since I went ahead and added it, you can go ahead and approve it. It'll be okay. I make a motion to approve the mentioned contracts for the 2526 school year. Second. We'll call vote. Palmer. Yes. Wad. Yes.
031Yes. Pettit. Sorry. I got order. Pettit and then Wal. Sorry. Yes. Sorry. All right. Item six, the consent agenda. Following items which concern reports and items of routine nature normally approved at board meetings will be approved by one vote unless any board member desires to have a separate vote on any of them or all of them. Anybody have questions on the trips before I start on all this financial stuff? Okay. Um, on the first one, I am going to I'm going to talk more than I normally do because we've got quite a bit. So, the first file that you have is the fundraiser requests and renewals. Um, so we are renewing the activity fund accounts. Every year they have to do new fundraiser request forms and those have been attached. And so in order for
032if we collect money for anything, if we collect money for a camp or we collect money because we're selling candy bars, they have to have a fundraiser request form. They also have to list what expenses they're going to have with the funds that come in. So all of those renewals and requests are in there. The next uh file is the activity fund account changes. So, we've gone through and we had um several accounts and I'm going to talk to you about each one individually that have not been used. Some of them have not been used in three years or more. Um and we're going to close them out. Some of them they want to operate a little bit differently and so they're doing a request to change how they're going to operate. So, the first
033one is um Builder Club. So, Builder's Club, there are several of these little clubs. Um, there's also one that Aaron Wright does at the elementary that they would do a fundraiser and they wanted it to go towards the cancer fund drive or SWAT week. And so, they did a fundraiser out of their own account and then they put the money in their account and then they would transfer it to cancer fund drive. So, what they have decided is that they they do not want to do all that moving around. We put the fundraiser request under cancer fund drive and they're going to do the fundraiser like National Honor Society will do the fundraiser but cancer fund drive will just go ahead and deposit the money into their account instead of doing this big roundabout thing.
034So that's the first change with builder club. Um the second one is the PE clubs and camp sub account. It's the same situation where they were um doing a fundraiser and putting it in their account then it was immediately getting moved to the cancer fund drive account. So, we're just going to go ahead and take that money and we're going to put it in CFD and when they do their fundraiser, the fundraiser request will be from CFD and the money will all go to CFD or cancer fund drive. Um, the next thing that we had was there are several uh different accounts for special services. So, there was a children's center fund account that had 42.9921 in it. There was a student resources for low-income students um that has $7,600 in it. There was a
035sped life skills that had $114 in it. And then um we had another special services account 952 with some money in it. So we're going to take all of those and there had been no activity in any of those for several years. So we're going to take all of them and combine them into one for one purpose or we're going to combine them all into one for those purposes. It's one and they function for all of those purposes. So it's we don't have all these different accounts that are serving special services. Um then the next one is we are going to add um Christa McCann would like to add a hospitality account at the high school um for the purposes of you know social activities and things like that, retirement, baby showers. They want to
036be able to purchase some things. Then she's also adding a partners in education where she would like to sell u businesses a district level membership and have this account where they can purchase things for different things going on around school. The next one that you see in the list is Chrisa McCann had some sub accounts in the Key Club account. At one point she was going to do a Veterans Day thing um and they did not end up doing that. And then they also had a charitable donations um account and the $13510 has been sitting there for several years and have not been used. So, we're going to close the sub accounts for Key Club and just have the main Key Club account. Um Spanish Club had $16642 in it. It's going to be moved
037to the high school account. It has had no activity. It's not serving the purpose that it originally was um created for. And then there was also a high school leadership um that had $541. It's just been sitting there for years. It's going to be moved to the high school fund because obviously it's serving no purpose at this point in time. There was an auditorium fund with $101.80 and it's going to also be moved to the high school fund account um to just kind of combine all that and not have all these accounts sitting there that are not being utilized. And that way the money can be used for for our students. Any questions on any of those? Thank you for getting that. Okay. Yeah. Um I have a question. Yes, ma'am. Um how many funds
038do we have? We have cuz it says there's 321 pages of funds. Uh is that true? Fundraiser requests. Are you in the first document? Those are all fundraiser requests. We have over 300 fundraiser requests that that our activities are going to do, but not that many accounts. Okay. Um I don't know exactly how many it is, but this is the number of accounts that we have. Okay, that makes sense. It's all on one page, but it's a lot of different fundraisers for each account. All right, gotcha. Okay. Um the next one, uh I am asking so um everybody took me literally this year. So, every year every year and Bethany does it a little different than I've seen before. So, um there's an activity account for child nutrition and and when Miss Rigdon collects money
039from the cafeteria every day, it comes and it's deposited into that activity account. And at the beginning of the year, they have a $400 cash box to get her started to be able to make change for that money that she gets. Um, at the end of the year, most districts transfer everything, 100% of that account to the general fund. That's what you're supposed to do because the general fund is paying for Sedexo's bill. Um, Bethany Public Schools in the past has left that $400 cash box in there to get the year started up and um, Gretchen took me literally and she took it all out. So, the cash box is not in there. So, we are going to move $400 from our district activity account and put in there for the startup cash for the
040child nutrition account next year, which we get interest um on the activity account. So, that interest money can be used to do that with no problem. So, that's what that one that's what that request is. It's different than what you normally see, but we do have to have that um in order to balance with OKAS. We don't really have a choice. So, so just just so you know. Um any any more questions for me on that? Okay. Um you uh the way we are doing this, I have a an hourly extra duty sheet so we can stay straight on what we're paying for hourly extra duties and so we can stay pretty similar across the board. Um the first time we did this was last year. Um and so we've added a couple things but
041just want to get that approved for the next year. The hourly rates for the different extra duties um every year. So whatever money is left for class of 2025, it will be transferred to the high school activity account. That's we do that every year. Whatever money is left goes to the high school activity account. Um and then we have the financial fund reports. So, currently, um, obviously I did these on Tuesday to get them in there as quickly as possible for you to begin looking at. So, we paid bills yesterday, today. Um, I did see when I came down here that we had some revenue come in from the county um that we will post on Monday. So, the these are not going to be completely finished, but they're as finished as they could possibly
042be at the point in time. So, currently we had an ending balance in the activity fund of $675,000. I do expect this to increase and go up up, but it it's good. Um, the next thing after that, our activity accounts are in good shape overall. Um, we have our function summary report and we are looking at expenses of 18,882,000 and we have the the balance of uh 673 left inumber if we needed to, but we're obviously not going to. Um, we have 818,000 encumbered. Um, if you remember, our original budget, I believe, was 19.5 million. I had come back and asked you guys to do an amendment. Um, an amendment up to the 20.3 million. Um, we're ending up, uh, we were very, very close to our original budget of 195. It ends up it's
043going to end up being like 19.7 in in expenses when it's all said and done. Um, so we were very close to our original budget. we just needed to increase it so we could keep encumbering all the things that we had and get everything in the codes. So, um, in 21, uh, we have 340,000 left. So, um, it's got the lingo construction project. It's got part of it. I encumbered part of it in this fiscal year and then the rest will be encumbered in the new fiscal year. So, we we we were on budget there. And then when we get to the tracking sheet, which is kind of um the big one for us, I want to pull up one thing and tell you guys. Um so, uh we've got we overcolcted in advorum and
044we overlected in pretty much everything. We didn't have as many general fund refunds as we thought, but that's okay. Um, I did want to say that last year at this point in time, we had a collection of $130,000 in interest earnings, and this year we had $242,000. So, we did really good with our, um, CDs and things like that. Um, so, uh, definitely a major overcolction there to compensate for where we didn't collect everything that we wanted to. Um, uh, we did have an adjustment in state aid, a couple thousand dollars. Uh, the state came out with a new allocation sheet and adjusted it down a couple thousand dollars, but we've gotten everything that they said that we were supposed to get. We overcolcted in flex benefit allowance. Um, and then as we go to
045federal the federal page, we have um collected everything that we are going to collect in this fiscal year. Um, we did not collect everything that I would have liked to have collect for 5'11, 518, and title two. Um, but it's okay. Uh, we did the best we could with our claims person and and um and that's pretty good and we're going to collect it in the next fiscal year. So, even though it's not showing up on this fiscal year, it's going to show up in the next fiscal year. So, we're all right. Um, also didn't collect as much as we would have liked in child nutrition, but that's okay. uh the final numbers. So, we brought in down at the bottom. Uh we've got a grand total revenue of $18 million. Uh that's got our
046that $6 million figure underneath the $18 million was our carryover from last year. Uh we have a grand total balance of 24 million. Our expenditures right now are 18.8. We also have the some of the stuff that's left encumbered. uh looking at a cash balance of 5.2 million. We brought in lapsed appropriations. This means we had some incumbrances last fiscal year that we didn't end up paying out on, which was $36,000. For reference, my first year when I came here, we had a lapse appropriation of 7 or $800,000, which means we had POS still encumbered that were not closed out and it and it came into the fiscal year. So, we've improved greatly and we're trying to run an operation where um we only have encumbered what we're actually going to spend. Um we have
047some ESOP warrants. This means they're checks that never were cashed. You know, business might have gone out of business or something like that. Um we have about 942 encumbered to be paid. Um and then we've got a projected fund balance of 4.28. 288. Uh, so we did really well here. I do want to point out that you saw at the top our fund balance was 6 million. So our carryover was 6 million last year. Uh, we have a carryover of 4.2 million. So obviously we're coming down from the COVID um, collections. We're not getting the Esser funding anymore. Um I do project that our fund balance will if we keep everything the same and we maintain it's going to probably be looking at a carryover of like 3.8 um 3.7 next year. So steadily going
048down a little bit and then it eventually levels off as we get used to where we're at with all that federal funds not coming in. So um it we're trying to slowly bring that down and not have to make some major changes. Uh I also attached for you underneath that um I just want you guys to feel comfortable as comfortable as possible uh underneath that file with the regular financials the Bethany carryover penalty calculator. So with what we've brought in in revenue and with what our expenses are. If we have a carryover of 4.288 288. Um, you see that negative73,000? That means we're in the green by $73,000. Like we missed a penalty by $73,000 and we do not have a penalty on our carrier. Okay, good. Which is good. Um, so there's no penalty.
049There's we have no penalty. And let me explain the penalty. Uh, so you have to have a penalty two years in a row for it to be assessed. We have not had a penalty since I've been here. So, if there was one this year, we just have to make sure we didn't have one next year or it would be assessed. But, we are not going to have a penalty. Um, if all the numbers fall where I think they're going to fall, there's and we have room. We have room. We should not have a penalty this year. So, I'm going to add to that. She won't brag on herself, but to be within 73,000 of 4.28 million. Uh, I mean, Dr. Jasper's done a great job of getting actually to a better number. We had originally
050thought that number might be a little bit lower than 4.288. Um so she, you know, just did a great job of spending to a a perfect place, I would say, or as perfect as you can get, um without being in a penalty. So, uh that that was not easy. It's very strategic and she did a great job with it. So, thank you. Yeah. I want you my goal was I appreciate that. Um, my goal was for you guys to be able to carry over as much as you possibly could without having a penalty to set you up for the next year. So, we've watched it very closely. Um, and I think that's all I've got. Any questions for me? That's great. Thank you very much for your great motion to approve consent agenda. Second. Roll
051call vote. Palmer, yes. Yates, yes. Pettit, yes. Walstead, yes. Item seven, approve the fiscal year 25 incumbrances for the general fund non-payroll item number 769-778. The amount of $344,2614. Change orders for general fund of $73,3129. The general fund payroll account 7000000-70846 in the amount of 13,634,629.91 and the change orders for the building fund $18,31528. So, the um there are some regular general things that you see on there, but then there are some of our big ticket um purchases that we're going to make this year that go with our replacement schedules. And so, the first one that you're going to see um is the 773 for $84,000. Um we have a 2006 Ford F-150 pickup that's from 2006, and that's going to be one of the replacements on that. We have a 200 um let's see
052a 2008 Chevrolet Impala that um Mr. Hulcom is driving around. It's a 2008. It's it's way past its expiration date. So there are two Ford F-150s on this PO that are coming from Kansas that have I think uh they're supposed to have between 30 and 40,000 miles on them and they're going to be 2023s and they'll have the lights and everything. So one is for maintenance. One of the F-150s is for maintenance will have the lights when they're doing the crossing guard and then one is for Mr. Hulcom um to replace those vehicles. Uh the next big one is going to be 775. Uh we have a 2000 we have two buses in the red what I would say need to be replaced right now. We have a 2012 and a 2013. We're going to
053replace the 2012 Bluebird um with a uh we have found a 2021 Bluebird with low miles um to replace that with. And then as you all know because you have children that ride on the um People Movers, uh we have a 2008 People Mover and we have found um it's not brand new, but one with significantly low miles and significantly newer that we're going to be purchasing from American Bus Sales. And then we have desks from the 90s. Uh so on 776 and 778 we're doing some more desk replacement. Um and then uh we are going to 777 is the pole volt mats for the the new track. Just out of curiosity, how many desks does 20 $21,000 buy? Uh so uh for reference um 776 uh 21662 that'll do a whole grade level in
054elementary. So it's going to be about 125 to 130 desks. That's pretty good. Yeah. And then it's a little different with high school because they get sometimes get tables and chairs, but the best reference I can get is the elementary. Okay. Yeah, that's helpful. Thank you. So as we look at 777 with the the pull vault mats, what do we currently have out there? Uh we have we we have some old older ones. They were probably they probably purchased around or 10, but they're they've kind of run their we didn't have a real good place to put them. So they sat out a few years and they kind of have just kind of their landing area is pretty, you know, when you land on them, they're pretty they smush down. So they're just not real
055safe anymore. So, with the new with the new the work that we're doing out there, will we have a way to secure these or to to protect them from the elements? I guess that probably is. We bought a we bought a bigger container like a 40ft storage container out there and that's where that's where we put them currently. That's where they are currently, the old ones. So, we'll we'll move those out and put the new ones in there and then we'll store them in there until the spring comes. Okay. We they're they're really now they're really only out for about maybe two two months, a little over two months. So, they're protected the rest of the the time. Great. Thank you. How long should those last? These are some of the better ones out there.
056So, they have a a 13-year warranty, but they say you can get upwards I mean, if you take care of them, then they could get, you know, 15 to 20 years out of them. So, yeah. Let's take care of them. Yeah. That's right. That's right. Yeah. And then the rest of the change orders are just um regular change orders. Sedexo seems to be one of the highest ones. What what drives that? I guess just kind of curious. Oh, um actually they aren't a change. So, I was we were over encumbered on that PO and I was needing to bring some of that money back in so that we could spend it on other things. So, I closed the line out and then I reopened a new line for what we still owed. So, it's showing
057up as a change, but we already had it encumbered originally anyway because of the way I did that to get some of the money moved back into our budget that we weren't going to spend on that line. If that makes sense. Thank you. Motion to approve the incumbrances as presented. Second. Roll call vote. Palmer. Yes. Yes. Pedit. Yes. Wat. Yes. Item eight. Approve the fiscal year incumbrances for the general fund non-payroll. Item 1-158 for 3,271,72253. [Music] The building fund non-payroll item 1 through 4 666 thou 660,663. Fund balance number one through two for 62,320,000. and syncing fund item one $921, $12.50. Okay. So, uh the last POS that you did were this fiscal year. We have already rolled to the new fiscal year and we have gotten all of our blankets for like our um
058utilities and stuff like that and people have already started putting in requisitions for things they're going to need to start up school. Uh so that's what this list is. They're the typical encumbrances that we usually start the year with with some um materials for instructional staff at the at the end. Um one of the ones that you're going to see um is Oklahoma Building Services. So I rolled this way back in April because I was trying to prepare um and we also don't have the new company entered in as a vendor yet. So this is a placeholder for how much money we will eventually switch that over to the new vendor. Um, so no concerns there. Motion to approve the encumbrances as presented. Second. Roll call vote. Palmer. Yes. Yates. Yes. Yes. Wat. Yes. Item
059number nine, discussion of possible action on a one-time $600 retention stipen for all regular, certified, and support staff returning for the 202526 school year to be paid in July from the general fund. Um, so on this uh we gave we gave a stipen last year. It was $350. It was my goal to kind of do it to where we could get to 600. I feel like 600 is a good amount. Um, we obviously put it in there as a one-time retention retention because at some point we may not have the budget to be able to do it, but I think it's a good way to honor our people who are coming back when we can do it. And it's something that impacts our entire staff and they our entire staff benefits instead of just one
060single group or one single person. Um, I will say you probably noticed a difference in the left encumbrances between the tracking sheet and the function summary report. on the tracking sheet, I had this encumbered, this stipen encumbered, but on the function shelter report when I ran it, when I was initially getting ran for the board, it was not in there. So, that's why the amounts are different. It's really about the 900,000 amount. Um, so, uh, anyways, that's the idea behind this is when we can, we would like to be able to honor our our staff. This does not include lay coaches. Um, it's really our regular teaching assistants, our teachers, our administrators. motion to approve yard. I was just if you had anything. Well, I I would say uh you know we we do have
061a lot of times where um we look at you know the value of what people are doing and we had we had seen um some instances where you know people were uh kind of advocating for individualized type things and we've we've really tried to emphasize with the entire staff you know our goal is to try to take care of everybody equally and we are at a time now also where uh it is very competitive out there. Um, and it just continues to be. And I will speak uh for the administrators, the principles in particular, but when we're looking to recruit people, um, a lot of times when we compare ourselves to 4A, we're great when it comes to salary schedule. But unfortunately in our area, we're not always competing against 4A people. And so we
062do fall a little bit lower than some that people are making. And the one thing that we can often times uh go to is the the stipens that we're able to offer throughout the year. And so I think little things like this that kind of come as a surprise, especially this one in particular, that comes surprise, I think, goes a long way in kind of uh sharing some of those values with them that we do value that they're here. We value that they're staying. We value that they want to be here. And um so I think it's a a great way to be able to to keep people, recruit people. Um, and I think obviously we often feel we're probably not able to pay people on an hourly rate what they're actually doing, the work
063they're doing. And so this um coming in a summertime where uh you know people see it as kind of a little bonus I think is a good thing for us. I do Yeah, that's great. I do want to add also um it is hard for us because we're surrounded by a bunch of 6A districts, but we did do an analysis and we are one of the top paying 4A districts with everybody. I think we are the top paying 4A district um with everybody that we compete with. So, we do as well as we can possibly do with our state aid is based on the number of students that we have and unfortunately, you know, we're a smaller district and we're around a bunch of larger districts that get more funding. So, and one more thing
064I would say is if you're looking at all the investments that you're making, there's one investment that is the most important and that's the staff that we have in front of kids. And so, this is part of that too. Motion to approve a retention stop in the mile $600 for all regular certified and support staff returning for the 2526 school year. Second roll call vote. Palmer, yes. Nate, yes. Edit, yes. All yes. I'm glad we can do this. It's great. Item 10, discussion of possible action on a $200 back to school stipen for all BP staff for the 202526 school year to be paid in August from the general fund. So this is the one that you guys have done um every year. Uh and it does go to pretty much every staff member, lay
065coaches hourly. Um, everybody gets the $200 back to school stipen and I remembered to get it on the June board meeting this time so we'll be ready for school. I make a motion to approve the $200 back to school stipen for all BPS staff for the 2025 2026 school year to be paid in August. Second. Roll call vote. Palmer, yes. Yates, yes. Pedit, yes. Wat, yes. Item number 11, discussion of possible action to approve giving the superintendent and/or the chief financial officer the authority to discard or sell unusable equipment and items for fiscal year 26. Motion to approve giving the CFO and superintendent the authority to discard or sell unusable equipment for the fiscal year 26. Second roll call vote. Palmer, yes. Yates, yes. Pettit, yes. Wstead. Yes. Item 12, discussion of possible action to
066approve converting the school calendar from days to hours per House Bill 1864. Senate bill or Senate bill. What is it? Senate bill, isn't it? Yeah. 441 for fiscal year 26. So, this is an accreditation item uh that we do every year. It basically allows us to count hours instead of days. uh comes in handy when we have uh snow days or things like that um when we're doing those calculations uh throughout the year. So, and this is what I think most everyone uh uses. Motion to approve converting the school calendar from days to hours for the fiscal year 2026. Second. Roll call vote. Palmer. Yes. Yates. Yes. Yes. Yes. Item 14. 13. Did I skip one? Yep. 13. Motion to approve the updated policy manual for the 202526 school year as of July 1st, 2025.
067So the big book you have in front of you is the uh new policy book. It's a collection of all of the policies that you've been given uh across the board meetings throughout the year. Um our principles uh have read every line uh and I have read every line of this book. Uh and we are glad to see it all put together uh for once. But um we will be getting a digital copy of it. But this is what they've uh had prepared for us for now. Um and so we're excited to have that uh behind us and ready to move forward with it. But uh this is just the collection of all the things you've seen all year. Thank you for the personal copy. I don't know that I've seen a binder that large.
068Yeah. Good luck finding space for it. Yeah. Motion to approve the updated policy manual for 2526 school year starting on July 1st, 2021. Second. Roll call vote. Yes. Yates. Yes. Edit. Yes. Wat. Yes. Item 14, discussion and possible action to approve the revisions to the 202526 parent and student handbooks for Bethany High School, Bethany Middle School, and Bethany Elementary School. So on this uh you'll have copies of those you can look at uh really quickly. If you have any questions, feel free to ask. Uh there should be changes in their highlight or red letters. Um, some of the changes are specific to the changes in our policy book. Some of the changes are specific to new laws that have uh been passed. Um, so if you have any questions about any of the things specifically
069in one of the books, you can certainly ask. I'll make note uh just for you uh one of the one of the changes will be cell phone policy um that will take effect next year uh specifically at the high school. The elementary and middle school really will operate much the same because they were already kind of under that new law of uh bell to bell no cell phones. The high school will be the biggest adjustment, but the plan is that they'll just utilize what kids were used to in middle school and has worked really really well with middle school up to this point. Um but it is a bell-to-bell cell phone van which uh and actually other device as well. Our plan with smartwatches because that is included is um we're not going to be
070going up to kids and saying is that a smartwatch or not. We're going to go based on if it becomes a distraction or we notice kids are texting or doing things on it. That's when we'll ask the question. Uh which again has worked well in the middle school. Um but otherwise uh from bell to bell the cell phone should be put away and not utilized. Um there are but they're keeping them they can keep them on their person. Uh and again so our our stance will be as long as we don't see it and it doesn't become an issue then it's fine. Um and certainly they can have them on that's not part of the law to not be able to bring them. It's just they're not allowed to utilize them. So and that includes
071lunch passing periods you know all the times bell to bell. So, um, on campus. On campus. Correct. Yeah, that's correct. On campus. Yeah. Just Yeah. When they're when they're here, they in the building. They go off campus for lunch. They can when they get in their car, they That's right. Yeah. Um, are you going to train them on that? How's that going to work? Um, in what way do you mean? Like I mean, are are you going to go over the rules in the at the beginning? So So it'll be in the handbook. So when the principles go over the handbook policies, they will make sure they know that and that'll be a big one obviously particularly for the high school. The good thing about it is uh all of these kids unless they weren't
072here in middle school utilize that policy in elementary and middle school. So so it it will be really easy to say, you know, remember how it worked in middle school, this is how it's going to work now for everyone. Um but we will remind them of that and it will be in the handbook for them and their parents to and it'll be a point of communication as well um as we move forward because it is new and we know that for some kids it'll be a drastic change um you know so we want to make sure they're prepared to be successful with that. And we do have within that policy you'll see just like the middle school has done there are levels of warnings and consequence that take place. Um, that includes signatures and parent
073signatures so that a parent's not going to be surprised by consequences as they come later on, not knowing that their kid had problems with cell phones leading up to that. So, at the very lowest level, they'll get a warning, but they got a sign, okay, we realize our kid got caught. We need to have a conversation. Even the second time, it's pretty minimal. Uh, when you start getting a third time, it gets a little more drastic. So, but middle school has said, uh, Miss Donley has said it's rarely been an issue to get to the third time. Usually, it's taken care of at the first time. Any other drastic changes that you guys would want to point out or just based on questions? I think one of our biggest one is the attendance. Uh, we
074went back to the exemption policy. we went back to before COVID um the three days of um absences instead of five and that's kind of come from parent committee that he has met with um they're kind of asking for that back. Um what we had was kids just saving those days up and then they missed the whole last week of school um right before Christmas so right here at the end and and so we're going to try to re that back in and go back to three days of class this year. Yeah, good point. Also grades uh it'll be attendance and grades, right? Attendance and grades. Yeah. So, so you know, three if you have an A, two if you have a B, one if you have a C, which I again I think we
075changed that due to some CO things, but I think we're ready to kind of get back on track with that. Any questions? What's the change on directory information? Is that a statute? Yeah, that is based on our new policy book. Um, okay. and uh it we like the way it is. Now, some of those things are things you might see on like an athletics um director where it has weight and height. That's because of athletics. They'll put that in there. Um but it's uh it's based on our new policy book and what they have for directory information. I make a motion to approve the revisions to the 2025 2026 parent and student handbooks for Bethany High School, Bethany Middle School, and Bethany Elementary School. Second. Roll call vote. Palmer, yes. Jace, yes. Pedit, yes. Wat,
076yes. Item 15, discussion about adding purple street signs around the block of Bethany Public Schools. So, there's a picture there that you should be able to click on and you can see the idea. Uh, unfortunately, the person who uh initially had this idea is not here tonight. That was Mr. Jaggers. Um, and it was just a just a thought that that he had and shared with me and I thought, "Yeah, what that sounds cool." And so you can see there the idea is uh around our campus our one block uh to have purple signs with our Bethany logo on them. And so we took that idea to the city uh they had a committee that met first and we met with them and talked through the idea and then the city council then or that
077committee then took it to the city council and they approved uh what you can see there. So now we're working with their vendors that normally do street signs. Um, I will say we're appreciative of the city for being willing to do that. Um, again, it's not a major thing, but it's just a cool thing. When you're around Bethany public schools, you're going to see purple street signs, and that'll be the four corners, but then all the intersections in between as well. So, if you're driving in a car line or around us, you're going to see purple with our logo. Uh, and so now that we'll be at our expense for the new uh street signs, but I think uh I think it'll be a cool cool little thing. So, do you have any idea yet
078on the cost? We don't yet. Mr. Mont is We just got the vendor from the city. There's two vendors they use. So, uh we just got that two days ago and Mr. Mont uh is going to be looking into that. So, we will certainly let you know when we find out how much. Um it'll probably be more expensive than you would think those signs would be, as we've learned with any signs that we order. Um but I don't think it'll be unreasonable. Do we have a uh what what what logo are we using? I know we have a couple of different logos. We Yeah. The one you see there, it's the traditional horseshoe. Traditional horseshoe just like what's on the digital sign there, right? Yeah. Yeah. Yeah. And that's not a that's not an item
079to vote on. It's justformational. Yeah. And you'll just I'm sorry. You'll just approve that through a PO down. Yeah. Item 16, proposed executive session to consider the Student transfer denials, appeals of students A and B with a review of confidential educational records and transfer requests of students whereby disclosure of any additional information could potentially violate the family educational right to privacy act 25os section 307B7. Motion goes second. Roll call vote. Palmer. Yes. Yates. Yes. Yes. Yes. update for you. Mine's kind of It was 7:05 to 7:30. This is a refreshment with the new reflect that the board voted to enter into executive session at 7:05 and exited executive session at 7:29. The board discussed only agendum item number 16, transfer appeals. No votes or action were taken. Make a motion to uphold the decision of
080the superintendent to deny transfer of student A and B for 202526 school year. Second. Roll call vote. Palmer. Yes. Yates. Yes. Pettit. Yes. W. Yes. Item 17, proposed executive session to discuss the employment, hiring, appointment, promotion, disciplining, or resignation of an employee as listed in addendum A, B, and C as authorized by 25os and 307B1. Motion to go into executive session. Second. Roll call vote. Yes. Yes. Edit. Yes. Yes. back. Okay. All right. Let the record reflect. Uh the board voted to enter into executive session at 7:31 p.m. and exited executive session at 7:52 p.m. The board discussed only agenda agenda agenda item 17 employment of personnel of amend amendment amendments AB and C. No votes or actions were taken. Scroll down here. Item 17D, discussion of possible action on the employment of personnel in
081addendum A for the 202526 school year as authorized by 25os section 307B1. Motion to approve the employment of personnel in addendum A for the 2526 school year as authorized by 25os section 307B1. Second. Roll call vote. Palmer, yes. Yates, yes. Pedit, yes. Waff, yes. Item E, discussion of possible action, board action on the resignations of employees in an addendum B for the 202526 school year as authorized by 25os section 307B1. Motion to approve the resignations and addendum B for the 2526 school year as authorized by 25os section 307B1. Second. Roll call vote. Palmer. Yes. Yates. Yes. Pettit. Yes. Wat. Yes. Item 17F. Discussion of possible action on the employment of personnel in addendum C for the 2526 school year as authorized by 25os section 307B1. Motion to approve the employment of personnel in addendum C
082for the 2526 school year as authorized by 25os section 307B1. Second roll call vote. Palmer. Yes. Yates. Yes. Pedit. Yes. Was yes. Item 18, information items. Yes. So our first board meeting of the new school year will be August 12th. We'll also have a new teacher orientation August 7th. We're looking forward to welcoming our new staff members. Uh teachers will be back August 11th for some PD days and then first day of school will be August 14th. Item 19, board member comments. Anyone have anything to go in the order? I'd like to thank Dr. Jasper for her work. We appreciate you. You've done a lot to bring us into this century and this many decade and a century. That's true. But I do appreciate all of your work. Thank you. Definitely. Thank you. Thanks, Angela.
083Thank you. Thank you. Item 19, superintendent report. All right. I would like to thank the business office staff for their efforts in closing out the year and preparing us for the new year. Mrs. Massie, Miss Kirkindall, Mrs. Kurpatre, Mrs. Lloyd, and Dr. Jasper have been working very busily through June to get us ready and appreciate their work during this hectic time of year. Um, I also want to thank uh Dr. Jasper, our CFO, and this board for the position that you continue to put us in um financially. Um as you heard tonight, our district is operating effectively and efficiently and uh has the ability to meet both current needs and future needs um with the decisions that have been made up to this point. So, I appreciate everyone's uh cooperation and work on that. I
084also appreciate Dr. Jasper's willingness to carry the work forward um as she has begun at BPS and uh in a consultancy role and I know she'll continue to be an amazing asset for our district. Um want to thank our teachers uh coaches, sponsors, all who are providing students with opportunities um for our athletes and our uh students uh for summer opportunities. We've had summer school, athletic camps, STEM camps, and Bronco Iron among other things. and um the the work working with students doesn't stop during the summer and we appreciate all those people who give up that time of rest to continue working with our students and student athletes. And uh want to thank our principles for taking time as they are getting ready for the new school year and focusing on instruction and student learning
085and really thinking about things that they can do in this new school year with our teachers collaboratively to uh enhance instruction we provide. Um, I've been able to see them uh interact with each other and with uh teachers and there's a real excitement uh going into the school year as it relates specifically to instruction and and learning of our students. And uh finally, I'm grateful for our staff and look forward to uh rewarding all of our dedicated employees who strive to make things better in Bethany year after year. Uh and I'm glad that they're going to be a be able to receive a little bit of a summer surprise as a result of that. So, thank you everyone out there for all that you do for uh Bethany and for Bethany students. That's my report.
086Thank you, Dr. Bellowos. Item 21, adjournment. We are adjourned. Very much [Music] to sign and you get to sign it. I'll come over here.