001All right, welcome. Uh, call this facilities and finance subcommittee meeting to order. September 23rd, 2025 at 4 p.m. Get a roll call, please. >> Alexian Bill moved. >> All right, welcome everyone. Uh, any public comment? [Music] No. >> All right. With that, we move into our first agenda item, facilities project status update. Uh, Mr. Kelin and Anesto Mora. >> Thank you, Mr. Mask on. Uh we're going to move the um ASB works because we have a guest speaker with ASB just to showcase what um ASB is all about, how we migrated from Blue Bear to ASB works and some of the features that um that we um we have with ASB works in terms of students, parents, community members can purchase goods and supplies through ASB works. They can also now instead of going through
002the process um paying the district office for purchasing goods and services through a purchase order process, it um through ASB works, you can now use um pay the vendor directly instead of going through the district because ASB has its own account, its own fund. But with that, um, Gary Silva is a >> but just to clarify, we're going to move the ASB works update ahead of the facilities and >> uh, Mr. Gary Silva is going to be presenting the ASB works. >> Yes. >> Welcome, Gary. >> Hi there. Good afternoon, folks. Thank you so much for having me today in your board meeting. Um, excited to give you guys a little bit of preview of ASB Works. Um, wonderful. Does anyone have any questions for me um on the software before I share my screen
003and we get started? >> Okay, wonderful guys. Uh well, my name is Gary Silva. I've been with ASB Works for just about four years now. Um okay, let me see. I'm getting a message here that says sharing is not turned on. Um if someone would not activating that for me, then I can share my screen. >> It is on now. >> Okay, let's try this. Wonderful. Perfect. All right, folks. Well, we are excited to bring you guys on to ASB Works. Um, today we're just going to be kind of running through some of the different modules that your bookkeepers will be using on a day-to-day basis. Um, if I'm touching on anything that is not relevant to your guys' district, please let me know. Um, I can skip past that. Or if there's anything that
004doesn't make sense, uh, again, please speak up. happy to circle back and touch on things in more detail as well. Uh so this is the welcome page of ASB Works. This is just one of my test accounts that we're going to be looking at today. I always like to describe ASB Works as kind of a three- tiered product. So with your purchase of ASB Works, you're getting ASB Works, which is our online general ledger. This is where you will go to write checks, make deposits, do those monthly bank reconciliations, run all of the various financial reports, sales reports, and student reports. You're also getting access to a point of sale for in-person transactions and a web store for online transactions as well. Now, Kai mentioned that in the past you guys had purchase orders being
005run through the district office. Um, moving forward, sites will have the ability to create their own purchase orders. Um, of course, once they create their own purchase orders, uh, we do recommend they still follow whatever PO approval process is mandated by the district office. They'll then be able to come through and write a check. Um, so I'm going to come into here really quickly, run through the purchase order really quick. We'll say supplies for September event. Sites going to enter who authorized and signed off on those purchase orders as well. I'm just going to keep this one nice and broad for now. for $500. Save that PO and a purchase order is printed. I do not have uh address information tied to my vendors. Your guys' sites will. So, that address will be printed on
006the PO. Everything that encompasses that purchase order with our Fikmat mandated signature lines as well. Once we have the PO, we could pop over to the write new check module. Go ahead and enter that same vendor that was on our initial purchase order. You'll see all of those open encumbrances pop up automatically. I can hit pay selected and the check is going to autofill with all that information here. We'll go ahead and select save. That check has now been moved over to my print queue where I can choose to print out one check, multiple checks all at one time um on to check stock of course and then hand out to the vendor or individual. All right, guys. That's a really quick run through of payments within ASB Works. Moving on to the admin tab.
007I want to take a brief look at account admin. This is the general ledger for the school. So, all of the club accounts, something like junior class of 2027. Um, all of these different drama club, baseball, boys basketball, everything like that is going to be stored here in account admin. We have lots of district level controls that can be placed into the account as well. If you do not want your sites to add additional ledger accounts by themselves, we can put those sort of controls in for you. If you allow them to add new ledger accounts as they get new clubs on campus, schools can always come here and add new accounts or edit existing accounts as needed. All right, folks. Moving on from account admin, I want to talk briefly about the individuals module
008as well. Now, we do have what we call an auto FTP import with all the student information systems. Um, I apologize. Kai, please remind me who you guys are using for your student information system. >> Aries and and um it has been synced already this morning. >> Wonderful. That is right. Yes, I >> Yes, I do know you told me this afternoon that it was synced. So, that is great news. So, what that means, folks, is that any changes made to the roster in Aries are going to be automatically batched into ASB Works every 24 hours. So, if the school gets a new student halfway through the year, that student's going to be automatically brought through. Um, if it's the end of the school year, moving into next fiscal year, um, Logan, who may have
009been a junior ne last year, will now be automatically marked as a senior. Now, we're going to get to item payments and creating items, making sales in just a moment here. Um, which is one of the reasons why it's very important to have an updated student roster so that we can make sure we know exactly what student it is we're receiving to. And if we need to limit items based off of grade level or eligibility, that sort of thing, we always know we have an updated student roster, which is going to be automatically pulled from Aries. Also, in this section, folks, you are able to grant access to other users as well. So, I could filter by teachers or maybe others. And if I want to look at one of my teachers here, Eric Wright,
010scrolling over here, I can see he's also listed as a teacher. Selecting the little head and shoulders icon, I can grant Eric access into ASP works. Give him a username, a password, and then most importantly, I can select what role I would like him to have in the system. Now, I think this is a really great segue to quickly look at our role at our online manual. We have a really great online manual with step-by-step instructions, um, screenshots on all the different facets of ASB works. But at the moment, I want to direct your attention to the role guide. This is where bookkeepers can grant out access to teachers, coaches, staff members, anyone who needs to view the account in a limited fashion. Most of your primary users are going to be marked as bookkeepers,
011which means they have full access into the system. They can write checks, do bank reconciliations, run all the different various reports. Now, we may not need Eric to have that farreaching of access. In this case, it looks like we have only given him access to view the baseball account. So maybe Eric is my baseball coach. Rather than having to wait for the bookkeeper to run those financial reports, confirm how much money is in the account, confirm if that PO for new baseball jerseys that we're looking for has been created, Eric can log in on his phone because ASB Works is web- based, um, and run that report himself. All right, guys. Moving on from individuals, I want to talk a little bit about item admin as well. Um, I always like to describe item admin
012as kind of the heartbeat of the system. So, anytime we're going to be making sales to students, typically we first need to build an item for that. So, all sorts of things that schools sell, prom tickets, homecoming tickets, PE clothes, yearbooks, tickets to the local fundraiser or a field trip, AP tests, anything it is that we're going to be selling, we can build an item for that and then choose to either sell it online via uh via our web store or in person via the point of sale. Now, there's lots of different item types, lots of different ways to customize an item. Um, but product tends to make up about 95% um of the items that are sold. So, I'd like to go through an example of one of our products here today. All right,
013guys. So, I'm going to start here in the PE shirt and look at an existing product. Now, as I mentioned, there's lots of customization we can do when building an item. Uh, but there's really only four pieces of required info. So, it can be very, very quick depending on what it is we're selling and what information we need to collect from the customer. First here is the item category. This is only used for organization. So, how am I going to find these items if I'm selling them in person as a staff member? How are mom or dad or the student going to find this item if we choose to offer it for sale on our web store? Next, of course, is the item name. In this case, we're looking at our PE t-shirt. Now, we
014can skip over everything else in this section, although I do want to quickly direct your attention to the long description section. Anything entered into this section will appear on the school's web store. Now, this section also takes HTML coding, so you can get pretty creative. Um, one of the more common ways I've seen this section used is for dance tickets. So, lots of schools have students sign off on maybe a code of conduct on the rules for a dance. Um, so in here, we could explain dance starts at 7:00, doors open at 6:45, dance is over at 9:30. Please drop off your students in the parking lot behind the gym. Here's a link to our dance agreement and we're going to make parents and students e-sign that they have read that dance agreement and they
015agree to the rules before they purchase that ticket. Um, another example, maybe we're going on a field trip. We need mom and dad to submit some documents for their students before they can go on the field trip. We can put a link to a Google Dropbox in this section, have them submit that all of that information before they purchase the ticket. Um, so lots of really cool customization like that we can do like that. And we have a really awesome team of consultants that is happy to help you guys do that if you ever have any questions. Oops, cancel out of that. Oh, and then finally, of course, you are able to upload an image into your item, which will appear both on the point of sale and on the web store as well. Moving
016over to sales info. Last two required bits when selling an item. How much does this item cost? $20 in this case. which one of my ledger accounts is going to make the money every single time this item is sold. And as a reminder folks, ASB Works is completely web- based. So there is never any import or export process when we are making sales. As soon as a sale takes place, whether it's via your web store, whether it's in person, cash, check, or card, you're going to see those sales reports, financial reports, student reports, all updated automatically in Lifetime. Now, let's spend a couple moments talking about some of these different buttons here. First is fixed price. This is going to stay clicked 99% of the time. Just means this item always costs $20. Next is
017identify student on purchase. This is also going to stay clicked most of the time. This means this item needs to be sold to a specific student. So certain things like dance tickets, yearbooks, um AP tests, those are all very important that we have a record of exactly what student made the purchase and when they made this purchase. Um it means that if you're offering an item for sale on your web store, students must either log in and purchase through their own account or a parent must purchase through a parent account um where they've added their student into their my family section. And that should make a little bit more sense later as we jump into the web store. Um, if you have something that you want to sell to kind of the broader public, something
018maybe like a ticket to a football game or to a school play, we could unselect that, which allows grandma, a community member, to go online and purchase an item without creating an account. Sales limiters. This is my favorite section of item admin. This is where we can really start to limit who can purchase an item and when they can purchase an item. So, we have time-specific limiters. We can set a custom date range here. Once we're outside of this window, the item will automatically pull itself off the web store. So again, using that long description section, we can mention sales are only open through Sunday night at 11:59 p.m. Set our time specific window. It'll automatically pull itself off at that time. Grade limiters. Maybe we are selling tickets to a junior prom, so we're
019going to limit this to 11th graders only. or we are selling parking permits and you must be an upperassman in order to purchase this item. Quantity limit. This is different than inventory. This means how much of this particular item can each student purchase. We even have a balance due limiter. So I could say if students owe me any money whatsoever, they are not allowed to purchase this item. Or if they owe me more than $35, they're not able to purchase this item. So on and so forth. And my favorite part of sales limiters is the status list. This is where we can upload a custom group of students and either restrict them or require them to be on that list if they'd like to purchase. Most common example would be something like a no-go list.
020So maybe we are selling tickets to homecoming. We've got a group of students who have too many suspensions, absences, didn't make grades. For whatever reason, these students are not authorized to purchase this item. upload that list of kids to our no-go list, which is very simple to do, and restrict them from being able to purchase. Works the same way in reverse. Maybe leadership club is selling t-shirts or tickets to an event. If you want to purchase this item, you must be one of those 20 kids that's part of leadership. Upload that list of leadership kids and we are going to make it a requirement to be on that list if you'd like to purchase. >> Hey, Gary. >> Yes. Questions? >> Yeah. So this group here I think was probably more interested in a high
021over >> kind of overview and not really this detailed of a of a deep dive into the software. So I think >> I don't know that anyone here is actually going to be utilizing the software. So I think >> uh just a high overview of some of the highlights would probably be more preferred than a deep dive. >> Yeah, absolutely guys. No problem. Um I'm happy to kind of buzz through this a little bit quickly. I know Kai mentioned that we did have some questions on how to limit items to particular students. So that's why I wanted to touch on the sales limiter section um because anytime we're making sales um everything is going to be generated through item admin. So when we limit sales, how to do that? Um but absolutely. Yeah, let's move
022on past item admin. Guys, >> we have one question. >> Yeah, more questions. Is there a point of sale fee that you guys charge like some of the other companies do for So, if it's a $20 ticket, do you guys charge a $2 fee or is it just $20? >> Very good question. So, anytime we're processing with credit cards, there is going to be a credit card fee and that comes from the credit card processor. There is no fee associated with cash and check transactions. So, if you accept cash and check $20, it's exactly $20. Now, for credit card transactions, the rate for the processor is 3% plus 35 cents per transaction. You are mandated per FMAT um to be able to pass those fees along for web store transactions only. >> So, so Gary,
023if if the t-shirt's $20, >> say 3%, so that would be $26. Do do we mark it up or do we um >> Yeah, great question. >> So, every district has different mandates the way they handle those credit card fees. Most try to stay in line with Fickmat's policies. Um you can enter your convenience fee rate into your web store management section here. So, I entered 3% and 35 cents. So, it's going to automatically tack that on. So, if I open up my school web store here, >> and let me see. Let me quickly log in, folks, just so you can see what it looks like. >> It gets only charged to the person purchasing, not to you. >> Processing fee. >> Gary, when you enter your inventory, you're putting in a cost and then
024a sales price. So, you can calculate a margin. >> You can enter that if you'd like. Yeah. So that was one thing we didn't get to in item admin. So if we want to enter the inventory, there is a section here where we can enter the cost. >> So again, it's all going to be done through the item admin module. >> All right, guys. So jumping back to my web store. >> So let's go ahead. We'll go to athletics baseball windbreaker large for Matt. So when we come to my cart, we have $55 that's set to go to my baseball account. The parent in this case would pay 57. So the 55 here, let me minimize this. So the parent would pay the 55. That's all set to go to baseball account for the baseball
025windbreaker. And then in this case, the 3% plus 35 is add up to $2 convenience fee. So parent pays a total of $57. And then this $2 gets held in a separate ledger account which you could then use at the end of the month to pay off those monthly credit card fees that you owe back to the processor >> on that windbreaker or any kind of gear. Is that something we have a third party doing or do you guys have a gear store as well? So, we do not have a gear store. So, whatever gear stores you guys are currently using, um, we do recommend using those. Our our platform is really only for selling that gear. >> All right. >> Yeah. Any other questions on the web store, folks? So, like I mentioned, we've
026got those item categories. They can filter through here. Um, depending on if a student meets the qualifications to purchase that item, um, it'll either let them add it to the cart or the student or parent would get an error message telling them why they don't meet the qualifications to purchase. >> Gary, what about event management? So, selling tickets at the football game. Is there a handheld POS app or anything like that for doing? >> Absolutely. So, we do have an add-on module. It's called event tracker. Um, I'll have to check with Cindy. Don't believe that was included in your guys' initial contract. >> We did purchase that, too. >> We did purchase system, the sliding card. Yes. >> Wonderful. Let me switch to a different test account, folks. Sorry, I'm kind of got different things
027for different accounts here. Uh, >> is this just for the high school or just high school? on the high school. >> So, it's most commonly used for dances, events, things where students are going to be purchasing tickets, um fundraisers. It could also be used for um school rallies, that sort of thing. When we come in here, a ticketed event, I built my item and I've ti I built my event and I've tied the junior prom ticket to it. So, every student that purchases a prom ticket is going to be automatically uploaded into the list. Again, this is completely web- based, so you can use this on as many different devices um all at one time. So, if you have four different check-in lines to the dance or to the football game, everyone can be using
028it and it's all updating in live time. And then clicking into my junior prom event, it looks like I didn't reset that. You'd have all students here. It does take barcode technology. So, if Jared comes up, I scan Jared's ID card. It's going to automatically check him in. Same thing, I can check out or remove students as well if there's behavioral issues. And then we have lots of different reporting that we can do within here as well to show me all the students who attended, students who bought tickets but did not attend, um maybe any students that were removed from the dance in case we need to provide that information to the parents as well. >> So, is there a a checkin checkout feature? I know you said check in, but so if you're bringing
029students in, they check in and then as they leave, is there a checkout feature or? >> Yes. So, here's the checkout feature right there. Most schools don't use that to at the end of the dance check everyone out. It would typically be used for some sort of behavioral issue um in case a student got removed from an event and then we need to be able to provide that information to the parents in case they ask. >> Right. If you had a situation where you had emergency or something and you needed to check students out to verify that they all are out of the premises, you could use >> Absolutely. We could use this. And again, it takes barcode technology. So, you could just scan ID cards as they're leaving and it would check them all
030out. >> Gary with um we we sell an ASB card the students gives them access to like multiple events throughout the year. >> Is that all managed through here as well? that is as well. So that would be a membership type item. So you can see I've built mine. It's called ASB card. Also within item admin. So if I'm selling to tickets to prom, I'm selling that for $85. Underneath discounts, I can put an ASB card holder discount and I could maybe sell that for $75 to any student who has that ASB card. So that discount is going to be automatically applied. um as soon as they try to purchase it. >> So, we also have ASB cards for the parents for football games or whatever. Is there a way that that is also can
031be tracked as a parent with an ASB card or is it just students? >> Parent ASB card. Um that's a bit of an interesting example here. I don't believe I've worked with any districts that do parent ASB cards. Um we could absolutely. So, the answer is yes. We could still build a separate item and track that. Um, that would be one of those examples where we'd probably want to dive our consultant dive into that a little bit deeper with you guys during training next week. >> Yeah. So, basically what happens is the parents buy it for however much and then they can get in the football like a season pass for football games, basketball games. So, they buy one-stop shop, >> but we but we would still want to be tracking attendance to see how
032many people. >> Yeah, because they have to show at the event they have to basically check in or check out. be the same. They're not check. They have to show their card to get in. >> Got it. That's a great point. I would probably recommend doing some sort of event for that using events admin like we talked about. We could upload a list of all parents who have purchased those ASB cards that get them into the games for free for those season passes. Um, check in those parents using those cards as they come in. And then using this little reset feature here, we could just reset the event each time there's a football game. >> So we wouldn't have to recreate a new event each time. >> On the event management, um, are they actually
033able to purchase at the gate as they're coming in? >> They are able to purchase at the gate. That's where we would probably recommend utilizing the point of sale. This is what we do for in-person transactions. So coming here, I don't know if I have any football tickets. Football ticket for $10. that would be expensive for a high school. >> Um, but this is where we could set this up to just go ahead and sell. It's asking who it's for because I set this for a specific student, but we could open this up to the general public. Um, so people can buy tickets as they come in. >> That's what we charge. So, >> here we go. I love to hear that. >> Will that be through the um the card reader then? >> So,
034for the card Yeah. So, for the point of sale um you could take multiple different payment methods. Um, did you guys order a card reader with Cindy? >> Yes. >> Wonderful. So, yeah. So, when I come in here and I purchase an item, we'll say tickets. Oops. Last trip. That's going to be expensive. We're going to come here to finish and pay. This is where we have our different payment methods. So, cash, check, or card. Finish. Close out. And then on to the next transaction. So, it can be done very, very quickly. Then if you wanted to set up an event and throw some QR codes up, people could scan as they're walking up as well to purchase an event pass and they could just check in when they got to the gate. >> Absolutely.
035Yep. We could do a QR code to your student web store. Um that way they could maybe buy that season pass right there, get the event, scan it on their phone, and then they're into the event from there. >> All right, guys. After the initial um receipt happens online or in person, anything cash and check is going to come in here to make deposit so the bookkeepers can make those deposits. Um you guys never have to worry about making deposits on credit card transactions. Those automatically get recorded in the system. >> Yeah. >> So I can deposit cash and check. And then of course we have dozens of different reports here. financial reports, sales reports to show me how many students have purchased particular items, what their payment method was, and then of course we
036have things like monthly bank reconciliations, bank reconciliation reports. Anything else I didn't touch on folks that you guys were interested in? taking notes so that when I jump right in >> the balance sheet or tells you different types of programs for football, basketball, baseball, >> how much what their balance are like for each. >> Oh, I'm sorry. So to check student to check account balances for specific accounts. Yeah, guys, let me share my screen again. Where was I? Is All right, guys. So, that would be an account statement report. This is one of the most common reports in the system. So, if I want to run this for my baseball account, this is one of those few accounts that's avail few reports that's available to someone with teacher level access. So, we can grant out
037access to other users. All of our reports are based off a specific time period. This one autofills to this year. We could do a different drop-own date list, custom date list, PDF, Excel, or HTML. So, I ran baseball account for this fiscal year. It's going to show me I started the year with just over $13,000. Here is every single transaction that's affected my baseball account so far this fiscal year. Showing me I've lost just over $77 this year. Current balance of 1313256. And then of course we have all open encumbrances. So open purchase orders or invoices affecting this account as well with the ultimate encumbered balance. >> Just to clarify, this is a test school, not anything with our bird. >> Exactly. Yes, this is a test school. We will absolutely never share your guys'
038data with anybody. Um this is all just fake transactions that I have within one of our testing accounts. We also have financial reports, folks. Um, we won't spend too much time here, but I do like to touch on them is not every accounting software carries them. Um, I do believe Blue Bear I know offers their trial balance and a few financial reports as well, but trial balance would be an overall snapshot of the entire general ledger with total debits and total credits. Every single one of our accounts with the account numbers, names, and types. assets liability. I'm sorry. Please go ahead. >> We'll be just um first guess and then we'll be looking at um >> high desert. >> When will it roll up the high desert? >> Probably next year. Is >> there a
039reason for ratings rating? >> We just want to make sure um we pilot this correctly before we roll it out. We want to test it out first. >> Is there any way to test it and see if we can put it in second semester? >> We could if it's working. That that's what I was going to mention, you know, because it's being piloted test and now ironing out the kings >> possibilities probably in the spring. >> Yeah, we could definitely >> I'm just saying that because to my left we have the principal out that timeline. >> She's like the same >> I wrote down all the things that it does that our current system doesn't do. So that I that my request was coming. >> We know All right. Thank you, Gary, for your time.
040I really appreciate it. >> Absolutely. Thank you guys for having me today. Um, Kai, you have my contact information. So, if you have any questions, um, follow-up questions from the board, please don't hesitate to shoot me an email. Happy to help you guys out. >> Thank you again. >> Thanks so much, folks. Enjoy the rest of your day. >> You, too. >> Bye. >> We'll we'll get a formal training when runs. It's gonna be a one day event where a trainer from ESP work will be out here and we'll invite um it as well as myself and Celeste will get thorough training >> and then uh Mr. Okay. If we, you know, because if they're coming out, if we could maybe designate a person from high desert as well for, you know, representation so that
041we just get more bang for our >> buck. It's a very good point, Michelle. >> We have a bookkeeper who's um our library aid is also helping us out with bookkeeping. So, she's Chelsea Lavello. Her name. >> Yes. Invite both of us. Thank you guys. >> All right. Um, anybody else have questions on ASV works? >> No. All right. Let's move on to Sy's project status. All right, Mr. Laura is going to give us an update. Well, this is an update including the summer projects that we have been already and new projects that we started. So, we're going to go to the first page. High Desert. We uh did some work in the culinary arts room to make sure the gas was working, the water was working, the garbage disposals were working. Then we uh
042receded the football field. We got rid of the weeds around the field itself. We replaced ceiling tiles at Vasquez High School. Drawers were repaired. We receded the football field as well. at Metallark Elementary. We fixed the roofs on the bungalows. Um, that was in-house. And we painted the bungalows. We did general maintenance around the campus at the district office. We put sand and mulch around the playground for the kindergarters and TKers. We added a safety fence around the kindergarten area. Next page, pending projects. the uh building one and building two of the new roof is still pending. It'll be started this coming winter. >> So, Mr. Mur, when you say winter, you are we trying to isolate winter break. >> Yes. Whatever gets done during winter break, >> um we'll get started with that project.
043Then at high desert, you'll see a picture of the after effect after we receded and got rid of the weeds around the walking track and the field itself. The bushes that got trimmed around the office building landscaping stuff room. You have a picture of the actual uh cabinets and the sinks and the dish uh the washer and dryer that got donated by Mrs. >> Heather Campbell. account. >> All right. Vasquez High School uh pending projects with shade structures. The guy was just calling me half an hour ago. I'll give him a call after this. That should start pretty soon as well. Then there's a picture of the campus where the structures are going to be located. shows you in the front flash. You see a picture of the LED lights that got retrofitted and also
044the field itself that got receded during the summer. >> The uh LED retrofit. Was that something that was through Edison or >> in house took care of it? Yes. >> We couldn't get a grant from medicine. >> Uh the site's too new for that. >> Yeah. It wouldn't qualify. So, we just purchased the light bulbs and we swap our site. >> I just figured that they would if it's not LED, they usually >> No, because of the age of of the site. This is the only site that didn't qualify to get LEDs. >> High Desert got it. Metal Art got it. Just Vasquez High School was not old enough to qualify for it. >> Next picture, you see a picture of the uh all the uh schools that we repaired. Most of them were damaged.
045They're all functional now. The same thing with the drawers in the labs. Metal Art Elementary, we did some landscape and painting of the bungalows. Completed a picture of the way the bundles look after the fact. We had >> really sad think about it. >> Yeah. >> All right. At the district office, we put carpets and remodeling boo 106 for our new kindergarten classroom. That was a new thing that we did after the summer. We had to open a new open up a new classroom and we got it ready to go. We installed the sink in the cafeteria along with the water heater and the multi-purpose room that completed as well. >> Mr. Mo, if we could just change it the title just moving forward. This is a staple on the agenda. We could just move
046district office to LC. >> Yep. >> So, just to clarify, I'll definitely do that. Can you see a picture of the classroom? That's the new classroom that we put together with the new furniture in it. We'll get a picture of the actual sink. That's a picture of the actual playground and also the uh teacher work area that we uh got we painted and put on new flooring and new sitting tiles. >> That's on the end. >> Yes. Oh, wow. >> Yes. I installed two drinking fountains, brand new for CPA and Kinder. Um, now we have the two of them functional with filters in it as well. >> Bottle filler. >> Yes, bottle fillers. There's two of them. Another picture of a different classroom that we also put together for Kinder. There's a picture of the
047fence that we put in and also we filled in the cracks with concrete to make it safer for students and staff. There's a safety fence that we put in so the kids wouldn't run out to the uh transportation yard area where they could utilize the restroom but stay away from the yard. All right. So at the little owls area, we put in new door levers. We gave walkie pockies to all teachers, painted the staff lounge work area, drinking fountains, put furniture at Metallark Elementary, and we did data drops for Kinder and TK and the printers for Kinder and TK. I have for this uh project. >> I do have a just a point of clarification because I know there was a lot of effort put into this. Going back to the Vasquez height field chase
048structures. >> Yes. >> Um in terms of the positioning location of the chase structures themselves, >> I know there was student input that was received, right? In terms of where they were located. >> Yeah. ASB students were out there and also the principal was out there to see around the Dina student. >> Wonderful. >> Thank you. >> Also complete consensus on >> Yeah, we got their uh they told them exactly where they wanted. >> Wonderful. If we could add to the update list on this um know the company that the scoreboards asked me for pictures of what they saw. >> So um I will definitely have I already got a hold of him this morning. >> Yeah, that's >> so um he should have been there already today. I'll get a hold of him first
049thing tomorrow morning with the I'll get you an update. >> Thank you. >> You're welcome. >> Any questions, comments on that? >> I just wanted to comment that and his team put a lot of time in their part getting >> work the district office little facility ready. just working on the weekend. So, very appreciative of the welcoming. >> Yeah, this place is vibrant now. Like you come by and it's feels like a real school again. >> Like at the first time I think when the first day of school I drove by like all these people were out. It's like took me a minute to realize what was actually happening here. >> True. >> It's traffic on Crown Valley. >> It's nice. >> Thank you. >> You're welcome. Welcome. Uh moving on the lead screen review.
050>> Yeah. So here's the existing contract for I lead a building facility and [Music] >> yeah. So basically to summarize this contract is that um let me check up my notes. We charge them 10% um the rate fee if you look at the next page every year it builds up and based on their um average attendance how much revenue they receive based on the LCFF calculator. So for the 20 for last year 2425 um based on the P2 they also have up to us $4,14,553. [Music] So we're going to be charging them 9.5% of that. That equates to to be about $389,932. Obviously, we charge them a 1% oversight fee as well, which which equates to be $41,45 um or um next year I mean this year for 2526 we'll be charging them 10%. So
051it goes up every year and based on this cont on thisou the building infrastructure they are responsible for for maintaining upkeeping the facilities however that includes the restrooms the the building the multi-purpose room however um the the water well as well as the septic tanks that is the district responsibility So we do monthly check on we do monthly check on the water pumping and the district pays for that. Any um maintenance on the um water well as well as the subject tanks we are responsible. So if if they drain the the subject tank every six months the district will be charged for that. And then um everything else um the HVAC the furniture the enhancing um the the building facilities. Um I also s >> are they keeping up with >> uh so Ernesto is
052going to talk a little bit more and present a little bit more information on the facilities at once. So Ernesto please >> before you before you move on from that what is the what is our operating cost for that campus? What are the cost to own it >> to maintain? So I >> not maintain it but like what's our total cost of ownership >> on an annual basis for that campus. So, you don't have to have that answer right this moment, >> but um you'd be curious to see whether this is >> a net positive or a negative for us, >> but we're charging enough, right? Because the lease term expires, >> we need to charge an appropriate amount that's at least comming us to maintain that element. >> Yeah. So on on average I
053I I really think that um since we're not using that facility I feel that it's a a cash cow for the district because um for 2425 we're we're building >> what's that what's that saying in God we trust all others bring data >> I'd like to see data >> yeah definitely >> so we could bring that bring that back >> as this lease is set to expireum and Yes. >> So, so I went to a do a sidewalk inspection. The electrical system is functional, working well. The water system is up to date and it's working properly as well. The septic system is working good as well. Then, uh, from there, I found some items that need to be addressed. The restrooms, there's a couple drinking that are in really bad condition. They need to replace
054all the piping and drainage. I took some pictures after this. You'll see the pictures. um side panel on the multi-purpose room looks like water was hitting it. There's water damage on it. They need to be completely done. Also, the uh roof on the multi-purpose room needs to be patched up or replaced. That's the with the worst condition. The other ones don't look that bad. We did some work on them already in the past. There's some pictures on there that you guys are going to see as well. Which of these items are we can just start over real quick? So >> yes, >> which of these items are our responsibility? Which are theirs, >> especially the ones with gaps? >> So basically the uh according to the contract, they're supposed to maintain those buildings the way
055we gave them to them. >> So they're supposed to pay for that. I'm going to meet with the director of maintenance and operations from over there and let them know what they need to repair. Let's make sure we document exactly what the gaps are and what the remediation of each one of these items >> and I guess >> sorry I'll let you pass but yeah do we have I didn't read through this time but is it in here that we can do the maintenance of their cost if they do not >> yes if they don't do it we get our contractors and then they have to pay >> y and I think the list that Mr. has um put together. It's on the screen right now. So, it's bullet point two and three. Water systems
056and septic systems are deal's responsibility. Correct. >> Yeah, those are functional. We have no issue with them. >> Yep. The fire panels working properly as well. Somehow missed that, but it's working. I checked it. >> So, where was I? Basically, uh paint >> the the ramps need to be painted. there. And really, if the paint's faded already, there's no uh flipping. There's supposed to special paint that has like sand to prevent people from slipping it. >> So, they need to be painted as well. >> Pretty soon you'll see the fixtures. >> Uh cracks on the asphalt on the playground areas. There's some really big cracks that somebody could trip and fall. Um over in front of the office there's a bungalow that somehow a vehicle impacted with it. Uh nobody repaired it. They just left
057it like that. >> Part of the list that they're going to repair. Um the playground somebody hit the the fence as well. It's not in place. I got to tell them to repair it as well. There's even a piece of brick on it. So classroom sighting, there's some areas where they're starting to lift because they're not they need to be put back in place or replaced and painted again. Trees need to be trimmed. I found a lot of trees that are overgrown, not trimmed properly and replace broken wood on the uh bus transportation area. Uh there's like five or six round poles that need to be replaced on the buser now. >> Like ballers or >> just regular wood? Yeah, the ones that they use for fencing around the ranches around here. >> Yeah, I
058noticed they have a lot of animals and stuff there now. >> Is that going to cause any will that be need to remediate in any way at some point? >> We do have to put it on theou because it's not underou that we can have animals. >> So that's something that we have to add on there. We're not We're going to allow them to put I don't know if they're >> or what's the remediation is afterwards? Probably >> as long as they're cleaning up, we should be okay there. There's no it's not hurting anything. They're down below. They don't have them on top of >> or they used to have them up there, but I told them they couldn't have them up there, but now they move them down to the area where the bus
059now is located. Okay. >> Yeah. >> Have they done any alterations or models or construction projects without your knowledge? >> They uh No. Every time they do something, they definitely let us know, see if that's okay. Yep. Yep. >> So, now we go to the next page. You'll see some pictures on there. Basically, the bus turn out area, the trees overgrown, the playground cracks, the ramps that need to be repainted, and then you'll see the fence right there that got hit by a vehicle. That's the uh one of the roofs that got redone. It was in really bad condition. Right there on the uh on the right, you can see the actual that's the multi-purpose room roof. >> Now, it will completely uh right now it's sealed, but that was before when they were working
060on it. It's in really bad condition. It's going to be a time when we're going to have to replace that roof or some replace it. >> Then you see a picture of a water well. It's still uh it's functional. It's working good at this point. They have a less than a year left on their lease. >> They're going to be like, "Yeah, we're not doing any repairs." >> Yeah, we can do it. >> I'm just saying. >> Then you jump to the next one. That's another picture of a a roof that got done. >> See that one right there? >> They don't do the repairs. Are we able to withhold LS their funds? >> Correct. Repairs. >> Oh, yeah. We can look at putting their Well, the bottom net. That's the Sorry about that. >>
061That's the actual building that needs to be completely redone. That whole wall is something. >> Yep. >> There's another picture of the cracks right there as well. So, >> insulation's probably trash behind that wall. >> Once they take it apart, they're going to have to do whatever they got to do. Kill if there's any old fix it the right way. >> There's something. >> Yeah. Then, of course, there's also I just wanted to show you the front of the bungles does look nice. It looks like it got repainted. There's no damage on it. Then you'll see the uh the same thing with the restrooms. Everything looks good. I don't see anything. Just the yellow mark that needs to be painted on the bottom to keep the kids safe from getting hit by a door. The
062same thing with the other ones. So, it's not just all bad. I wanted to show you good pictures as well. Then you'll see that um the top left the lights broken. The ramp needs to be painted. Um there's nothing wrong there. I just want to show you it looks good. Everything's clean around there. The one on the bottom left, that's the top that you can see that a vehicle hit the the roof. >> The whole corner is missing, caved in. And there's that drinking pan I was talking about. There's a far away picture. And if you look closely, you can see the pipe that's leaking. I need to be completely >> I thought those drinker fountains are illegal now anyways, aren't they? >> They're not. As long as there's a filter, there's a filter. They
063still sell those. We're still legally allowed to use them. >> I know. Yeah. >> All the USB stuff even though >> here they they swap them for the bottle fillers. >> Right. which is >> because those have a lot of >> stuff in those. >> But now they're um they do have a filter system. You can see >> filter. >> Yep. As long as they're being filtered and the water is and we get that water check. That's that's all I have for this report. >> Oh, thank you. >> Thorough review on that. >> You're welcome. >> Um so I assume we're going to send them a just a a letter. Yes, >> we'll we'll be meeting with them soon in regards to some of these outending facility issues. But to answer your question is that
064um we can pull from your district and Lou we we can really fix these um miscellaneous facilities repairs updates and then build them for those um repairs and then if they don't um pay us then we can look at quoting their district. >> Well, let's assume they're going to do what's right. Maybe just give them a reasonable amount of time. >> Yeah, basically if they want to >> perform the repair themselves. If not, we'll we'll definitely take care of it. >> Yeah. And then just make sure you dictate exactly what correct and acceptable will look like for you and then >> Yes, we'll definitely do it. >> Give them a reasonable amount of time to solve it. >> Mhm. >> If they don't solve it by that time, just let them know you're going to
065come back and reinspect and >> Oh, yeah. Basically, just like they do to us. Uh Williams comes out, they come up with what they want repaired. Then they come and we check to make sure we took care of all. >> Yeah, >> it's a good analogy. >> Yeah. >> I'm afraid there's some substantial things here though. There's some really >> Yeah. >> That's what my my concern is. If I was a lease, I'd be like, well, my lease is up here. I understand I need to fix them, >> but let's start talking le negotiations for >> before I spend all this money to fix it. >> Well, they're contract. Uh, next item, Mr. Mora, you're on again. Leasing buses cost effects. >> Yes. >> So, Mr. Kai and I got some information from the leasing
066company about one of our um vendors. So basically the purchase of bus is 274,481 with 31 cents. If we lease it for 3 years it's 96,345 plus 289 with 35. We're going to be paying an amount of the difference 14,554 on top of the original price that the bus is worth. If we go with the 5year we're going to be paying 60,6 and at the end we're going to be paying 28,549 total amounts on top of what the uh buses were. Basically, there's an extra the longer term we have, the more we pay. >> The um what's the what was the residual on these buses when the end of the lease? That's a zero. That's we own it at the end of the three year lease. >> Okay. I mean, do we need because the
067idea with the lease is that you would >> give them back after three years and that >> there'd be a there'd be a you know, a $274,000 bus if it's worth, >> you know, 150,000 after three years. then you're only paying the 124 over the three years and then >> you give it back and then you get a new bus >> y >> instead. So I think if we do a calculation that would be the way to look at it instead of >> we don't want the point is we don't want them. >> We don't want to purchase >> we don't want to own them. >> We just want these. >> So it all depends because the seventh year lease is uh 45,378 with a 317 was 64 uh cents a total amount of 40
06843165. >> Yeah. Yeah. I mean, and with these calculations, everything's done at a buy off like where you own it a dollar at the end >> where we need to take a look at, okay, we buy a new bus today, what is our cost of total cost of ownership over the three years, including the price of the bus versus a lease where we are only paying for our usage of the bus over that period of time >> just to lease or >> just never stop leasing. Just always be leasing it. You always have new buses. You've always got the latest technology. you're getting your buses every three years. Um you're never getting into those big maintenance items that you would need to do. >> Exactly. >> Right. So >> you end up with an operating
069cost that you have every year, but you don't have these big capex purchases either. So I mean if we do an analysis on it, we need to look at it from that perspective. >> Okay. All right. We can come back. >> That's what we got for PZ buzz. Um, when we look at the buses, I don't know about this one, but one of the new buses that we purchased, it does not have underneath storage >> and the seats are pretty close together for the bigger kids >> because of the design out there that when we when we lease a bus, can we just make sure that the spacing >> for kids, >> this would be for a regular transportation bus, the ones that have underneath storage, >> the air conditioning, and 95, you can fit
070up to 95 students, I inside the small kits, >> right? Because obviously for transporting football players >> because the ones that we purchased last time we could only fit uh 75 students. >> Yeah. >> Just they have to really like you. >> Yes. Really like you. >> We have some bigger kids and I'm sure like I only have middle school kids but I'm sure I know the high schoolers like >> but that would that would be the idea, right? To really take a look at our total cost of ownership on a purchase versus a lease. The leasing company should be able to help you with this. But if you tell them your intent is >> to leave the maximum amount of value in the vehicle >> and that they take it back after the three
071years, >> but that would be or whatever the period of time they suggest for the lease term, three years, four years, one year, five years, whatever makes the most financial sense to do it that way. >> Definitely check on that. >> We just don't want to have all those. >> No. And also if they're going to cover the PM That's what they do with the buses. >> Yeah, they usually have a PM plan for you as well where you go to their, you know, >> norally I think they they should come to us. >> Yeah, they probably the bus. >> Yeah, because after a certain mileage, we got to DM and then at the end of the year for the CHP inspection, we have to do a completely >> Yeah. >> A whole PM on
072the whole bus. It's different just every certain miles. >> Y and you got a warranty. >> Mhm. >> Yeah. All right, that's all I have for the busy book. uh mental health grant status of who you explain to um I'll make it brief but as we know last spring uh district was notified from the US Department of Education that our existing active mental health demonstration grant um was being terminated at the end of this calendar year December 31st 2025 and actually any any LEA district or organization who received this grant um receive the same notification Um so uh Department of Education the same draft in the same letter indicated that there was an appeal process. Um so drafted the appeal letter with statistics data, the number of students being served, number of risk assessments, the
073um number of staff that um have been retained and hired, the the numerous types of trainings that they've gone through, professional development such as CBIST, bounce back and so forth, so on. These are all clinical type of um professional development for social workers. Um, and so in the midst of that, so they accepted, well, shouldn't say accepted, you know, I submitted the appeal to US Department of Education. There was really no timeline when they were going to actually respond back. Um, in the meantime, you know, across the nation, um, Department of Justice was getting involved to go ahead and, uh, uh, to see if they could actually file in federal courts, uh, an injunction to stop the termination of the mental health grants. And so in order to in order to be part of that
074injunction with other organizations, eleas and agencies, we had to go ahead as a district resend our appeal with US Department of Education. Um, so I put that uh request to resend because there's really no timeline of what you know process with the US primary education dates um and so forth. So on that was outlined and just speaking to Department of Justice as well as various legal councils as well as our legal council for the district they they did indicate that again these are unprecedented times. Um I've been a project director for multiple grants having gone through this process before. Um but to but uh you know with the courts if there's an injunction it's very definitive when it comes to timelines process and protocol. So they said you know if you have to choose between
075the two go with the injunction. So we put the the request to resend our appeal with US Department of Education. Um and so they they responded back that they are they've they denied our appeal. Um so our our request to resend was somewhat ignored. Uh and they denied our appeal. I did find out from the Department of Justice that um it was somewhat with all due respect it was somewhat of a generic letter that all of >> received. Um so kind of a boilerplate type of response. Then um the US Department of Education uh put an appeal to dismiss the case in federal court of the injunction. Uh about a week ago the um judge threw out their request of dismiss. So the injunction is going forward. The next court date is October 7. >>
076So still though at this point we will stop receiving funds at the end of this year. >> Correct. you know, as of this moment, um, it still stands December 31st 25, but we're going through the courts. Um, just speaking to different individuals within DOJ, they're cautiously optimistic that we will prevail. When's our when do we start having financial impact like at what date if we were to have to I I think we know what we all want but if we have to make a decision related to um >> carrying on with the program or not um when do we when's our drop dead date for when we have to make a decision before we have financial impact >> I would say you know a decision would need to be made November December um so that
077you So sort of the new year uh in terms of the calendar itself uh we know how we need to proceed with that. >> That's correct. >> Yeah, that's absolutely correct because the funding ends on December 31st calendar year and um we won't be receiving additional funding starting January 1st and going forward until there's an outcome from the courts. So hopefully, you know, we hear something positive before November. Um but, you know, again, I'll be sharing these updates. I'll be sharing these updates, you know, with my superintendent reports um at board meetings and then have discussions with with our board in terms of next steps. >> Yeah, I think maybe at the next facilities and finance meeting, can we prepare just a it doesn't need to be detailed, but just a high over should we
078lose these funds yet continue the program, what does that be to our budget over the next three years? Okay, >> at least we can present that to the whole board and for a decision on how to proceed >> and then as we get closer start thinking about reduced versions of this that we can maintain. If we can't maintain >> we have to do it on our own. I think there's a lot of people getting a lot of value from this different options to how we how we serve most need agenda items. We'll definitely get the scoreboard stuff on there and stuff and then um >> obviously some of the stuff will stay on there. We get the bus one back on >> just to take a different look at it. >> I think like from
079the perspective of talk to the right leasing company, they'll buy your current fleet, whatever they want to purchase, >> sell off the current fleet, new buses overall, um as much leave as much value in the bus as possible so that we just replace them every 3 years and they take them back and then >> they sell them off at that point and then we could just keep our fleet new and under warranty and >> not needing service and maintenance constantly and all those things that would be the way to look at it from one to the other. So you really have to balance against your current operating budget that you have for, >> you know, all your repairs, all your maintenance staff, all that stuff against in your current program versus what it would look
080like to do it this way where you didn't need any of that where it was being taken care of by one contractor. >> U anybody else have anything they questions, comments, or anything they want to see on the next item? >> So we should know something at least if it's going to continue by the next meeting of October 7th. I hope so. I hope so. Something something positive. But yes, I mean there there are dates in the next day in court would be October 7. So we should hear something before. >> Yeah, >> I anticipate that as well. So that's there's nothing else then we will adjourn at 5:07 p.m. Thank you everyone. >> Thank you.