001All right, we call this facilities and finance subcommittee meeting on April 29th, 2025, 4 p.m. to order. I get a roll call, please. Alexia, technology department, Celeste, ASB, athletic tech for high school. Least William Mayau business services. Thank you everyone. Uh any public comment? Okay. That takes us to our first topic analysis of power outages. Kywood. Yes. So I did some research on number of power outages we had in the last two years. I'm going to go around and pass this out. I'll split it. I'll put it over there. And that um back in 2023 in April, we did a partial power outages at the district office. uh called in and letting letting Southern California accent know of the situation, but we did have a um a power outage on July 8th uh 23rd. And
002then from October 2023 all the way through December 20 23, we had some um 2023. Oh, just this section here. Okay. We um Southern California sent us emails letting us know that they're going to shut us down, but whether they shut us officially shut shut us down, we don't know because I wasn't here at that time, but maybe Ernesto may know or Yolana may know whether we were shut down during those times or not. So, it was it's kind of like um like the like couple months ago, they were up and on telling us, "We may shut you down, we may not." But we ditch they dish us down on June 6, 2024 only for 15 minutes in the early hours in the morning from 12:45 a.m. to 1:00 a.m. And then um that was
003at BZA High School and and then Metal Arc was shut down on the 20th and 23rd, but again only for 15 minutes on the 20th and then one hour for the 23rd. I um yes, instead of going through these one by one, um I think we should probably all we really need to do is look to the days that we requested funding for. Oh, okay. Full power outage would probably be a better filter to put on. Then you'd get back as far as we've ever done it. Yes, we've done, you know, that would at least get you back. But obviously, uh power outages are a thing and we certainly know what we experienced in uh these last few that happened. So that was probably the most egregious. Um you're absolutely right. Um so there were
004the district office had no actually [Music] um high desert had no power that whole day on July 14th 2024 and then and obvious I'm assuming um someone submitted a J13 a to get funding but we did submit J13A from um November 7th, 2024 and then January 14th, 15th, 16th for BHS as well as on the 21st and then obviously High Desert was turned off as well on the 23rd and Best High School turned off. So eight eight instructional days just in the last 12 months. Yeah. And we make it more power just come June, July when when there's high wind. So just an FYI. Hopefully it's in July and August. Yeah, exactly. So [Music] those are just an example. Yeah. Yeah. No doubt. Um I think everybody it's probably fresh in our memory, but I
005think we all know it was pretty bad recently. [Music] Um any comments on um that takes us to the next topic backup proposals. So um we got one quote from um I've got the name. So basically the the only we know And one of them said, "I'm just going to back out of this." So, it's not worth my time. I got to spend money and need to put a proposal together. Okay. So, then I called a different company. I'm waiting for him to give me the proposal. It's going to take probably a week and a half more to receive. He came out, he did the site. We looked at Bask High School. He took a copy of the blueprints. Okay. He's going to bring them back. But so far, the original guy that gave us
006a quote, he was able to give us a rough idea how much it would be yearly to maintain and to keep it up and running, it would be 3,220. What was the upfront cost? The actual cost of the actual It was 579 269 579,000. Mhm. Um, I'd like to make a proposal that we bill um that we actually not pursue this any further. And um we make a recommendation to the policy subcommittee or the educational subcommittee to add instructional days to the year just to make up for whether or not we have any more of these days. basically extend the school year by three to four days just to um we don't have to use them but obviously it seems like there's an average here that goes up I think that's how we will address
007this but anybody else have a thought on that or disagree I don't know if you can do that without working with the union I'm sure we'd have to yeah but I think we'd have to Are we doing that because we didn't get reimbured for the days we got reimbured for the days I think it's more about the loss of what's Not the proposal. I got power. No, it was the uh Sorry, you joined us a little late, but um so we're losing instructional days because of the power outages. So, yes, we do get reimburseed from them, but we still have the lost instructional days. Okay. We're over the minutes required though. So, I'm not opposed to it. I'm just It will have to go through the union and teachers probably will want to be compensated.
008So, I'm not sure what that would look like. I don't think we're I don't I don't think we're saying it will happen. I think we just we hand it over to the education subcommittee for them to discuss the topic and because I don't think we're going to spend you know 600,000 and $3,000 600,000 up front and 3,000 a year to have a backup generator solution in place for for moving forward you mean? Yeah, for moving forward. So the option in front of us right now is Yeah. So we are putting um a proposal in place for when we are if a situation like this actually we have to put um the continuous learning um plan in place I think by July 1st it has to be a board approved um that will include what school
009district will be now the the requirement on that is 10 days so what would you do by 510 the 10th day you have to have something up in place but obviously we don't want to wait until the 10th day So what we're looking at is the question is how do we get kids on on instruction when we're out like that? Yeah. I think for us for facilities and finance like it kind of ends with um okay we're not doing that. Okay. And then uh we'll punt it over to education subcommittee and then you can tell us what you're going to do to solve it for the educational days. Okay. It's less money than it for sure. What's that? It will be less money than that. Yeah. I'm sure. Okay. Thank you. Yeah. Yeah, I mean
010it's 5% of our annual budget to put a jackup generator solution in place. It's just not viable for us. But if you have an alternative solution, it would be good to hear that uh as well. Not right now, but when you guys are done with your when you have with it'll become part of our plan. Yeah. And we just present it at the next board meeting what you're and we'll discuss at the board meeting. We'll let them know our decision, our recommendation around the generative solution not to do it and then the educational subcommittee has an alternative that will keep the instructional base in place. Yes, you guys can present whatever that is. Now, everyone's favorite topic, ASD balance sheets. I'll hand out your hat. Yeah, I don't. Yeah, make sure we have plenty. Okay.
011I'm sorry. I thought I just said before you start, I'm sorry to interrupt you. Do you want to display this? It's okay to display that numbers and everything. Yeah. This is all public. Um, so basically towards the back there is the bank reconciliation sheet. This is for February this year. So what page we start? Um, you want to start with the first one or we're going to start at the fifth page first. Okay. So just so you could see that um in February 28 we [Music] 104,550450 in the bank. So and then if you go to the first page is the breakdown of all the different clubs what they have in their account. So like ASB general account which is the ASB class is 11,60 athletics 3,4. So this Oh sorry sorry first page. Sorry.
012Look at this page right here. And this is this is my the first page. So then to the first page. Yes. And but this is the breakdown of the actual funds. So the bank is only going to tell us total total, right? And then this is the breakdown and the balance sheet details is a 228. So for instance um I brought three examples like first one is baseball um what it comes like on my print out is I don't give like each person's each child's naming and spirit. So, I just bundled them together and put like income three 3,63. So, that's from the kids, then the parents, you know, and then um like their gear, baseball based jerseys. So, that's here, the more spirit packs, the practice balls, our fall festival deposit. So, this is
013gives us their total account. Um I did an easy one, carpentry. they're new this year class because I didn't have a lot of time. So, um we we did was we made a club for them because they were the closet um um donations from the women's club. So, I was like, "Well, let's get you an account." And they're set up. So, now they're going to do other things. That way, they can buy materials and go the teacher can do whatever he wants. Um, and then the last sheet is what you've all been waiting for, football. So, as you can see, this is a a big account. So, in total purchase income for this year was 2 $20,119.91. And then they had they started off with 2776.85. So, adding those two together and then here's all
014the expenses. So banners, polos, practice wear, trophies, all kinds of stuff. Good stuff on here. So now their ending balance be 7,460,000. But it gives you kind of a better idea of what they're spending their money on and what money is coming in. No, that's good. Everybody always thinks, including myself, like, oh, we got all these donations. How come we don't have as much money going out? Well, because we spend it in it's easy to add up and not I think the idea is this could be these sort of things can be available at any point in time someone right so with that we're um trying to go into a new software starting I believe in the summer we're going to try to go over to this new software where everything is online and I
015can basically do it from anywhere and make sure that things get done and quarterly and and um like I was saying going into this our software we have currently is very old so it's really hard to distinguish what's what from what and I don't think anybody has that really looked at it since maybe our like major audit yeah I mean this was great to actually go through and do this and settle everything exactly how it was a lot so um put you in a good though, like you said, can move on to the next package. Yeah. So, now we're I I feel like we could start kind of fresh. I'm going to go through all the accounts before just to make sure that everything's transferring over properly and then from there it's going to be
016really easy to The idea is to do a fiscal year change. Correct. So, start July 1 with your package. Just do a ledger entries from what was already there and then move forward from there. Yes. Okay. Yes. That was the game plan. Yeah. because this is for this fiscal year anyways. So even with the old software, we start a new every fiscal year. So it's kind of the same concept. It's ASB work basically. It's an online platform where Celeste is dating parents community can donate. There's a small fee. You don't need to donate or students buy something. It's a small fee for for any transaction basically. with and along with that um Dr. Smith and I also discussed making a calendar for next year's ASB um new teacher and so that way we we're only
017going to take like reimbursement requests on Mondays and approve them on Thursdays like if we have set days and we don't there's going to be a lot less problems and we just have to enforce all the correct paperwork. Hopefully there's online forms for people instead of Yes, I believe with the new software I did ask about that and I'm pretty sure they said and it's it's very open. So like um we could give you access as the board and you guys can have your own login and go in and check whenever you want and see what's going on. And the same with people can just go online and pick we could link it to our website and um it'll also help with registration because registration's really tough. There's always tons of lines because it's just
018me on my own little computer. Yeah. So this way the students can help me. They could have their own login. They could log into it. Um, I could pre-do the the sales and um, we could just it'll be a lot quicker. And you can put merchandise. Yes. On the website and they can purchase from there. They don't have to come in. They can just buy it online with the credit card. Reimbursements can be a card check. So, um, I have to find out with the bank what that because they they do both. Yeah. It was easier if you can a everything. Yeah, it probably links up with like expensify stuff I would think where people could do their own reimbursements through online and then use them or I know you can print Yeah. through ASB
019work but what you're asking to look into? Uh there's a software called Expensify that usually most of these tools connect to. So if I have a I'm seeking a reimbursement, I just take a picture of the receipt of my phone. Oh, it's connected to my credit card. So I can take the expense right off my credit card and everything match together and like you get this little package of Yeah. Anyway, you don't have to do it. But how many reimbursements are you doing annually? Annually? Oh, for reimbursements probably what? 500. Yeah, there's like 5 because we we don't have a credit card so everything has to be reimbured. Everything has to be purchased first and reimbured. I mean there's a few instances where I could write a check from an invoice you know when like
020for the football anyway the BJs I write them a check I mean the code I can write the check they deliver it with the idea idea to get a card for this account so that could be used for it's just streamline and stuff I looking I don't see I don't see why not yeah that can be an option so let me back modern technology. It's a new thing for us. Is there any questions on anything on here? Oh, there is one thing on here which you'll see a negative for yearbook. Um, we had an issue with last year's yearbook. I don't know if you guys heard about that. So, we were in the hole basically. So, this is us digging ourselves out of the hole. So I had to pay them but ASB is covering
021it and we're trying to work out something with the district where you know we give back. So you had mentioned other loan. Is that the only outstanding loan? Yes. Sure. Yeah. Yeah. We try not to um with I mean there's been like a few things that were like $200 where they just didn't have their money in their account at the time. So ASB cover it for like the science of that or something like that. So that would be like the only other time. But otherwise figure out a way to track that. Yeah. If you're going to do it, you're gonna have to figure out a way to track it properly. Um I can. That was last year. So it just it's in the it's in the if I broke down the ASB, but like I
022said with with the software. So when I break it down, I do this so it's easier for you to understand because it'll give me every selective registration. We sell probably like 60 ASB cards. It'll have every student's name with ASB card and then the senior package. It'll have every part of the senior package on there. They have ledger account for it. So you'll be able to see all the inflows outflows from the account. Yeah, it makes sense. So what happens with class of 24 still has $4,600 in their account. What does that go through? So usually we wait till the end of the year to make sure that there's nothing left from last year and then we'll we roll it over to the next year. Yeah. So like we're going to have a problem this
023year. So we'll run it over to they have any extra. We just keep on doing that. This class of 45ish balance is pretty slim. Yeah. But but but within the last month because we have so like right now is also my busy season because we're going to have prom coming up in grat night. So all those seniors are bringing in $150 for their ticket and the juniors and so I have to make another deposit. You know like I said since I can't take them online I have to do their go. You did go. Yeah. Yeah. So, I'm pretty smart in uh trying to work my ways into getting it done for the parents. And we're are we taking credit cards now for entry to the events or no? We we have Okay. Go. Go. Okay.
024Yeah. That's the only way. Well, not here, but a lot of fields, it's the only way you can do it, right? That is the only way. You don't even pay. You probably wouldn't consider that to be honest. What? Oh, yeah. I would love not to take cash. been talking about that for years. Um it's just I guess being in a rural community a lot of the parents are but it seems to be more now the kids are like yeah we don't want to pay cash. Yeah. So but it's just taking a little bit longer for us to adapt to the cash. My kids don't even carry their physical cards just have their Apple wallet. They can't play with Apple Wallet and they will the ASB works will give us the equipment to use like Apple
025Wallet so we will be able to do that. Awesome. Thank you so much. This is I'm sure this was a pile of work. Um Okay. I'm glad it's done. Well, it's good clean places to move from. Yeah, it's good to get in there and really figure everything out. Yeah. Very good. Thank you very much. No problem. All right. Next topic. So obviously um last year all the asset funds are gone. Correct. So what sort of revenue was the federal what are we talking about? Our income dropped by so I would say at least $600,000 per year going forward because those are one time fun but we're not going to get those again. Yeah. So obviously when we lose that much income then there has to be you can't keep spending at the rate that you
026were previously. So our next topic is cost cutting option. Correct. So we looked at um are we going to go through the facility summer? Let's do the uh yeah final recommendation for facility needs that could be completed over summer 2025. Mr. You're welcome to stay, but if you don't want to, you do not have to. Thank you. This is the actual summer project list that we have for this coming year. Um, some of those items are the ones that you approved for this coming year that you recommended. Basically, the high desert building. I don't think we've gone to formal approval approval. No, we just had the first year. Basically, uh, those prices did go up the roofs cuz the price that we had on here were we were guessing. Yeah. The actual price for those
027for each building is 240,000 for building one and then building two for each one. No, what was it before? We had like more than before we were guessing 130 per building. So 10,000 each one. Yeah, that was a big uh a big increase right there. But the painting of the bungalows at Metal Arc went down to 70,000. That's an actual estimate from a contractor I received. Is there any replacement of wood on that? Some of that wood looks pretty. Uh, this is the first quote, so I'm waiting for two more quotes. That's just a rough idea to give you why. There is some wood that's going to be replaced on there as well. Yep. They or they gravel. No, they're actual. Oh, that's an actual budget that No, in order to get actual clothes, we
028have to go out to bid. Yeah. So, basically it starts between uh 215 to 240. That's just the rough idea of how much it would cost. That's a budget that we have to stay into. But we won't get actual quotes until if we decide to go out to bid, right? That's who we'll receive the real quotes, the three vendor, the three contractors. Yeah. We can either go out before bidding or do a piggyback contract which has already been betted through CMAS that route. So [Music] um couple vendors but these are these are projects you're talking about for two months from now. Yes. During the summer a little behind time on this. Yeah. They're about to get this into the next board approval. And also the two shaped structure that you want to install at Basquez
029High School. That's just a rough uh estimate 160. Mr. Kai has more information actual post that he put together. Yeah. So, um this is just an example of three shade structures at one of an elementary school site and the cost and I'll just pass this around associated with this. [Music] I can share. And then this is Dave Gates in elementary school for three structured um and a total cost and and the K service group is okay. Um they are C mass approved. So when I when I was at Keo, we went with them where they had their own in inside architects. They gave us a bid and it was and they work with DSA to get it approved and the total cost of this project was um I believe was 500 um something thousand. check.
030[Music] We have 160 in here on this. He's talking about the one. Yeah. But three. So if you divide it by I see um three about 500 something thousand then it gets to be about 160 $170,000. Yeah. I don't think over at um over at high desert they don't would not need a shade structure with the No basket this only for basket for basket the 500 or the 160 this is an example this example got so but my concern right now is to get this done we have a lead time we have we have architecture you'd have to get DSA approval how are we going to get this done during the summer it would not It would take at least 6 months to 9 months. So this isn't a project for the summer. We're saying
031it's going to be a project 26. Yeah. Yeah. So normally the way they work whatever projects we get approved during the summer. Sometimes we complete them all. Sometimes we complete them throughout the year. For example, the roofs for the district office, the old admin, it was approved last summer, but I got it done in October. Sometimes we're not able to get it done until a contractor is able to come out and they just finished it like it was in October. Yeah, it was like a couple months ago. Yeah. So, it was probably a little bit further, but we extend out until the contract has time. No, originally he was going to come out in October and then but he ended up I think it was January. Yeah. Then we need I think we're just gonna
032have to start with getting it approved and then quickly. So the main thing is to get it approved and then like start working on the project. Yeah. Going to make sure we're on the same. So after the shade structures, the actton site, all these items right here are items that we need and needed to get the school up and running. These were not included of the original three classrooms that we got approved for paintings and ceiling tiles and patching. They would be new carpets for two classrooms, new uh door locks for safety. So that way the teacher are able to unlock and open it from the inside in case of an emergency. They don't have to physically go outside. Install the sink inside the multi-purpose room for the cafeteria. uh put a PA system in
033the at the site for the kids. Bathroom furniture. Uh the staff work room area to get it painted and beautify a little bit. Uh the the PoE switches for IT, the data drops for IT, the IP speakers for IP and uh printers for IT as well. The only one that stands out is the 55,000 for a PA system. Okay. Well, that the door lock. Yeah. So, door lock. And I think we can look at options in regards to Go ahead on that. So, basically, that's not going to stop us from opening a side. We could always do it the old fashioned way, buy speakers for them so they could talk out loud when they're out there in the playground. Uh, we could always let the teachers know to use walkie talkies as well. Yeah. It's
034the only thing that stands out really. And you were saying the door Then two door locks for two door that that's the actual any door lock that the students are going to be occupying. Oh, that's okay. So, how many is that about? Um, it's one, two, three, four, five, six, seven, eight, nine. Okay. Like around nine or 10 doors and they're panic. If it's Yeah. No, if it's panic doors and there 10 of them, that's 390. That's fine. Yeah. That's no panic bars. Yep. Yeah. Yeah, I think the only thing I mean only thing that calls out seven is the PA system. Whether or not that's that seems like a lot or not. That's that's the first quote that we got as well. Uh we're still getting a we need three more quotes. What's the
035difference between the PA system and the IP speakers, indoor and outdoor speakers. So what they give us an estimate and what we can do and we can probably buy used equipment because it's really based on a person's knowledge on how to manage and configure the the the um the the system. Um we can definitely look at doing a Cisco call manager have outdoor indoor IP speakers and it's all be IP based and then um so we can use we can put in use IP phones we can see we can buy stuff on eBay of use um Atlas speakers and and these are I I also have a post if you guys want to take a look at just have an idea what that price is stored that way. These are some zone is just actual
036parts I got from Well, that's what tells you exactly what we're getting for that amount. This is basically it's going to be a fire address system, too, if we're having flashers and color blinking lights. No, this this is not part of a fire system. So, what why do we have flashers and colorful blinking lights and basically the actual speaker that comes with it? Yeah. Has all those gadgets in there in case you want to basically connect it to the actual fire panel, but it's not connected. This is separate. But if we did something connected through the fire panel with a speaker that's I don't know if how old our fire panel is here, but we might be able to connect through the fire panel and do addressing. Yeah, those speakers that they have, they're able
037to talk to you similar to what we have over at BHF that whenever there's an emergency, they start talking to you the building. That's the reason why it's got those. Right. But we would have to upgrade the actual fire pit. But again, this this may not be a huge priority yet because if we don't have the funds to do this, we have to go with the bell and then the megaphone teachers. I mean, I I obviously if we're going to spend 861,000 on Well, one on that particular building. We can cut that by a third by moving the PA system out. Another time is probably um can you PA system? Isn't that where like announcements go out from like a main office and isn't that where we call lockdowns from fire drills? close. How would
038we do that without that? To strategically work with the teachers. What part of if we need to do a lockdown, we need to be able to notify people immediately that we're on lockdown. A fire would be super important, too. Fire, you can have a fire alarm system. So, as soon as the fire alarm system, but when you do your drills, though, you don't use the fire alarm system. Use a PA system. No, I understand. So that's why I'm saying if we could run it through the fire alarm system then cuz they're different a PA system. Yeah, they have a PA system through the fire alarm system on specific when we've done lockdowns here in the past because we've had a few um we have front office staff and there's a set protocol and we call
039the sites because they have phones inside there. Okay. Look, it's not my decision, but I don't I I don't consider that a best practice in the event that we would have to do a lockdown. the sooner I can notify you that you need to lock down the the sooner I can make sure our kids and our staff are safe just but if it can go through the fire I don't know about that so but they're saying it's not compatible at this point at this point no that panels not compatible in your opinion is this required something you need to do would you recommend doing this it is a safety issue PA system and even though there's other ways of getting in contact with staff members but that that would be the fastest way but I
040think if we can to like you said and look at a used system or that we can there might be another alternative to this system. Every every bathroom needs to have a radio as well. That way there's a we communicating. They should have those radios at all times and soon as you call them, they're going to be able to hear it. Cuz in a lockdown situation, yes, you want to call it out, but if you have a a shooter on site, do you would you be calling it out or would you be calling it to a radio so that you're not announcing, hey, we know you're here? a great deal of cell phone. You would usually call it out though. We've had drills on that. So, I mean, you need to let people know. So,
041yeah, you are. You don't want to let people know where the person may be. Correct. And you may not even know, but somebody knows. So, as soon as your emergency response team gets involved in that and the police get involved, there's a ton. We did a whole drill at all three of the schools around that. Um, I appreciate your input on this topic, but we have kids here now. Why don't we have it now? Well, I I don't know why, in my opinion, that probably should have been considered before we moved kids here. Um, but it wasn't. So, you know, I if it helps, they do keep the doors to the outside locked and the inside doors are also Yeah. And we are I don't know how we would verify them. Like if that happened
042right now, we'd call them one by one. On what phone? We have right now we only have preschool and we have um TK didn't have TK here. They have their classrooms. If they get their phones, we call them and they know to they have classrooms and we call them directly classroom and I think alternative solution to this a temporary alternative solution just buy some walkie-talkies and um to reach out to the classroom probably a great deal and we have radios at those inside those classrooms already but it is so we should practice a lock down with them using those radius. Yeah, without a doubt. So, that's a drill that I don't I'll find out. So, let's do this. Let's practice that. Let's put the budget forward with it in there. And then you see if
043you could find an acceptable solution that maintains and you know, hits all the points and that we're just safe with it because at this point we're doing how many how many classrooms are we? Three over, but then we have two. It's probably only going to be two based on our numbers right now. Okay. because just our incoming kinder. So we have three kinder classes right now, but we only have two. The number of kids coming in right now are only two. So we might only have two with the sped with a sped class. So we might have a third as a sped class, but then we still have the two. Yes. So that so that be there's actually three here right now. But if we're if we're retrofitting rooms, we need to if we're going
044to put the system, it needs to go into Yeah. No, we'll have them up and ready just even even if there's one empty one, we'll have it up and ready in case we need it. Yeah. Yeah. So this this is the process in regards to implementing a um a voice over IP solution and and putting speakers and stuff. It it is doable and we can figure a way out how to make this more economical. Yeah. And if we do radios, we probably should keep radio like Yolanda should probably have a radio like each of the offices here. So whoever gets the first like if say there's an emergency or fire shooter, I mean it might not. Sometimes it's not a shooter, it's a lockdown situation, a shelter in place because there's a bear or snake
045or we've had snakes. We've had had a we had a coyote one day. Yeah. Up at Vasquez, too. It was more interesting. But we could practice with using it. So, you know, we can say, you know, you're going to be the we're going to practice. You're going to be the one that sees something. You call out. I I would say try that before going to this expense and just making sure people have their radios on, they know how to use them and that they have good reception that policy subcommittee deal with how you guys do that. We're just trying to get money to build something. We'll say I think I think that I think we can put repeaters around the area so that way we have and it's not that big here. So any any
046normal regular walking against making sure that they stay charged. Yes. Any other comments on this Ernesto? And would you mind preparing a presentation for the next board meeting and presenting these items the next board meeting? Can we make sure this is on the agenda for the next meeting? We'll provide our recommendations and approval or any recommendations for it and then ask the board to consider approving this. I um don't want to add more here, but do you want to see on this list what are the top priorities for everyone to do? No, I mean I think this is what we've come up with as our most immediate items. Um if we want to provide the year two, year three items as followups, what will we be requesting for the following year? It all depends on
047whether you want to go out for the whole thing for all year one, year two, year three at once or we want to do one year at a time. But like do one year. We need to look we might need to go to more than three biders on this roof. Oh yeah. No, we're definitely going to go this is no a huge change in this is not basically once we go out to bid then we're going to get actual numbers. I understand. I understand at least five. Yep. We'll do a formal bidding. We'll do a job walk. The vendors we'll post it on the newspaper and trade journal and then the vendor will come in whether it's class A or constru. Which one? Yeah, I think they have to do it in certain way. As
048long as it's public building connected or construction connect would be the best way to do it and everybody everybody sees it. Yeah. I'll see it. I'm not going to bid on it, but every building connect. What was the other one? Construction connect or building connected. Those are the those are areas where you could do public and you'll you hit every, you know, the big big guys and the little guys will have access to it. Building connect is kind of a free platform, but construct connect is it'll get picked up on construction. They be posted in building connected. So for sure the the roof replacement is an absolute need. Yes. But the um getting the it's already been board through for modernizing the four classrooms or three classrooms. So that with the three kindergarten section of
049that that's not even that's not even on here because right so these are just extra that we need just to and it doesn't have to happen immediately but something that we would like to get it done. So as soon as these funds are are approved you know encumber them this fiscal year so that they're they're essentially spent as far as our budget goes. That way they don't get clogged back for any other reason. Yes, it'll be definitely done as soon as possible. I assume some of that I assume the roofs can actually be done even during while class is in person, right? Oh yeah. Yeah. We just need to make sure they're doing it properly. I don't know if we have to have a safety meeting with them, but what I saw last time. No,
050we'll definitely do it. Yeah. Awesome. Thank you guys very final questions or comments. Oh, yeah. Now, let's move on to uh cost cutting items. So, you got to find 861. No. the list of potential reductions here. So with the sheet structure, I I spoke with the auditors and they said that if our school district is growing, especially at that VHS, we can use the developer fees to pay for the shade structure. So that's one cost that we can eliminate camera fund. Yeah. Let's make sure we show in that presentation you guys are doing. What's coming from general funds? What's coming from reserve? And so see, let's show where it's where the funds actually come from. Yes. So, do we have developer fees sitting? We have about $500,000 in developer fees. And that's not shown as
051reserve on our account. No, that's on a different fund 25 Y. Okay. Perfect. So, and then 700,000 more to go. Okay. Why? Um the the you know we're saving $500,000 approximately from not relocating the portable that was cheap to right to the district um to the to metal art. So in theory we're staying there, right? And and then um I I I am using the word modernization. Yeah. To modernize the four classrooms here. So we can move what was board approved for the classrooms to modernize this about $60,000 to develop it because we we are expanding, right? So, and then we are we're looking at not refilling the teacher on special assignment the TOEFL position for the arts and music teacher right now. So, for next school year, we did repurpose the um the total
052art if but in in the end because we hired someone hired some people but in the end we we save about $20,000. Okay. And then we did add we we we cannot refill a sped Tulsa. We obviously we have we had um another um special ed but we refilled that position where Dana replaced that position but we did not fill the tools of special education. So in essence we save some money there. We're also looking at for next school year for the 25 26 school year. We're going to look at every single travel conferences so that way we can re our goal is to see we can save at least 12,000 if not more. You know, I I'd like to not have that one on the list. I think those are important. Okay, we can
053remove that. Yeah. Okay. Thank you. And learners need to learn too. Yes. over that. Yeah. And then um we did use um this is just preliminary drain software. We um we'll be using that to manage and track teacher certificate and classified um dedication and sick time leave approval. So we're no longer using that gradient. We're everything now is with LA County Office of Education since we went into HCM um implementation and we're live on that. So HCM is managing our the implication time. Okay. Yeah. One of the things I was hoping to see on this was actually from the single sign on um for the use of software for all the recurring licenses on software. Did we were we able to get data on that from not yet presentation that's just only for software license
054there's nothing that's listed in there that will show that and Mr. Alex is um is going to present that in May. Okay. At the next one. And anything there. Is there anything there? Any opportunity there? It change every year you know depends on the curriculum and what the you know the services you know adopt you know and all that adoptions any adoptions for the year. So it's pretty hard to give you a ballpark you know. We'll get you numbers for sure. But we are making some savings here. Um obviously we can't move everything to developer fees because we um based on um the articles I I should have brought with me but maybe we can bring it next time that you we have to rely on maintenance fun to pay for all these other repairs
055like the roof replacement stuff. Is there enough money in that or you need money from the general fund to cover this? Well, the general fund will have to cover the roof replacement, but the shade structure can be covered through Yeah. through the fees. Yeah. As well as the modernization of the classroom. So, when we present this number, let's make sure that we indicate the same where we found money to offset it. So, here's the total number. Um, you know, we're able to spend we're able to get 220,000 out of developer fees. I mean, how come all of this can't be develop the PA system? Yeah, it's it's based on the verbiage of the articles and I I can print it out if you I trust your judgment on it. Um, and I um I just
056want to make sure that in the event we get audit from our auditors. auditors audit us every single year. They're going to question why did you spend developer fees on this? Because these are repairs. We cannot spend developer fees on repairs. But but we're using so the PA system, the targeting, all the stuff that's for growth. Why can't we use developer fees for that? So that's taking out that's Well, he does have that. So he actually but he's he's using the SH or the GH structure 60,000 he's only doing 60 of all that modern we're modernizing the classroom we're just getting it ready we can't use not so the the like PA system is not a modernization of the class I I I that would be take another look at it and see if you
057could find a little more space let let me um let me reach out to our auditors and the auditors will partly will redirect me to legal counsel to see if we can use developer fees for this but yeah okay I can do that the important thing is though is to get this approved at the next board meeting yes so obviously this is stuff that simply can't wait if it's all there's a comment on list um let's uh let's wrap up this topic and then uh we'll see if there's a specific comments. Um anything else on this before we move over to public comments? Nope. Go ahead, Tracy. Hello. Maybe she can type her question. I don't think she's talking. Oh, yes. No, she's still she's unmuted. She's unmuted. Yeah. Go ahead, Tracy. Your microphone will
058be moving there on the right. We can't hear you. Tracy, can you chat in the There's nothing on the chat box. Maybe she can put it in the chat. Yeah, she took her hand down. Maybe she didn't have it up on purpose cuz her hand's not up. There it is. Oh, there you go. So my question is, do we have developer fees yet received? Yes, we have. There's it's ongoing. Yeah. When there's new developments, every time someone new pulls a new permit in active, you got to as I know. Yes. You have to pay the developer fees. Did you say thank you? Not a small amount. No, it's [Music] not. Oh, 16,000. Yeah. Oh, wow. Pretty good. I think it was that fire department one of the other school wasn't that all right. Um so
059future any other comments there? So I'd like to make this one standing just we've got to keep digging into different accounts and see like new ideas and new thoughts on how we can do it at the end of the day. Um, obviously with the elimination of the ESRE funds, we're in deficit spending and there's that's probably not a very good place for us to be. Um, most school districts, as we know, are seeing loss and attendance. We're probably one of the very few. And between the loss in attendance and the loss of the ESR funds, it creates quite a fiscal clip. Yes. Yes. for many school districts and um we are facing a lot more problems in other school districts than we are when it comes to deficit spending. Um I I think we are
060um we are facing deficit spending but um we we do have a um fund balance or reserve but um but again if we go through all these projects that will impact our reserve. Agreed. Yeah these things have to be done right. we failure to complete this list will be our failure to continue to educate right like we will not be able to continue to educate kids if we don't do these things so yeah roofs these are pretty pretty important items um so the deficit spending perspective like we've got to get in front of it I mean I get what's happening this year we're not going to have a choice on it um that reserve really is for things like this so that we can we can make things like that happen and then obviously economic
061uncertainty, but if we continue on the path we're on, then there will be no money. Yeah. And I feel that we have to look at other avenues and again um looking at in addition reductions, we also have to look at generating revenues and I know we briefly spoke about this, but it's something that we may have to look into more in depth at the next meeting if time permits. Well, I mean, at the end of the day, um, if we start now, then we can get ahead of this. Yes. If we wait till it's a problem, then it becomes a very large problem and we have to make much harder decisions and less thoughtful decisions. So, continuing to take steps now will ensure the longevity of the school district and financial health. So, we'll just
062keep keep working on it. Um, like this stuff like it just has to be done. Yes. Right. So, don't even really have to think about it too hard. It's like, okay, if we can't educate kids, then there's no revenue from that either. So, that's creates a bigger problem. Um, but let's just keep it as a standing topic like what we're going to try to do um until we get the deficit gone until we're balanced, right? And we just got to keep this on the agenda um until we're balanced. the cost cutting will can change beyond it but also um yeah generating yeah absolutely I mean anything that creates I mean look there's two sides to a balance sheet right there's there's revenue and there's deficit so if we can increase revenue is great um I
063know the education uh subcommittee is working on increasing the ADA of our actual student body so we know what one or two or 3% can do there. Yes. Hopefully they find some opportunity there and then we can spend money wisely and hopefully land somewhere in the middle and end up at a place where we're growing our preserve instead of ripping a light out of it. Yeah. Yeah. [Music] um you know the attrition we don't have to get into the dive the details of it now but um yeah I agree there's lots there should be some we'll have to think outside the box a little bit and create a little opportunity and look I mean it's a good thing that we're creating new space here that means We are preparing to deal with the growth as
064well. So I mean that's positive. That's great. Um any final topics before we adjourn. We get that new bus. Yeah. Oh yeah. No, it's been a month or we have Oh yeah. Yeah. How's everything? Good. Um, okay. So, we will adjourn this meeting at 5:00 p.m. Thank you everyone. Thank you.