001all right uh we call this facilties Finance subcommittee meeting to order on March 18th 2025 at 402 PM can I get roll call please celest Eric yoland M William M uh do we have any public comment this okay all right updated cost Control software licenses Mr kyn yes thank you's going um we work together with um Mr Alex and here's a brief overview of the list of software applications that we have um they're online as well as Cent base and with that I'm going to let oh thank you [Music] okay have Alex go riew of the software applications that we currently use and some that we have deleted or going to so good afternoon more members my name is Alejandra Rosia and together with Cesar Ortiz who are the district Network administrators for ausd I'm
002here today to give you a brief presentation of an internal document uh that we created a few years years ago um and that we use at the end of each school year to keep track of software applications implementations Productions and no Ren as well um not some of the benefits of this documents is to provide a clear overview of the current software usage to support future planning for software adoptions as well as track adoption cost and ongoing mantenance expensive for software applications while identifying potential uh savings savings uh the way we update these documents is by conducting meetings with our district technology team which is uh Alexa Nicole CH chip c Michelle boram and c and myself and uh also by accessing data uh analytics um and software uh that NW portals you know to
003get in track usage uh what you see here on the screen um which is the same as you if you have and they in the spreadsheet um is all the information that we use to keep track and identify programs from the left to right in all the columns we have all important Fields such as applications functions user integration with our systems um uh implementation costs uh who maintain the the programs the maintenance cost application pros and cons and uh recently we added a new section in here and see the one of those applications align with the lccf uh lcf sorry um and yeah so this is a this is what we use you know to keep track of the software like I mentioned we update this at the end of which school year okay with
004pricing um I do have um a few examples that I want to show you so in your document everything that is highlighted here and red is there are no renewals for this year that we we were able already to identify them early during the year right that we're not going to move forward with those enough for next year um we do have a tab here for curriculum adoption as well so one of the ones that we're working on right now in the early stages is the ccgi the California College guidance initiative which is a program or a software that we're going to use uh that is web based you know uh to use the school to help the students with College incer Planning and their secondary plans as well um I wanted to thank the
005tosas Alex and CH they play a very important role you know and helping maintain this spreadsheet um and also I want to express our gratitude you know to our superintendent Dr Zak and our assist superintendent for the Contin support toart that's all I have for you guys and if you have any questions here have questions um I think one of the things we wanted to understand was usage and adoption do we have any information on usage or adoption of these systems um yes so every year every time we have an adoption right of the program but you I mean by like usage like daily usage like how many we we we we access you know the portal we have a single sign on portal which is your SSO I can actually show you on there
006um and that's how we track usage on it you know I can give you an example I can log in you know to clever and show you minute you don't have to do it now but I think we were I think what we were hoping to understand um and what the exercise was kind of intended for was to go okay um What's the total budget here across all this we have a total budget on all the stuff that we so I'm gonna take a guess at quarter million a year just based off of probably right yeah what's your guess um I'll say and I were probably in close to 4 400,000 year SLI and each year change right each year always just fling you all that change savings so it bounce it out yeah it's
007interesting to see Capital versus recurring on some of that stuff I think one of the the exercise was intended so that we could say okay is this being used or not is someone actually signing into this we do and that's one of the things that we do at each year at the end of each year you know we open this document and we pull data analytics you know on each of these programs we see usage we keep track of usage and um and that's how we determine you know if we Canna you know move forward you know for the next year with the program or if there is something out there you know that we can replace it replace right so the 60,000 that you're saying you're not going to be using after this year
008you have something replac so that's that will be a Sal but last year um but two components on that you know so let me show you so that so for that one um Apex was your B Apex you know last year we PID that amount I don't I know it's public you know but you know just contract I that you know but um this is one of the applications that we used last year that's the price you know that we pay for it right that was the instructional the virtual curriculum the remote learning you know that we have from 6 to 12 only right and uh we do use ad mum for K through five so that's the cost of that so if you add that with this that give you a higher number of
009what we're paying for as celos because as celos it was a little bit higher but thanks to the ground now we're paying able to get down get is that the recurring cost that is yeah that's that's actual right now okay we review it each year but some of the applications is we got the information already I just we just in it so for future meeting for future meeting um is it safe to say we could get let's say total budget on existing software platform yes platforms um that are active and then usage rate because you know it'll be my intent to actually you know take a look at if we could even I don't know categorize them by low medium and high I I don't know if data analytics could actually do that for us
010but the ones that are low usage you know I want to tie them back to respective School sites or departments to have that kind of dialogue see you know is this something that we are are gaining any benefit from and should we have to go ahead and continue with that type of platform yeah it's no secret the governor's budget was U pretty slim as far as a cola increase this year which it's well below um what our normal costs are going to increase year overy year so even if we do nothing um we do what four four to 5% increase in costs is what we can assume yeah I mean if nothing happen correct I mean the C of living adjustment is normally around 3% but this year it's 1.07% because um because of in
0112022 less Revenue but we but we um the increase on on inflation and stuff and the softw of ser these are all pretty much the much you of these application here are software service and um we pay this every single year yeah I think 3% is usually the standard increase year-over-year um it's either that or it's uh you know whatever the I'm drawing a blank at the moment but usually they reference uml the inflation what usually thanks for the suggestion ER we will do it at the end of the year for sure yeah we we will get gather all that the goal I would like to get it sooner the end of the fiscal year if that's any possib so those who are still here you know um in terms of I don't want toate
012during July but when people are coming and going but to actually go back to Department leads or to principales to say okay low usage low usage if we're planning for the future um this is something that might not carry forward for example perfect yeah we do that thank you we can discuss these are things that come at US every year right so it just keeps growing every year so finding some opportunity here yeah so so in some we'll just add two extra column so to Total the total cost for each software application and then the number of hits and number of usage on average how much the students or teachers access the software application yeah some of these are simple things like I would just be curious to understand you know a sellis were spending
013how much it will be per per student you have the bre down you know yeah kind of we can you know you know do yourself a favor only dive into the big ones yeah maybe if you have data on the other ones like how many times was it logged into it' be so go with a simple metric on the on the on the less lower cost ones yes and then on some of the big ones like okay let's dive into those a little bit and see will do that um look with the intent of trying to find some Savings in our budget try to add some try to add back in where we can thank you for your effort on this you're welcome thank you for everybody effort really appreciate that I didn't think the
014list was going to be this long did you I had no idea we'd have so much stuff but I think about everything that gets approved during meetings and it's like some of these are I mean it's it's it's been growing you know like when I got higher here when I got higher here 9 years ago we were not even close to that so each year is growing so we were in the necessity to create something like that to keep track of it you know and not pay there's applications that we can pay you know that you know and they can keep track of all that and everything but you know they're they're pricey they're pricey so we're saving the money by us maintaining that and doing that instead of paying some outside you third party
015too yeah understand yeah no I I get it completely I mean it's um you'll have understand the analysis on whether it makes sense or not is neutral link and neutr kids the same thing uh they're they're under the same umbrella it's hardland you know but uh they they they build separately so that's why we separ that's Services that's one of the problem services for the POS Point of Sales we have processing freeing applications as well you look at some of it like what do they see All Passes virtual All Passes right do we use it yeah that's the one that yeah the that's a a software that we uh we adopted a year and a half ago and uh the principles use it you know that's how the teachers allow the students they do virtual
016passes to go to the resturant so they're in their Chromebook and they can request that without interrupting the class their Chromebook you know yeah cool do that and everything help the teacher to keep track there's more than that it helps the teacher the teacher to keep track you know who's outside student was outside and know about it how many times I go it's actually very useful for Vasquez right now yeah and that's awesome so I mean it's good to hear that right to hear hey we're using this every single day analytics well just a little bit of analytics of that would deal with like how many times just get logged into over the course of a year would be just an interesting like first set right yeah like if you you pull up something and
017you look at it and you go huh no one's logged into this and like last log in and number of logins per year would be over the last 12 months would would probably come out of the SSO the Google sign on sign so should yeah we can we can we can get it from them yeah for sure that should be an easy easy report that would be helpful to least organize your where to go and where to look what's the divage any other comments or questions related to that no public comments you have a question or comment um I was just wondering about the ASB software how much it cost because if we're thinking about something else yeah $150 oh that's it that all right um next topic ASB Finance over thank you um I'm
018gonna it over both and I will worked on the PowerPoint and just give you an overview of what ASB is all about it's pretty much student Le organization without let celest give an overview what is okay um So based on so the ASC is associated of body it is ran I'll just kind of overview all these first topics it's ran by the students so the ASB so like for instance the ASC account is supposed to be for the students only the students and ran by the students what's this legal structure um so we go by something called fcmat which is our guidelines for so it's like's um I don't even know what it mean to be honest with you I just know it's that's the class that I take I go over every year and
019also the advisor supposed to go over every year and then we work in conjunction so this is kind of like some of the rules um like this is our I don't want to disrupt the presentation too much but just we can come we can Circle back yeah so this is the handbook the ASB and classifies handbook so basically just to kind of give you an overview really quick so we have one ASP bank account well let's let's go through your presentation and you can Circle back on that and then we'll so the ASP is a representative group of Vasquez High School students who communicate and interact interact with the student body to create and uphold positive School environment by hosting activities determining funds enhancing sful spirit and contributing to the Greater Community through service so
020who runs ASP ASB is a student Le organization the elected officers are president co-president secretary treasurer and they run all business meetings so it's basically their board all bills and expenditures are discussed by ASB and all legal documents are signed off by ASV officers the advisor and side Administration how are the ASB members selected ASB SE selections are made in the spring of the Year prior to the year service currently enrolled students who wish to be part of ASB class must personally attend one of the informal meetings in the fourth quarter of the Year prior to participating class students are selected for the ASB class based on the following requirements attendance at the informational meeting participation in the observational activity completion application academic grades citizenship and work habin confidential teacher evaluations application complete list completeness
021participation in an informal observation observational activity signatures of Confidence from the students they would be represented so basically they fill out an application towards the end of the year so I think next month they're having elections um it has to be they need am of signatures just like any other election and then the students vote on the board and then the rest of ASV is like where they have the meetings is a class so the teacher they then put an interest in we would like to be an ASB next year and the advisor the teacher SL teacher is going to decide if they can be an as because obviously we don't want people who are just going to run around and talk in class and have a free period if they want people to work
022because it's their job to trying to make sure there's full spirit for all the games that we have like ASB officers take money at the gate um they work the canas to make money for ASB and oversee all the fundrais why does ASB raise funds California law allows students in California's Public Schools to raise money and make decisions about how they will spend this money student organizations are established to raise and spend money on behalf of student body and are called Associated student body organization are asbs which are made of current students the funds that are raised are spent by student organizations so this is a flowchart of the donation process sorry it's really small so first a donor say we're getting a donor from the community 49er so they want to make a donation
023so to ASB so making it to the district and to ASB are two totally different the district you guys all decide how that's spent if it's made to ASP the students are to decide so is the same bank account no yeah so we have our own bank account and that's what I do is I facilitate our bank account so donations are made and they have to fill out a donation form to ASB which is saying whatever we're giving you monetary or if it's an item we're giving away our rights to this to say what's going to happen to this this is going to you know you're making the decisions on it so that comes to the club that they want to donate a softball softball goes and gets a donation from Hilo then they bring
024it to me I put it in the system it's designated to the softball account and it goes in there so based on that so we have one and then there's 38 different clubs that in that sub accounts and that so so iate hey this is going to softball I put it under their softball number 1120 and then it goes into that sub account so pretty much in the bank the bank doesn't know but I know and the computer knows like not just me so um that's where I received the monetary donation specify like I said what account goes into I input it into our system which is tracks it's all blue bear and the blue bear has two systems tracks and school books school books is more the accounting tracks is like a register at
025a store then from there I do a close out summary which is like this was the last one I did so I'm going to go to the bank I went to the bank with this already it's telling me how much cashes went in how much checks so these are all the checks that I received they go into the system these are all the tickets that I sold are some some of them I have to input like many here is where it's breaking it down into is that a report from blueberry yes so this is a blue bear report and then I deposit this into the bank and then at the end of the month once the bank sense of their assess statement go back check out all all the checks that were processed make sure
026that all the checks from that month were inputed and then we get a bank reconciliation and that's when school looks so it's going through two different processes before it actually gets toal so you're doing a monthly reconciliation and closeup I do that that monthly yes it's supposed to be monthly you close the books month no you don't close the books till the end of the year but you're reconciled so you're updating the books until the end of the year yeah it would reconcile when we get the bank statement based on the information in blue bear just to make sure it's all matched up that the checks are deposited into caliber Bank Trust and thr the cash yes got to educate me on it so you don't typically do a monthly closeup yes but like reconciliation
027but not a a a Reconciliation is a monthly close out okay but then the whole it's not actually closed out until the end of fiscal year which is sure yeah is there a a schedule at the end of the month for close outs like how days you have um so it's just by so it's based on the bank statement so I get the bank statement and then I have to check it out for that month so I can't do it until the bank statement but also everything has to be inputed first so which also is included in this is referee Fe so you know we have an average of like I looked up February we had 20 something GS in February no game requires one referee so I'm writing about 45 checks an average a
028month and all those have to be inputed by the game with detail into the system and then with everything else you know so like if there's a deposit there's a donation deposit that's separate or if they do a fundraiser then they would come in and do that deposit so all of that once all of that's inputed and then I check it off through the rank then it can be reconciled so it's a lot of work so that's why and I didn't have a lot of time so I just started getting more time so that's why I'm catching up now so I should by your next meeting be up to date can give correct Financial so that's the donation process so individual student purchases so this is like for pom tickets that's a prom so we
029all we of course we know we're gonna have a prom usually so then the senior vior would say okay we're gonna have a PR they figure out a budget based on where the location how much we're going to need for decorations location Etc if we need to pay for buses all that is into the budget so then we get the price of a ticket so of course you know times are getting harder we're probably going to go up so then they come to me and they say okay we're going to sell the tickets for this amount we actually start selling at the beginning of the year because we have a senior package which is going to say prom ticket gr night ticket blah blah blah so if they give me cash I put it into
030the blue bear system with cash register and then okay then so it's it's automatically in there the ticket for that item that it's going to go to class of 2025 so they have so it goes into this this sub account and then we do the close out at the end of the month like I said like I showed you this would be like all of these and then the end of the month do reconciliation so same thing of Varian do you have um you record the variances I record so it's usually the lowest I think ever been in the account is probably about 80 something 85,000 and but it's usually right around 114 well what's your when you do your reconciliation at the end of the month you typically have variances zero see so that's
031why it also has to be like I have to make sure that I'm even so also um our blue bear system is kind of old so it's not really up to date it's obviously waiting for Co and we Branch out to more financial things so right now at school I don't have access to take credit cards so what I have to do is I have to create an event on Goan like you TR to go to events so I have to create something on there and then Goan will start also brought something like that so then I could print up a report from Goan that says manage my attendees okay so then I have to go from here transfer it over to blue bear so that I can have a proper list when it's time
032for PR hey all these kids are going to does g take a percentage yes every credit card cost is com yeah so even blue bear when we did we were able to take credit card so you can take percentage so um and that's another thing I can't take um like zel or because everything has to be put manually through blue bear so I can't do any online transfers like no Veno no Val no any of that we don't have the capability to do that so then I go through this like I yeah so which we're working on trying to figure out an option where we could get a new processing system that is going to streamline all of this yeah yeah I don't know how you keep track of all the it's hard so so
033um so that's basically so then the go fan like I said we do that and then the same thing deposit the funds so it would end up like sorry it's just easier for me to show you yeah do what your comfortable and to explain it so like these are the go found ones I had a transfer so there's zero here but then I just put a deposit in for yeah like the check the check will tell me hard to see it here POS of 2025 see I deposited $3,581 most of that is probably from gofan they send me check every two weeks and then I deposit it slowly but that way it's just I need to be able to see who bought tickets even if it's online so I could you know go back and
034forth so then same process everything deposits tickets if all that is done in the close out to the bank the end of the month it all comes on the statement like this is our last bank statement so all the checks that went out to most of these are referee fees the other ones for like if somebody wants to go a tournament or we have to make deposits for prom the venues or so on and so on somebody wants to buy it's challenging process for doing deposits right because that's uh yeah so that's why it also takes me a while to do deposits because like all of this combined to with just little me is a lot of work you have a financial background um well I've worked as a like secretary I worked for Department
035of Education as a secretary so I'm familiar with a few of the rules um I have my own business I'm also a hairdresser so you to keep yes okay is there any questions on the agent so far no okay now the student organizational process of purchasing so say Okay volleyball let's say volleyball they like to have Custer jerseys which the district is not provide Jersey will provide generic Jersey that is for so usually the bars te wants custom jerseys because they want their names on it they want a remembrance of it so they purchase that on their own so what they usually will do is they purchase a spirit pack which is like a prompt ticket they come in they pay or with baseball with baseball so um they purchase Spirit pack so that's going
036towards their custom uniform so on so they come into me they pay me the amount of the spirit pack and then so that's in there they have to fill out paperwor so they get a quote say we're going to buy these uniforms for $5,000 so I look and make sure they have the $5,000 in the account if they do not have the $5,000 say we're going to do a spirit path and then we start the process they fill out a request to purchase first which is asking permission saying can we buy this item because um this is saying ASB agrees to pay for it no matter what so they cannot order they're not supposed to order it first so this doesn't always happen they're not supposed to order until they get permission from ASB that's
037saying yes we're going to cover it so it goes to the ASB class the board has a meeting well first I'm giving a step the team should be the one to say hey we want new uniforms so not the coach the coach isn't supposed to come to me and say hey we want to get me we want to get custom they had to run it by the team do you guys want new uniform if you do you guys have to say this in a meeting you all have to agree and then we can move on they do they fill out the purch request of purchase it goes to ASB it has to be signed by a club representative and the advisor our coach so then it also has to be when it goes to ASB
038they have to say it in the meeting the formal meeting basb wants to buy new so it's going to cost $5,000 ASB has to say okay do they have in their account yes okay well then yeah or no we don't um but they want to know if you guys will give them a loan okay yeah we agree to do that so they once they agree to do that the teacher then signs it he's they're like okay this is in the minutes I'm going to sign it she gives it to the principal and the principal has to sign it and also the athletic director department chair he us to say like okay my teams are doing this yes so need tce it numers before I know that it's okay from there then we have to do
039the same thing then they say okay yes we we've agreed to that we're going to buy this so then they say to the maker yeah we want to buy this okay we're going to place the order they give me an invoice they attach the invoice or receipt to a check request we do the whole process over again it goes to to the ASB they have to approv it in a meeting the advisor has to approve it it goes to the athletic director again the again then I get a back and I can write a check and send it out how do you track all the outstanding loan balances um well usually there is not so by the time it Go most people had the money before they even write a check on our system no
040I looked in their account I mean like how obviously how would you track to make sure that they because everything has to go through this process so nothing like there's we we're not a big enough school where they're going to have 20 things out without me paying for it's usually like pretty quick okay like they put it in it comes back to me by the time it comes back to me they may ask for something else but nobody really asks for more than one thing at a time if we did I would obviously check it against start to finish how long that you go from from them giving you a request to you giving a we ask them to give like two weeks so um that's what's requested and that's in the hand book that's
041what it's requested we have to do this process by law is this document this processart and the handbook is that do we get that online yet um I did request for the ASB guidelines to go um on a link I believe I sent it to Kai yeah we'll we'll put it on the district website as well is yeah is there one for VHS yeah this is the the VHS club and it's in um our drive just so everybody has access to it needs to be online so um so like for instance we usually have a coaches meeting um at the beginning of the year um so my job is not only ASB is also Athletics so I mean they both tied together but um kind of a balance of both so we we have coaches
042and we have I let the coaches know this process whether they choose to follow it if it's if it's online then it's like hey it's available to you as well as yeah and for anybody else that's looking for right so but the main thing I guess in that is that this is supposed to be a student run organization which I it's supposed to come from the students so um but it still is a public document oh yeah like that's not a problem the thing is that when other a lot of adults will say hey I got this online and I want to turn it into ASV and then the kids don't know about it and then we have to chase after the kids like hey they wanted this and kids don't know what we're talking
043about then it wasn't I think it's more yeah more of the the handbook and how how the process is supposed to go what needs to be online not necessarily you know the form you can blank out nobody can use them but how well the the forms are blank and so yeah have access to this yeah um I wasn't clear on are you complete with your that everything you wanted to show um so basically then when I get the second one back so the 10 signatures in total then I write a check and then it goes out to that person to your and then it gets paid and deduct it from your account because like I said once I write the check item have to put it in the system and so on so and that's
044everything do you have any other questions it sounds like a very comp process I uh I do not pay to you [Music] it is it sounds like you know it well it is um it's I know it because I've been doing it for so long and it it's just that's what we have to do we try to follow the law so that we don't get in trouble so like for instance our audited lunch year they asked for some checks so what I send C is I send the check request we received and so that's covering ourselves in an audience is it a separate audit from same AIT all go was covered in the same audit yes okay yeah and that was the only auditor notes we had at the last audit was specifically about as
045there were some ASP [Music] findings um is there a reason why someone keep doing this through our own counting system since it seems like I'm little it's unclear to me what the legal structure of the ASB is is it part of the school or is it not part of the school is own 501 C they have their own um Financial software it's a small software application where it has a list just one account but with a list of subcommittees and then when the donations or purchases they get they allocated to from a legal structure though is it the same tax ID as the school district yes yeah so it's part of the school district yeah um technically yes okay so is there a reason why it's not managed to our what software package are you
046using to run the well we have um FMS not FMS um best system okay and that's the County's Financial system but it's not input into the best system yet um there's really there wasn't any intention of putting ASB into the best system but um what's the advantage of running it separate on its own own counting software they separate from the school district well they get to manage their um ASB account by because this is a student run organization whereas the best system which is run by is hosted by Leo and this best practice to do this it's always and other school district I it's um so they also have like the school district or like say UNS from our budget from school budget so they're totally different and separate entities what they're being paid from
047and how they're being approved and so on so I think that's kind of why like we have different change when I put in a purchase order with the district for something it has a different whole change it just seems like there's got to be a better software out there even it's BS probably seems like there's a lot a lot of processes that aren't needed to decision making within ASB and I'm learning too on this right I don't know understand I understand that did the kids really have decision making Authority on this yes they're the only ones who are allowed to have if they say no then it's no have they ever said no yes okay yes good a couple of times okay so again when somebody makes a donation it's basically surrendered to ASB as
048whole correct but we maintain separate account so separate tracking yes yes we don't usually um like we would never take comp computer or PayPal interest because that's a big no no and we've I think had that problem in the past before I was here so I was before I was here but we because we learned from our mistakes we're learning don't ever do that again so we make sure now we're positive to make sure that the kids are keep a ledger of what's being donated where B yes it does seem to be a catch all for fundrais so that are non-specific right there's a non-specific account there right um or it always like if you do a if you do food at a football game does it only go to the football account no so
049it depends so like for instance last year so usually the ASB class would do um the can which is the food store and so they would put it um into the SD which has all the so like prep Ries dances that comes from the ASB account the class has their account too it's all ASB they have sub account too so um for instance this year football did a they soes they had a few people at the game so ASB didn't make that money actually we didn't see any money from that none of that came back from football to the ASB account so I don't know what they did with it but it never came back to me who makes those decisions um usually it should have come back to the ASB account because it was
050a r school so sound like a problem probably so now that there's a football booster how does that affect so that's also it own entity it's a par so that they're in control of everything for so if it's going through the school I think the rways if it's going through the school if it's an School approved fundraiser it's still to the kids account right um that like say another example for football like your car washes in the summer or there was a car wash in the summer so I don't know where I that one so if that's also a booster fundraiser that goes to boosters I don't need to know where that came from is that similar to how the metal the high desert booster runs uh the high desert booster is totally different that's
051like a ptso okay so that's a parent teacher they have their own for one SE so any booster is going to have their own okay so asbs runs through the districts boosters all have their own So like um ptso best PS they have their own they control their money that's their yes and then the same with probably as own they're all their own you guys still have ticket Sal football games yes go overall yeah so if ASB Athletics is like overall Athletics because last year last year they paid for earnings the year before we were paying for all the referees and so we would do it through the Athletics account so we were behind the district started paying for the fees the referee fees and so we're just catching up so now we're keeping that
052little cushion at athletic so if we do ever have to pay for them again we have a base so that's a standard then so basketball games anything that's you're paying for goes to Athletics or how does that work yes the gate so entrance except for except for playoffs that goes to the yes and if they have an ASD card so if you an ASD card at the beginning of year that's going into the ASV C okay and you got a this mostly in your head like all the coding happen are you coding the donations coding expenses that way we can group them and See's spent where so yeah here everything goes into not by not by like if you bought jerseys for basketball yeah is that coded so yes so that would be a and
053then that would be like PPS is this tickets is this these are deposits so these were um it doesn't say on here but have it on on my baseball Spirit pack okay so everything is yes also into sub accounts just tickets so like I had to create so softball start selling blankets so I had to create one for that I I'm GL GL we does anybody else have questions lat so yeah that's kind of why I wanted to explain the process before giving you the numbers because then you get a better understanding of where we come up with these numbers and how everything spent and how it's supposed to be spent and so on and so on and we are trying to streamline migrating from transitioning from Blue Bear to ASD works and we're looking
054at um getting a demonstration this week with ASB works and it's all online platform I did ask the question to ASB works we had a quick meeting last time and most of the stuff they said is already in there so I would no longer have to input 50 million things into the system short reconciliation it will do it automatically it'll send a lot of like at the beginning of the year um after I close out then I get a um a list of the new students so then I have to put that in the system probably to code things yeah but most of them are in there already yeah so only new things I would have to make new codes for but if it's already in there it makes it a little easier I just
055have to change it like ear year gr I just had to change it to the next class because of their own account and you know so on and so so ASD Works would handle a lot of this with me also I can only do this on two computers there's only the computer in my office yes oh so I have to presently be there all so if we got ASD Works she said it's an online thing so I could be anywhere and pull it up yeah I don't think anybody uses premise software anymore and it'll also she I asked because I of course I want to make this job easier sure um it'll also write Texs from me because I'm manually writing Texs for every referee and see if they do a that would probably be
056a better Sol probably she said I could just do it from because I take it from there's a site called Arbor to work with like 10 different sites so I go to Arbiter I see who the referees are and then write the checks for them and then I inut the any luck you can do a payments when it's all she said I could just transfer it over do that they'll send out the checks and it'll put it in system but also see if they allow for recurring donations someone to sign up for reing donation I'm sure I mean we'll find out a little bit more so just the basic I want to make sure get a [Music] chunk yeah they charge like you said they charge a fe for any transaction yeah whether it's donation
057or purchas charge the buyer the sell the took a little longer than we plan sorry I'm sorry no we questions too so um but thank you for such a thorough exp oh that's all I'm sorry if it was a little too long no no you're fine took what it needed well the next meeting though you would like to get a summary what are what the fund balance is for ASP and the balance sheet yeah we could see a if we could see and then like pick a couple of accounts and just let's see The Ledger on a couple of the accounts yeah have to be all of them but pick like your top five accounts where most of the money is moving and do a ledger on it to see in and out on those
058accounts yeah just an idea what the expenses are the donations so it's called an Inc and I could print those up but I have to be update to date on the system digital it's easier like Excel spr be easier to look at and you could sort I'll see what what I can do it's got to be exportable in Excel then you can throw a pivot table on it and just see what it really means that want go line by so thank you than you're welcome before we move on if I could just kindly request our sensitive information on the spreadsheet from it we could just collect [Music] those you hold on to all right now we have a backup power proposals really interested back I actually am I am also a res here all right
059you more than welcome to [Music] stay all right so this is the actual quote that came in this is to power up the whole VHS campus okay and then also uh we have 30% more in case we add more buildings to the site be a yeah this is the same company that we got the first proposal from okay but um the guy mentioned that it's a lot easier to power up the whole campus and cheaper than trying to do certain areas and buildings got it would cost more money you could probably do things like eliminate the light the outdoor lighting and stuff like that right sure you have to separate some things yeah but it would it would cost us a little bit more because they have to go more into the inside and try
060to figure out what power y that that that makes sense to me that that it would be that way so that that would be the op proposal half a million to power up VHS and then Ernesto if I could if I could chime in since we have since we have those parameters I know it's best practice to actually get additional quotes maybe two more if we want to you know kind of take a look at that's where the wants to for that full amount we definitely have to go out to B is it something that you're looking into in terms of additional um proposals to bring it back yeah I want get a couple more estimates thank you yeah and look maybe we um maybe you informally get a couple more estimates and we can
061create kind of a you know order of magnitude number and we could bring it back to the total board and go is the board interested in pursuing this these are rough order of magnitude we'll do a formal RFP process um should be elect to move forward um and I know this is not about dollars and Cents Only but this is the facilities and finance subcommittee is not the education subcommittee what is our Revenue loss associated with the power outage events this year well you know before I turn it over to Kai um you know the revenue would have been lost if we cannot recoup the average daily attendance but um you know kai puts in the j13 A and the board approved those multiple baates of student absences so that we're not deemed so we
062say no Revenue loss no Revenue law to the power obviously educational B loss which is BU but but there is was there food loss was there anything of that sort so we do have there should be some losses of some sort uh you know the Food Services piece you know Kyle has oversight for Food Services I'll have them address thate yes thank you Dr that's a very good point what um Christina Bru does is that she would move the food from the um freezer from VHS as an example and move it to High Desert okay where there's still power they'll try if if they'll try not to open the refrigerator as much as they can so that we keep the cooler in there but um but if high does go down then they have to
063transition the food to metal and if metal AR go down obviously then we would have to reach out to other school districts and see if we can borrow their facilities for a day or two until power or it's going to be an expensive run of car have to look at running a refrigerator truck or anything like that run [Music] a truck refrigerator truck refrigerator truck no we haven't looked at that but that's a good idea based on historical impact is your only place you would do this be basket for now we we were looking at baset high school because that was more impacted this year yeah um next year it might be a different site yeah historically though if we were to use our experience is an only Vasquez that's impacted typically Basquez gets hit
064the most yeah maybe we put a littleit maybe we could try and do some sort of analysis on that for the board when we present maybe we could just like right of the three sides but this year was the first time we got hit yeah really hard yeah yeah I don't think in the past I mean I've been here for three and a half years they Vasquez you know Vasquez and you know it might be half the day and so forth so on but these back to back to back days unforeseen typical I don't want to overreact to to an ed cases we don't think it'll ever happen yet could we hope not but um sure what's and um please include an estimate of what the recurring cost will be to maintain it because obviously
065there's maintenance and services and that sort yeah this is not yeah definitely I bet it's four to 5,000 years for maintenance cost to keep maintain you I don't think I don't think we're going to try to push it Forward too hard here but I think think the board is ask we can prepare a options and see if they're interested in pursuing it further or not they want to allate fund thank you very much and I did check with Edison regarding uh talking to them to see if they had anything out there to help us out they don't have anything only for resal w you think school all right um thank you very much any other public comments come in while we talk Community needs facility survey review of updated draft survey make it very quick
066I know this is maybe the the third time we're taking this um if you just want to go ahead and just quickly review there were comments from the last um subcommittee meeting in terms of there was some redundancy the questions or the sections those were Consolidated things were omitted um so again it's Consolidated survey um those that were repetitive I did remove if there's anything that you see as repetitive anything that you find that you would like to go ahead and um see edited added remove let me know and then just based on the direction of the subcommittee this could go out to our community we Grand student community members to complete the bo to approve this you know typically for surveys I I usually just inform the board of hey this survey is going
067out please take a look at as a preview that's been my past practice for the past three and a half years but again you know coming from the subcommittee if that's something like that that that you like on the agenda for information or approval I'm either way so one one four kind of you the overall condition of the building schol overall School appearance so one question one and so we could do just keep would you like to keep number one how would you rate the condition of the buildings after schools keep it simple show as much as possible that makesense no I appreciate that and then remove number four and five actually condition of buildings of your school and then the school office I that's all new grounds and then condition of classrooms because that
068could be I classrooms but the the parents aren going to really another condition CL they kids but they're not in there seeing I don't want to micromanage this but I would just try to make it a short and I think we probably need to when it comes to prioritization stuff again let's um let's shorten it up as much as you can let's keep this we want to get everybody finishing it so um renovate restrooms that's probably not need to be on our list uh upgrade player yes I know just put an eye on shortening it up if you don't mind whatever you come up with I'm sure be fine no problem do we want instead of this high low no opinion do we want to say let people choose one through 10 on where they
069rank it yeah I change is that possible to do absolutely poten so so like a rating scale five or something or tell they can only pick one if you had to pick one which one do you pick right I mean just pick three total of the 10 that's probably the best way to do it let people only pick three or something like that I don't know I don't know if we get this I don't know how we translate into and go survey result yeah the survey result so pick pick only two or pick three or something like that would probably yield us a better indication of the community thank you wor what condens it so that we get you know higher volum volume of response yeah people pretend that that is they don't have to
070think I know I give you 30s I collect these two okay um future meeting agenda items next up next meeting so um Alex think we're gonna see a little more data on the software just to see uh the next meeting or is that it'll be in a month timeline when would you like when would you like to come back with that next month April yeah a month from now you pick it I know you got a lot more things that are way more important than public project now understood um ASP Finance overview yeah we'll get you the bance sheet next meeting or yeah next meeting um what day next meeting we haven't quite said it yet but it's usually in between board meetings so it wouldn't be till mid Monon it'll be about a month
071away okay that's fine and that'll be spr bre spring break we only have one meeting April 10 so proba after spring break perfect okay um on that one uh when did you close books last on asp asp was in 23 24 that was in um June 30 so these what we'll look at for this will be through what close through this it'll be through March yeah okay do you want to do it through March um yeah I'm going to try my best to do it through March so maybe we set you more realistic and say give us through February that way you're not trying to rush on March before you need to it's it's not hard it's just a lot of inputting I just need time to inut yeah I said a lot of financial
072meetings so like usually it's a month behind when you're we would be happy with through February okay if you want to give through March I think that would be that would be great yeah it'll be most likely be the 29 yeah that's great I mean my goal is to try to do it by next month anyway so [Music] and then just for other future gen review my notes um we talked about the refriger refrigeration cost if there's a say mobile Refrigeration um analysis of power outages and then the reoccurring cost of maintaining the generator maintenance is that's something that the Nestor you think you can have for perhaps April 2 I don't think we're looking for to go look we as a suggestion if you ever needed Refrigeration you could look at that okay not
073yeah not no but it's something that could be used let me see what so that that generator recurring cost is going to be [Music] HD which is going to have to be certifying it once a year oh yeah there's testing once a month we got get you have have a fuel service onard yeah so I mean remember the IDE the goal behind it is just to be able to go do present information to the board so they can consider it as something that they may or may not want to put money on so the factors in our opinion would be what was our financial impact in last which school is affected most and we should look back more than just last year over the last three years number of you know power related incidents over
074the last two years just so we have an understanding of was this year really a oneoff and then I think it's good for the community to know as well that it'd be a half a million dollar spend to be able to solve this problem for us and it'll take and we're not losing money when it happens we're losing instructional days it's highly inconvenient it's very disruptive it does affect our students in a negative way do we want to deal with it or do we want to spend half a million dollars to solve it plus five 10 grand a year to be able to maintain it so I think um uh well board decide what they think is actually important with that we can just present the information to them and see what way everybody knows
075the impact because you see that Demand right I don't they have generators like okay well that's what this means to have that so I think it's relevant to share that information to uh April or May what would you like to bring that back you two more quot yeah because it's going to take me a while to gather up U facility servant I don't think we need to bring that back but I could just condense it and then share with the board to review and then what would our goal be to actually get that out um sometime in May well I I was thinking in next you know week or two okay with that you give us say two we window yeah so perhaps we can have results for the potentially the April 29 subcomittee Mee
076that fantastic okay anything else we need to add to that to our agenda anybody have topics they' like to anything you'd like to see on the next agenda okay excellent thank you very much everybody we adjourn this meeting at 512m on April or March