001Now we are live. >> Okay, great. Thank you. I'm going to call to order our meeting of the SAU41 governing board. Our uh February meeting on February 12th, 6 PM here at the Hollis Brookline Middle School. Uh my name is Tom Solon. I am the board chair. We're going to go around and introduce ourselves. Who would like to start? Ann. >> Sure. Ann Wake Deepas Hala School District. Kate stole. Um, what? Co-op word. >> Sure. Whatever. >> It's been a long day. >> Today's capacity. >> I'm here. >> Holly Derlo co-op board. >> Rob man, co-op board. >> Jonathan Fontaine, Hollis Board. >> Lauren Diero, assistant superintendent of student services. >> Tom Solon, co-op board. >> Carol Roy, Hollis School Board. >> Bzac, Holl School Board. >> Jess, Holl School Board. Johanna Trevor Hogan, Brooklyn
002School Board. >> Tracy Perry, Brooklyn School Board. >> Heather Veran, Brooklyn School Board. >> Is there someone >> Lynn? I believe also here from Brooklyn. >> Yep. >> Okay. Thank you. Um, first order of business is to appoint a process observer. Are there any volunteers? >> No. No. My hand was in my hair. >> No doubt. Why don't you volunte >> I can't write. >> Why don't you ball and tell Rob? >> Oh, you can't write. >> You ready, Rob? >> Yeah. >> Great. Thank you very much, Rob. >> Uh, >> agenda adjustments, nominations, resignations, and correspondences. I believe that uh Mr. Man would like to add an item to the >> A very brief brief item. a very brief item. It probably take about five minutes, but just overall >> Beth Williams has joined
003us at 604. >> Hi Beth. >> Beth is with the co-op board. >> Thanks. Go ahead, Rob. >> Public or nonpublic, Rob? >> Uh, public. >> Okay. >> Yeah. >> Okay. Um, just from a standpoint, let us do that. Uh let's do it the start of discussion because um we want to move directly from the fund balance discussion directly into deliberation. So we'll keep all the finance stuff together. So we'll uh we'll do that at the beginning of the session. >> Yeah, sure. >> Anyone have any objections? >> What's the topic? >> Uh the SAU habit inhabitants and maybe we find a new place for them. >> Okay. It's basically raising the raising a topic to put it on people's radar for a future agenda. >> Sure. >> You guys do have a lovely new
004porch though. >> It's beautiful. >> We do. >> Why do you think they're doing it now? >> No, I I'm just saying it all. >> I was like, it's a beautiful porch. Yeah. Now you can stick some plants on it. >> No, it's it increases the sale value. >> No, I know. That's sticking potted plants on it. >> Okay. Uh any others? Um, I just want to point out that >> rules, >> assistant superintendent, uh, Lauren De Janeiro is the presiding, uh, administrative person here, so I'm deferring to her for some of these items. >> So, we do not have any adjustments, excuse me, any nominations, resignations, or correspondences. But we do have approval of minutes from December 25 for both our public meeting and our public hearing. So at this point, I would like
005to have a motion to approve the meeting minutes from December 11th, 2025 with the following adjustment amendments. Page five, line 32, replace here with there. Sounds like a Dr. Seuss plot. Uh, replace uh, page five, line 14. Replace Fine with Flamino. And this is regarding Lance one and Lance 2. >> Tom, Tom, >> sometimes Dawn can't hear you because you have So, can you make sure you talk infinitely? >> Sorry. >> I don't think that's why she can't hear me. >> Okay. I think she can't hear me because I tried to not be heard. >> Well, but yeah, but you can't. >> Um, page nine, line one and three, replace chair Dulu Babcock with member Dulu Babcock. >> Page nine, line 17, delete there and correct the spelling of earlier. Page nine, line 26, correct
006spelling of information. Page nine, line 27, correct spelling of performance. Page nine, line 30, correct spelling of representative. Page 9, line 32, correct spelling of average. Page 10, line 21, correct spelling of example. Page 10, line 31, correct the spelling of improvement. So moved. >> Invest in spellch check. >> Oh, excuse me. >> So moved. >> Second. >> Uh, is there any discussion on the minutes? >> Seeing none, uh, members Kelner and Vancen were absent and they are again tonight. So I don't think that's on her way. >> And Alison, >> pardon me. >> Alison is not here either. No, I'm just saying we're absent for >> Oh, I'm sorry. For December. I >> apologize. >> Um, so it's not an issue of of voting, but just to remind folks, they don't have to have
007been here, >> but they should have at least been aware of the minutes to vote on them. >> Um, all those in favor of the minutes as amended, >> I think Paulie had a hand up. >> I did. I'm sorry. >> I think it's unanimous that I count but uh approval is unanimous. So then we have um minutes from the public hearing that same date December 11th 2025 the following amendments offered page three line 10 delete which wicked >> seconded by Beth. >> Yes. Yeah. >> By Johanna. >> Pardon me. >> Seconded by Johanna. >> No. Sorry. >> I got to be quiet. >> Overruled. >> Any further discussion? Any discussion on the uh public hearing minutes? Seeing none, uh all those in favor as amended. >> Okay. again not too dam >> and we
008have Alice Manion joining us at 609. >> Okay, >> you get the chocolate. >> Moving back to the agenda. >> We are going to open public input. It says 6:15, excuse me, on the on the minutes, excuse me, on the agenda. Uh we need to keep it open for 30 minutes because we're opening it early. Um we will still keep it open until 6:45 but uh any members of the public who wish to speak please come on down uh and join us. We will stop what we are doing at a opportune time to let you speak. Moving on to discussion. Rob, do you want to uh >> Yeah, I bring your >> Like I said, just a just a few minutes. Um >> the um we tend to look at the SAU um at Fort
009Lane, the offices there occasionally, and this board can is really the main board that decides a move is in in in order is that they're good for another five years. So, uh, some of the things that maybe this board needs to consider as we move into our new season because I think this is our last of the season before we reorganize, right? Um, >> because we'll we'll re we'll meet I think our first meeting in April or May. >> So, um, as part of that, we also, you know, reorganized. We put together a SAU budget committee and things like that. So, I'm thinking some of this work could be done as part of the SAU budget committee to come up with maybe some alternate uh locations. Uh I know happen to know there's uh of
010late there's been some properties that are have come up and become available that could uh be an alternate site. So, um maybe as we move into May, maybe we put something on the on the um maybe maybe not that particular uh agenda for May, but maybe a short discussion around it. Um and then maybe there's some work product that the SAU budget committee could uh bring to that following May meeting after the I think that's October or something. So that would allow that committee to maybe make some uh some inquiries about alternate locations, do some uh cost analysis and bring a couple of options to this board and then you know the board can discuss and um decide what they deem is appropriate. >> Is there anything from the Hollis district or the town of
011Hollis triggering this discussion i.e. any any thoughts of wanting to potentially have an alternate use for the property at this time? >> Nothing that I know of. It's more of me just you know listening to conversations and and some of the things that you know other boards have presented regarding their warrant and it caused me to think that oh it's been a while since we've talked about that. >> Okay. >> So >> any questions or discussion on the on the topic? I just >> answer your question >> about >> okay >> the Holland school district. >> You don't need to spin that. They can hear me. Um we have not there's nothing that prompted it >> from our side. So Rob was saying he doesn't know nothing that I know of. >> Yeah >> Heather
012>> I was just wondering uh do we own that? Does somebody >> the Holl School district owns and maintains it >> and each one of the districts pays their >> portion of the rent totaling $23,900 a year from everyone to maintain that that location. >> And the rent is essentially escrowed for upkeep of the building. >> Exactly. >> Correct. >> That's the only thing the rent is used for. It's very modest rent. >> So it goes right into the maintenance trust. >> Yeah. >> Gotcha. We have a warrant article about it every year. >> Okay. >> That just because we have to declare where the money is going. >> Yep. >> And it wouldn't surprise me because it's been a long time since the rent has been looked at. And it wouldn't surprise me if
013the Hollis district themselves decided, hey, let's take a look at that. Are the rents appropriate? Do we need to make changes? Because I think it's been at least seven six or seven years since it's been 23,900. It has been because when we were talking about renovating for Lund Lane, Rob was on the Hollis board at the time in 2020. >> Um, and he and I did significant work talking with the budget committee, >> pricing out other buildings and things like that. Was a little out of the scope of what we were trying to do with the bond, but we wanted to make sure they had the information needed. Um, they did happen to the budget committee when we were there for our public hearing, they did make a comment about the fact that the rent
014is very low and they think they were asking if um it's still enough to maintain the building >> um for our tenant which just so happens to be the SAU at the time. >> Yeah. So yeah, >> the um >> and it's it's the right time to have these discussions as we kind of finish up this year and maybe it's a discussion you'll look into in terms of what's at the appropriate rent and maybe those two conversations will converge uh and then we can take that additional data and put that into the cake mix here and see what what we want to do. The last police we had um had an escalation built into it. Was that an indefinite period or a fixed escalation for for a fixed number of years and then no further?
015>> I think at the time I I was pushing for a policy to be in place that the Hollis district looks at rent about every five years. I think I think we've we've done all the >> increases that were defined. >> Oh, yeah. It was a three-year period. >> So, when we changed the rent from literally I think it was less than a dollar a square foot, it was like really, really cheap. Um, we said, "Hey, we're going to move it to 23,99 or $800." And over three years we did a incremental change because we didn't want to spike everyone's budget, you know, in one year. So we just gradually did that. So over three years that was done and it's been that way since. >> And who has information on what the balance is
016in the in the fund, the maintenance fund for it? >> Is that at the SAU or is that I can look it up? Because it's it's it's their maintenance trust that they hold. >> Yeah. It's just it's in their budget. >> I'm just wondering how much is accumulated there now, which would be indicative of whether or not the rent is is enough, more than enough or not enough. >> Not enough. Right. So, >> so these would be the questions that we would gather and if we if deem to charge the SAU budget committee to add that to their charge, they can get all gather all this data. um and bring it for a substantive discussion for the for this board >> at the right time when we will not have that group identified prior to
017the meeting. So it will >> no probably that night >> it it it means I guess depending on what you want to do it means that it may be six or eight months before that would occur. Um, I have the numbers for you that you asked for. The FY27 projected opening balance of our maintenance trust for four lan is 88,765. The FY27 proposed funding is the $23,970 which is that yearly rent. Um, our proposed projects for FY27 is putting on a new roof for about $32,000 and the projected FY27 ending balance is $80,735. That is straight from our presentation that we did publicly from our warrant article uh on Tuesday. It's article number four >> for Hollow. >> Tracy, I saw you had a question. >> Yeah, thank you. Um for the work that you
018think that it would take um do you think it's within the scope of the budget committee or do you think you'd need additional resources? >> Well, normally we've done this before and um what it normally is is a separate committee. But I I generally, you know, I like to assign new committees very few and far between. So if it's if it's another committee that we already are going to put together to do money and budgets, it may make sense to charge that committee as an additional charge. I'm not necessarily married to that idea. It's just as a possibility. um this board may say no, we want a separate committee >> and that's fine too. One of the things that I was one of the things that I was just thinking of or looking at when
019we are going to talk about the unassigned fund balance I think that was on the agenda um is you know how do we proportion out some of that extra money and I'm just wondering if that is a conversation that we could think about in regards to this like do we use some of that unassigned fund balance money to pay for a facilitator or do something more in depth if we really want to look at you know staying in the building at Forland Lane or looking at something else, you know, do we Yeah, it's it would be a onetime, you know, capital expend, >> Jonathan. >> So, uh, my comment's a little retroactive. >> I'm going to grab >> It's fine. >> My comments a little retroactive, and I appreciate that Carol shared the information, but
020for the purposes of this governing board, the balance of the fund is a hollist thing to worry about, right? >> Different fund, >> she's talking about the balance of the governing board fund. balance of the >> trust, >> maintenance trust, >> the maintenance trust that's different than the fund balance. >> Yeah. from my perspective since the SAU is the tenant is not gerine to the conversation of do we want to look at another building whether the rent's going up or not which at the moment it's not is gerine but I want to make sure that we're keeping some guard rails in place of as the tenant as the SAU >> looking at other solutions is completely viable but we should not take into account what the owner the Hall of school district is currently doing
021with the property we should be making it independent of that because we as the governing board here don't own that property. No, >> I I disagree because um the the fact the matter is when the rent was determined, it was determined as a negotiated item between the SAU governing board and the Hall of School District. And part of the reason for setting the end was the cost of upkeep. So I think it's it is in keeping with prior discussion and the context of the relationship for that to be there. I don't think it's it's not a u a commercial endeavor. At least it was not presented as one. If the Hollis if the Hollis district wishes it to be viewed as a commercial endeavor particularly in for instance in the context of do we want
022to rent it out to somebody else instead. That's certainly within their prerogative, but I was just asking the question in the context of the current relationship. So, >> Holly, >> just you you said that we wouldn't have the SAU budget committee determined by our main meeting, but we should because we will decide that when we do reorgs in April in each one of our boards. That's a position that we assign from our board. So, we should be able to everyone we will know who those people are. And so this whole this whole conversation can happen again in May so we can decide what the charter is, whether it should be under the budget committee. I mean, it's basically Rob asking, >> we won't have the treasurer chosen, >> but we'll know we'll have enough of
023the people in the room to know whether or not they have the capacity to manage it within the budget committee. Doesn't get chosen that day and the reorder of the board. >> It does, >> right? Okay. So that would be the last member of it. >> Depends how what order we do it. So I >> No, I mean last me just about agenda building to me and and the conversation that we're having now we're probably going to rehab in May. >> Quick question not about but like >> so we don't need to talk. >> I'm assuming you've identified a few >> more. I'm going to ask my question. So I mean you've identified a few buildings right and so are those things that in your opinion that or like do we need to move quickly
024just in terms of real estate or no? I guess that's >> I have no idea. I have I I have only anecdotal data at this time. >> Okay. And really the the the single northstar question is is that property meeting the goals and the the the ability for our administrators to run the business and that's the single question. If it is, it kind of makes the committee's work a lot shorter. Um but at least as a board we can say, hey, we went there. It's been six years since we've been since we discussed this. We discussed it again and here's you know where we're at. >> Okay. And I just I think that would impact for me how quickly we moved. So that that answers that. But but it the timing is right because if
025once we have that and have a picture by October, then if there's any um initiatives or anything that we need to budget for, we're right in line with the budget processes in the following March meeting. So >> anything else people want to cover before we move on? >> Okay. Thank you. Thank you, Rob. Uh Lauren, I'm going to turn it over to you to discuss the revenue activities. >> All right. So, you'll find in your packet the uh revenue and expense report. So, if you look at the expenses, there are a couple of um pieces that are in the negative. Um under student services, that was board approved salary adjustments. Um you're going to see 42,227 that's in the negative. That is money that's encumbered right now for the um the technology position, the consulting
026position that Carol has been doing um consulting and working with John. >> Not me, Carol. >> Carol, Tyler, my apologies. Thank you, Carol. >> Carol, >> Tyler, so if so this um this number was 49,000 in December. It's down to 42,000. We are estimating that this is going to be reduced even more because as John has been working in the role and that consulting need is de decreasing as the year goes on. So right now we're just kind of putting in the numbers that as they exist we're anticipating that that goes down. You'll see in the revenue um that we are looking to use the fund balance as revenue to offset the expense. Um, so you'll see the money there for 38,000. Um, I'm sorry, for 43,000 use of the fund balance. The unassigned fund
027balance was started at 302,287. If we use 43,641 to offset the expenses, and that's if we need that. We're not anticipating needing that much. Um, then that would bring the fund balance down to 258,646, which is 10.6% of the adopted budget. Um, we do typically look at a target of 7 to 10% for the fund balance. Um, but that's where this would lie if we needed the entirety of that 43,000, but we're not anticipating needing that >> as of now. >> There's a under the revenue section, >> there's a use of fund balance of revenue and there's also a use of miscellaneous revenue. What is that? >> So, miscellaneous revenue is just um some interest and rebates that we get back. So, we're expecting that 6,000 total. Any questions on that? >> Okay. >> I
028don't know whether it this is where this falls, but we had talked about funding the um consulting work for the job descriptions. Has that already been captured? >> That's that's been captured because that has started and that that's been captured within this. >> Okay. probably >> and I'm not 100% which line it's in. I can find out what line it's in. >> The only reason is I thought it was going to be funded out of the >> the fund balance. >> Yeah, >> I um I can find Let me find out for you when where that is from. >> If that's the difference between the expected and the >> I will find out where that is. >> Okay. It was a three to $6,000 amount. So, it's not a huge swing. Yeah. >> Okay. Any
029other questions? >> Are we moving on to the part two of the fund balance or was that is that all part of this conversation? >> If you if there's any more questions on this and then I'll move on to part two when as long as everyone's good. >> So this is this is establishing >> where where our fund balance is and then I'll move on the operating point. >> I don't want to jump ahead. No, I just want make make sure that that people are clear on >> what we're leaving. >> Okay. >> All right. So, use of the fund balance. So, I wanted to speak a little bit um about a a request that we're looking to make um in regard to soft docks. I've created some copies. I didn't make 17 copies. I
030because it's just kind of like an overview of the company and what they offer. It's called soft docs. I'm going to explain what it is. Um, and I'll pass them out if you'd like to see them. You can make fun of my stapling. The staples on the bottom. I'm sorry. I apparently cannot use a photocopy machine. So, you'll see that that piece to it. But what soft docs is, John Bush and I have been researching different um software capabilities to help with the efficiency of paperwork within the SAU. So starting at the SAU level, but then there are pieces to the software that would be used at the building level and that it would help streamline the efficiencies from the buildings up to the SAU. So we've we've done demos and researched and interviewed tons
031of places. Um softdocs really stood out as the frontr runner for what our needs are. They specifically cater to education systems. They are in K through 12 and college systems. um they're they are kind of a full function operation understanding the logistics of education needs with HR, with business, with student services, with technology and all those pieces. So, um as I said, I could pass some of this out if you want to see it, but really what happens is is we have a few different software pieces. a couple of things we'd be able to eliminate right away, but over time as we built and used softox over years, we'd be able to um to part ways with some other software pieces. So, we'd be able to kind of budget budgetarily handle it in that way.
032Um there is the quote that we've been given. There's this a piece for the software and then there's a piece for a one-time implementation fee and that's what we're asking the SAU governing board to consider funding as a one-time expense and that is 40,000 $47,565. So the implementation it's a train the trainer model. The uh soft docs would train right now it would be myself, John Boucher and Carrie Marsh um would be the ones who are trained to implement this. Um it has really wonderful workflow capabilities, form building capabilities without coding and without all these pieces very functional and very um manageable. And then Carrie, John and I would deal with training the staff. Does that 47,000 cover all three of you? >> Yes, it's onetime implementation fee regardless of us. >> Yes. >> Can
033you give some examples of how the software >> will be used and benefit? >> Sure. So when you look at the human resources department, student services, tech te technology, business office, um right now we don't have a system where that we could all talk here. We could pass these down. Here we go. There you go. >> Thank you, Ann. um we don't have really an efficient system where our departments can kind of talk to each other and this deals with the onboarding process. Um we're you know our onboarding process is still majority um in paper and not electronic. So when we are onboarding new staff, when we do onboard new staff and then we have to set up their technology and then we have to set up their um their contracts and different pieces, we're
034kind of still cir circulating a lot of paper and circulating a lot of emails and a lot of pieces. This would tie all of our workflows in together. So on on boarding is a major one. Um when we look at at my world of student services the the the the contracts that we have the paperwork that we have for the different processes for special education and for section 504 um we've had to use part of the feature part of the feature of this also in addition to the workflow piece is um electronic signing of documents we've used docuign we've used Adobe very costly pieces and really what started this hunt was I need a more cost-effective e-signing platform. Um, and docuign was not cost effective at all. Adobe is proving to not be very cost
035effective. Um, this is an unlimited e-signing platform whereas every other e-signing platform charges you per email, per signature, per envelope, whatever they want to call it. Um, so that's one of the features that that would be across the entire SAU. Um, and we'd be able to eliminate the cost of Adobe and Docu Sign and those pieces. Um, but even just the e signature piece of that is a huge cost for for for an unlimited feature. >> Can I ask how is the student data protected? because if you're putting like 504 IAT stuff on there, >> we're not we're not putting necessarily those pieces on it, but we have a data privacy agreement. All of that is all set and that's secure, but there are other pieces of things that need to be um it's it's
036not that we're necessarily storing the IEPs and 504s in this platform, but just like we would send out the e signatures through DocYsine or through Adobe, it would be sent out through this software. >> Okay. But there I guess what I'm wondering is is the software going to be housing any like sensitive student information that could possibly be >> No, we're we're looking at the the repository storage for HR for files for those pieces for um some student records. It's not necessarily going to be used for special education records. >> Okay. But same with staff. If we're using it for HR, is that information going to be protected? >> Yes, everything's protected. Our data privacy agreement is 100% protected. Yeah. >> Well, that's a good thing these days have to make sure that everyone's personal
037business is personal. Yes. >> Does this replace anything? I mean, I know you mentioned Adobe and Doc Sign, but those are just e-signing examples. >> Correct. >> So, what else are we going to be able to remove the cost of when we do this? >> So, we're it's going to be removing some of the cost out of front line, which is our system that we do some of our HR through, some of our um time time cards through some there's some pieces and functionalities that are in that that are going to eventually be woven into this. >> Okay. They've been around for like >> and that's that's some of the long term pieces. >> Yeah. Soft dog's been around for like 25 years just further. Yes. No, it has been around for a long time.
038>> Yes, it has. It's been it's been more um more well known in the on the west coast and in the south it's like working its way up to the northeast. >> I appreciate that we're looking for and continuing to kind of stay looking for things. >> Yes. >> My priority is just making sure everybody is >> Yes. No, our ours is to confidentiality is my whole my whole job. >> My it's literally my whole job. Yes. Absolutely. That's what that you answered that question. So I think we're good. >> Yes. >> Part of the issue is the expense of e signature and then the other part is that your systems that you are digitally storing documents are not integrated. Is that >> not it's not even only the storage of the documents but it's
039the it's the communication. So I I'll give an example. So we hire somebody. It kind of involves in a little in in a way all of our roles the HR business office the technology my department at times depending what the role is and we're literally a HR could have a document the person comes in and physically signs it that gets passed to technology it gets put into a spreadsheet it gets passed to somebody else and this is a workflow where you can kind of it's signed by this person moves on to the next path moves on to the next path and it has that efficiency within the system where we're not having to kind of look for each other all the time um in that way >> and and we won't have as much paper.
040>> Whose time will be saved by use of this? >> All of ours. Selfishly myself. Um carry carriers will definitely John's will definitely I'd say John Carrie and I um at first would be the most most immediately impacted. I think that the business administrator and the superintendent and curriculum superintendent will be down the line because we have kind of a three to five year vision for this because this is a platform that if we so chose teacher evaluations can go into this platform or or the forms for that the forms for some of the pieces for reertification. This has a lot of possibilities. So we're starting with our most high impact ones that we need right away with the e signature with the onboarding with the technology. Um, and then we want to exp, you
041know, we're going to explore everything it can do and eventually revamp the other pieces. >> Can the signature portion of it >> or any portions of it under the agreement that you're proposing be used by the school districts as well or will the license have to be expanded or? >> No. So, the quote that I'm telling you is just for the the um the implementation fee at the SAU level. We have another part of the quote that's the software itself that we're going to be having funded by the individual school districts because they're going to use it right away for the e signatures and those pieces too because I need those across the SAU because we have a lot of people who have to get a lot of things signed um across the different districts.
042So that piece will be funded separately. >> And how does the ongoing cost of soft docks compared to current budgeted um tools that we have >> with what we're using it for and the quotes that we're breaking down? We're staying within the budget of that, but as so for FY27, then we're going to be taking a look and seeing what functionalities we're going to be able to get rid of and what we can add to for FY28. >> So, it it isn't going to be a cost adder to >> it should it should it should not be because we've been we've been pulling things. Yes, we've been very careful like and and I've been working with soft docs to say, okay, well, >> let's lower the cost a little more. So, we're have been trying
043to kind of get that cost to a place where we could have it, where we can function within that. >> And who will you, Carrie and John be responsible to train? >> Um, I I mean I'll be training my staff that will immediately be using it for the e signatures. >> Does that include in in the individual districts who are >> correct >> part of your team or not truly part of your staff? >> Correct. But because again like there's the it's the SAU function is our main priority. The e signature piece is what's going to be going out to the districts as the separate component. >> Could you have other trainers other people in being trained within this sphere? Would it cost additional money if you have more people? >> I I I believe
044it would cost additional money if we had more people. Um >> from what John and I were getting, >> but it's more of a train the trainer model. >> It is a train the trainer model. So I Carrie, John and I are confident that we can kind of divide and conquer. I'm just I'm just concerned about the demands on their time now and if all of a sudden we're taking% of their time to train. >> This is worth it. It's worth it. >> It's worth to do that. >> I'll do it on top of everything else. >> This is this is where this is this is worth it. >> If we approve this um how quickly can you get these signature piece in? >> So So the reason why we're doing this like mid mid
045year is because we would we would start this right away. So if you approve this, we would look to do this now and then we do all the training from now till July 1. Not all the training, as much training as we can, but between now and July 1, so we can kind of be fully functioning um and up and running. You know, we'd be able to start all the e signatures now. Um but we'd be kind of in a really good shape for July 1. >> Okay. So just as >> that's why we wanted like implementation now. >> Yeah. As as someone who gets a lot of things to sign, um how is it on the other end? So like it sounds like it's really helpful for you, but like on a parent point
046of view, how easy is it to >> It is so It's so easy. So I did both ends. I did the demos. So it's really functional both on a a telephone a telephone a cell phone. >> I'll just ring my hand. >> I know. I know it is, but it's a cell phone. Both on a cell phone and on a computer. Um it it it adapts to whatever device you're using, which is great because a lot of different platforms out there don't. you know, if a parent wants to sign on their cell phone, um it has um it has again like the way that it it rolls the signatures if there's multiple is very visually um intuitive and easy to follow. Um much better than what I've seen. Adobe is my least favorite thing in
047the world. Docuign was a little bit better, but it was incredibly costly. >> No, I mean I think those are really some of the main questions is like if you're going to be rolling that out immediately, I mean because the parents >> probably get used to doing it as too. And so it sounds like it's pretty user friendly on both ends. Okay. >> And this is for and again obviously I guess it's for parent signatures and communications but we also we deal with a lot of contracts and invoices and different pieces and all of that is part of this as well. Um Tracy >> um just a couple questions. So, in terms of the workflow and how it kind of rolls down from the SAU or rolls up from the school districts, >> it sounds
048like we're going to start at the SAU level and really roll it down. And then could you just explain a little bit more that there there are many things that have to be signed and that have to be communicated from the school from the district up to the SAU. So um so that's the that's the workflow and is that the reason why um the districts would then be assigned a portion of the software cost every month? >> Correct. Yes. Because the the the functionalities of the software once we have it rolling and up and running the building levels can use this to efficient to be more efficient in their systems too because they can then build their workflows. We have building use forms. We have you know duty assignments. we have things that teachers have
049to kind of communicate back and forth with the administration or with you know the offices and stuff. So there's a lot of functionalities within the schools that they can use this software too. The when we hire new staff the any of the administrators at the building levels they're hiring they have to send hiring packets up to the SAU. We're sending paper hiring packets right now up to the SAU and it's just and so we're literally like filling out I mean you know typing things filling out papers and we're sending hard copies into office mail and we're doing so even just as simple as HR and that's just one example um of different pieces that have to go up in my in my world I have my administrators for uh student services who have to do
050different cost requests different items like that we do summer authorizations all of that right now is on paper and all of those things can be much more efficient coming up to us with this. >> Yeah. Sorry, just one more question to to go off of Tom's point of of train the trainer. Um, I just wonder if there is any maybe thought or would be of help if the technology SAU person that we have I'm sorry I don't John >> John John um I if if that would be something that he would incorporate into his role if that would be within the scope of his role so that you know yes you and Carrie and John would be kind of super users but then he would be responsible if you know building staff >> Sure. Yes.
051Yes. No, that that makes sense. And I think that um those are things that we're going to fine-tune as we go. Like if there's any, you know, kind of glitches or things that have to be, you know, who will be the point person, which I I mean, I would imagine that would be probably be John. Um but all of us having that knowledge base is good. >> What is the >> the way the the motion will be worded, we'll have a not to exceed amount. What should that amount be in order to cover your needs? >> The quote that I need is 47,500. This is so small. >> 565. >> I said I said I said 65 glasses. Don't help me cuz they're distant. 65. I'm literally going to put on I I JUST WANT
052TO TRIPLE CHECK BECAUSE I REALLY THIS IS UNBELIEVABLE. >> I'm just wondering do you do you want us to round up? >> Yeah. 565. So as I mean if you want to round up to 50,000 I don't I would not foresee needing it because they are very direct and comp comprehensive in what they do but if you want to that if we're going to do a not to exceed I think 50,000 would be >> fair process we if we approve this tonight does this have to go to each one of the districts before you can get it started or do you >> No this implementation fee is for the we're looking at SAU >> for this year zero. So would there be potential other implementation fees for >> No, it's a onetime implementation fee, >>
053but for the for the district, >> it's a train the trainer. It's a onetime implementation. >> Okay. So you would be the implementation person. Okay. >> It might affect the budgeted licensing fees that that get expanded, but that's not being requested to come out of this. This is >> a little outside. >> Correct. >> In purchasing the software for the platform is I'm on their website. So, is everything included or are there different levels that would potentially cost more down the line? >> No, everything's included. >> Everything is included. Okay. Because it looks I mean I am all I just I'm all for streamlining. Yes. >> I I know exactly how much time >> paperwork and that kind of thing can take and >> Yes. And and it's beautiful. Even building form and and being
054an education company, they have templates in there for literally anything that could exist in education. So, you could even use their templates or he was showing me how to build forms. I took forms that I have that I have to use every day and I was able to build forms in there. And I'm not a computer coder. I mean, whatever, you know, and I was able to build forms in like five, 10 minutes. Build forms that look exactly like our forms. >> Like, so if I can do that, anyone I mean, anyone can do that. So, you know, it it's so functional the way that they do it. There's it's like it's like a drag and drop. >> So, I've also been around on their website. Um, and I noticed it does integrate with different
055CIS programs. I'm assuming power school. What about parent square in case you had anything you wanted to send out via that directly from soft y does that integration >> so I don't know if that exists for parent square at this point John and I can look into that um we were really kind of looking at this from that high level >> fun systems functionality but yes I mean it does have the potential to speak to the different systems so we can see a pair >> I would be more concerned about p school because with this looking at what it can do it might be something eventually I mean you can generate transcripts and all like >> and we can store them there. Whatever. This is really >> the initial look. It's quite nice. >> But
056I just read where it says it connects to several different sisters and I just >> would be curious. I would assume power school, but I would never always if you don't I just think it would be good if if you guys get it, you love it, >> you want to expand it. You also don't want to hit a road roadblock all of a sudden if they don't talk to P school. >> Right. >> They talk to P school. It's on their integration page. >> Really? I didn't see that. Yeah. Okay. I missed that. >> Um I had a qu So so originally you're looking at this for the signature component. >> Now I recall you said that we're replacing Front Line with this. >> Well functionalities of Front Line. We're we're going to be exploring
057which parts can be eventually replaced. Yes. >> Okay. So what I'm trying to figure out is the so where is our current process data held and what data are we moving into this solution um with this initial setup? Um and then how are you planning on man like because you're talking about getting efficiencies in place which is great but how are you going to manage having the disparate systems with this new one coming in because the integration is like I do this stuff so it's like integration is a wide term what's being integrated is the question and the reason I ask is more the uh to the point of data integrity like I don't know if the current solution we use is a cloud-based solution I don't know if this is going going to also
058be a cloud-based solution. I don't know if it's going to be housed in their local, you know, North Carolina data center. >> Um, you know, and then if we're doing things on paper, which is malleable but fundamentally more secure these days than computers, >> moving those things is also a concern to some extent. So, >> so I'm just trying to figure out the like. So we're going to we're asking to pull the trigger on the integration and I know that's the question on the table but for me the question is what does that integration kick off and what are the controls around it that this will start rolling >> before you I just I just want to clarify and I'm not saying don't answer the question >> but what we are being asked to approve
059is how we pay for this. We're not being asked to approve the purchase. So if the essay I I if the superintendent decides that this is the system that is supported they are free to purchase it um without any action from us. What we are being asked is whether we are willing to fund it out of the fund balance as opposed to it being paid for >> out of the operating budget. Um I and I I do want you to discuss it because I think it's good to have these things questioned, but ultimately I just want to remind people that we're going to have um we're we're going to have a motion because if tomorrow something came up that all of a sudden blew this package out of the water, but they found an alternate
060one that was in something that we approved, they wouldn't have to come back to us and and rejustify it because there were different packages. people people understand clarification. >> Thank you for that. >> Okay. >> So >> um so I think I understand your question. So if I don't if I I'm going on the right wrong track just to stop. >> Highly technical question. I get it. >> So so a lot of what we do like I said is paper. Okay. So this would start to eliminate some of that paper. So it's so you know and then as far as how the like front line is used and certain functionalities of that is used. Those are not things that's the long-term plan. um because we do need to kind of see how each thing plays
061into each other and we need to experience it and build it for that to happen. Right now, we're going to be building a system where our paperwork gets out of paper and the workflow can exist online to help with that efficiency. That's where we're starting and the e signature. Those are the pieces that we're starting with. We'll have more to kind of report as we do this year to year because we'll be able to see how the systems can then shift >> into each other. I guess it's fine. I >> I understand Jonathan's question and and a lot of it it's going to be implementation. >> My interest is it would be as much curiosity as as uh concern, >> but I think that's an area where you probably would have to uh fall back
062on some of John's experience. >> Correct. >> To get get those kind of answers. Um and and if it is something that's appropriate, I would suggest that you uh talk with your board chair and perhaps have something at your board meeting asking for a presentation on the topic. >> Does that make sense? >> Yes. I think I think the foundation of my questions and the reason it's a little more exploratory than expected is the it's a twofold. One is if we take this money out of the unassigned fund balance and we needed it for something else. Yes, in theory they could take it out of any other line item they wanted to other than the unassigned fund balance. But at the same time they may not if we don't give them this money because they're
063not just taking it out of the existing budget right now. >> So it's a balancing act. So I appreciate the clarification. But that was where the question of the >> do I give this money for this particular thing in this particular way >> or do we hold >> and if it really is useful go to the budget. Yeah. >> I just I didn't want people to think we're headed down a hole >> whether they can use it or not. Yeah. >> Sure. >> And I I think there's always this balance I mean we talked about it at the Hollow School District as well of not wanting to have things that are recurring expenses come out of the fund balance. that's something that lives in an operating budget. The reverse can often be the same, right?
064If it's a one-time expense, it's a good place to pull from. >> Thus, the ask. >> Um, I'm just going to break in at the moment and let folks know that it it's now >> uh 6 652 and closing public input. >> You rang the bell. And also to uh just make a note for Don in case she didn't pick up on it that Amy arrived at 6:30. >> Hi Amy. >> Uh I just wanted to speak to one more piece about the security. Um what this company did and you know assured us of that no other company did also is and again this just shows how much they know education is that with the security they are 100% furpa compliant. Okay so there's furpa compliance. There's different federal regulations around that for some pieces
065with education. They have GDPR, other local pieces. Um, and then as far as the the e signatures, they are um there's a there's a compliance piece to that and how what that has to be certified through. That's all set. And there's a change coming to that April 1st. They're already prepared for that. Like so all those pieces coming down the pike. Like they're very much >> in that entrenched in that compliance world. And that means a lot to me. >> Yep. I also saw on the website they're they're not only NIST but they're so SOCK 2 and that is a huge deal to get security wise for those of you not in the IT world. >> I had to learn about that. >> Getting sock 2 certification takes years and very detailed step-by-step processes and
066security protections and audits. It's it's a lot. So the fact that they are like >> any of like the questions you were asking I think just them being sock certified alone >> is >> Yeah. I saw the distinct hundred as well. So >> thank you for saying that. Yeah. And so those are the pieces that you know that I was looking for because again, you know, obviously the security is is vital. But it is it's that it's that little bit of a different language. Yeah. >> With education versus other things that they are obviously that's what they they made their business. >> I just have two quick followup questions. The 47,000 will that train you on everything? So like if you guys do choose to expand later, you would already be trained. You would have
067to go back for more training. >> Correct. But but he even said to me, but he even said to me like if we have questions down the road, like they'll answer all those questions and they'll do that. like they're we're we're going to have someone with us kind of along the way >> 47 that covers this is everything correct our stuff can do using it you're >> trained correct but they have someone with us all the way like so that obviously if I we need a refresher every single thing that we do for training is recorded we get every single piece of paper um both hard copy and electronic to have in our offices um so and like I said everything's recorded and okay we could refer back to >> my second question is just
068speaking of compliances is this ever um a software that would be used for Like is it HIP? Like is it would this ever need to be HIPPA? Like would it ever be used for like nursing like if the nurses were like or do they have their own? >> I I only I doubt it only because I can't think off the top of my head in a situation where we'd have to have anything signed or transmitted through workflow that has to do with health. I'd have to ponder that. But I don't >> have a >> I mean >> a process that we need that for. It sounds like they're very security conscious and it if that's not a normal process, we could probably I would just >> if it is something that down the road we're
069considering, we would I I would feel better knowing that that platform is also okay. >> Sure. Of course. And I would be surprised if it wasn't, but sure. >> Yes. Based on everything that they have, it sounds like that and I >> Yeah, definitely. No, I appreciate that. >> No, I appreciate that. >> Under enrollment, it does say something about health history, but I'm assuming that's like >> that's if you're storing and stuff like that. But again, that's the piece where we have power school for some of those pieces, you know. So, it would be, you know, again, like I said, I John and I, John and I are very excited about this. So, we have um if you can tell the passion is like exuding from me. Um but again, it is kind of
070like a three to five year vision plan for this, you know, because we have to take those steps to, you know, get that functionality. >> Thank you. Um if people are okay with it, I would like to move on to the deliberation portion of this which is focusing on uh allocating the funds. So, um, before getting into the discussion, I'd like to have a motion to approve, excuse me, to approve the recommendation of the administration to utilize an amount not to exceed $50,000 from the unassigned fund balance to cover the cost of implementation fees associated with district-wide workflow and form storage software. >> So, move second. >> Moved by Rob, second by Carol. Boy, quick on the trigger. gunslingers. >> Um >> I just just in rough numbers as was presented the um expenditures proposed
071so far for the contracted services uh uh bring us to an approximate 10.6% of budget amount. $50,000 would represent a little less than 2%. So we'd be in the 8 to 9% range uh after such an expenditure. So >> and where do we like to keep that? >> It says the target is 7 to 10%. >> So we're slightly over. This would bring us back >> a little bit under the the recommended uh top end. >> I think at our last meeting too, we discussed wanting to bring it down. >> Yeah. Because we had nice I wanted to give people that context so so that we're there. I'm still learning good news for you. >> I know we haven't said yes yet. >> I know. I know. I know. I know. >> So, is there
072any discussion about the funding mechanism and the allocation of funds from the fund balance? >> I think I doc um I was looking at the fund balance and you know kind of trying to wrap my head around what expenses we could you know possibly use the unassigned fund balance for since it is for really specific uses one time SAU level. Um, and you know, I was looking at, um, especially I think in light of Rob's talk about the building, I was thinking of the the building, the SAU building. Um, we don't have a capital reserve fund, do we, for the SAU or >> No. >> Okay. Um, so I guess in light of that, I just wonder if some of those unassigned fund balances funds could be um allocated for that project of looking at
073the SAU administration building, you know, what work would go into if we did if the SAU did need to to move to a new place or if um we wanted to do like help with improvements. that might not be in the scope of how tenants and landlords work, but um >> I think the short answer to your to your question is yes, but they would need to be brought up as standalone items as opposed to a um a blanket one. So, this the only impact on this discussion is the fact that this is potentially removing funds that you might want to use for another purpose down the road. >> Yeah. So, I'm wondering if we could do like $10,000 to help fund a study like we did for like at Brooklyn, we did for the
074co-op. I know we had to do a warrant article for that. Um, but because this would be from unassigned fund balance, could we say that $10,000 like $50,000 goes to the software and $10,000 goes to like a SAU study committee to find a home, you know, or to or to see if we need to reallocate. I would recommend against mixing those motions. I would I would >> Oh, yeah. No, sorry. Two two different things. But that but we can't do it tonight because it wasn't on the agenda. >> Okay. >> If we're going to have um such a such a proposal, it would need to be a a posted agenda item to have such a discussion. >> And it looks like we're going to talk about that in May. So, it might be a really
075good time to have that conversation because we could still have time. >> Okay. to dedicate. It would be fine because Rob's suggesting we start the process in May. So, you'd have like three or four months like maybe to October to like do that. So, I think you'd be fine in May to to make that recommendation. Just make a note of it and remember because I would forget if I were you. >> I'm also writing a >> Yeah. No, that was just one of the things I was concerned about. I didn't know if at this meeting we had to decide, you know. >> No. >> Okay. That's awesome. But if you wanted to spend $280,000 in May, then this vote would impact that. So, >> no, I mean, unless Rob thinks we No, I'm gonna put
076it back on. >> And I did the math really bad, so I could be >> taking on a new role as a general contractor. >> No, I'll I'll bill early and often. Jonathan, >> um, that was that was going to be my major comment is with the $50,000 removal from the projected ending balance, I mean, you're looking at 208 left over. So, even if you're looking at another 50 towards something, that would work fine. So, for the purposes of this one, it's like we'll have about 200,000 left over after if we approved. So, >> I think this is a great idea. It sounds like you guys have really done your research and um again as somebody who gets a lot of those documents to e- sign. I also hate Adobe and would like to kick
077it out the window. So yeah, I'm fully in support of this and I think my question is about just like safety and who's accessing data have been answered which is really my biggest one. I know for you too, Lauren. So I'm fully in favor of this because I think anything we can do to like streamline get caught up make it easier for everybody is a win in my book. And 50,000 really for software and like training like that's not too bad especially with a one time fee. I feel like >> I I think if you look at this in the context of labor reduction, >> the amount of labor can potentially save versus the cost for either temp help, you know, they they um when we were doing some of the interviews, they were talking
078about the number of times they have to photocopy things to pass them around and and uh >> so And apparently I can't use a photocopy machine. So save me. >> So really is to benefit everyone that has to get >> the photo the photocopers and printers do not like. So um >> is there any further discussion? >> No. >> I'm sorry. Just one last question. Do you have any sense of what the monthly subscription might be or does it depend on users and what we use? >> It's not it's not going to be monthly. It's going to be an annual and it'll be split among the districts and it's looking at >> you want me to read it >> again. It's so tiny. Um so for the software piece um it's going to be about
07930,000 a year um split among and then and then that that goes down over time. >> So that essentially is half goes to the co-op and the quarter goes to each of the elementary district. >> I mean how much are we paying right now for the the that isn't working andor. >> Yep. Adobe is um just about 18,000 and change. Docu sign for limited number and this is only signing features to be honest. I mean Adobe has a few other functionalities in the license. I mean that's that's a little different but um but docuign we were spending on any given year upwards of 12 $15,000 and that was only for e signatures and that was for a limited number of envelopes >> that you had inclusivity like for what we're paying we're getting a much
080better. >> Yeah. Because what this does is like she can set up to say once Allison signs it then it goes to Tracy and then once Tracy signs it goes. If you want to do that in docyign that per No, you can but it's expensive. Every hop is every hop is additional money. >> Correct. Yes. Yes. >> but you have to be you have to pay a different software level to get even get that feature. >> Correct. And then it's a per hop. So So it's >> Yeah. It's a fascinating world. >> Are you able to use this for >> manifest? Manifest. >> I so I think so. We need to work that out though. And again, these are this possibilities are endless. So this is like >> I know. I know. >> I think
081I think I think I think we're we're ready to vote. >> Good idea. >> I move to approve the recommendation of the administration to utilize an amount not to exceed $50,000 from the unassigned fund balance. I second. >> We already have a loud motion on the floor. >> I think he made the motion. >> Stacking motions. >> I think Carol seconded it. Second it. I'm sorry. I got third. >> Okay. Right. It's on the floor. >> Let's live on the edge and try for all those in favor. >> It is unanimous. And do we >> 15 now? Yes. >> 15. >> All right. Well, >> congratulations. >> Thank you. Thank you very much. >> Enjoy your success. >> Thank you. I will. Thank you. >> I'm so excited that you're so excited. >> Thank you.
082I appreciate it. Thank you for your support. >> I think more exciting new software. >> Well, okay. That's not >> John and I are very happy. >> Many things that are more exciting than new software, but I'm glad the missing Cindy. >> You're missing Cindy. >> Cindy's missing. Wait, >> are we at Are we at 16? >> Yeah, we're 16. 16. Yeah. Sorry. >> Okay. So that is the only thing that we have the last thing we have prior to uh going into non-public and uh we do have >> you know any other business but >> we'll go for a report out from the process observer because I'm not going to have you process you're not going to have you process observe later because I don't want to hear after the nonp well uh we
083started uh the meeting uh just a few minutes late. Uh we did have an agenda adjustment uh related to 401 Lane. We entered into deliberations uh early at 6:55 p.m. rather than the posted 7:30 p.m. So kudos to you. And with any luck, we're going to enter into non-public in about 7:07. >> So good job. You you you may have a future in doing this. >> I hope not. Uh, I'd like a motion to enter non-public. >> Yeah, >> not that one. This one to enter not enter non-public under RSA 91- A col 3 Roman numeral 2 sections A compensation andor C reputation and likely both. I move that the board by roll call go into non-public session pursuant to RSA 91- A32A the dismissal, promotion or compensation of any public employee and C to
084discuss a matter which if discussed in public would likely affect adversely the reputation of a person other than a member of the body or agency itself. >> A second >> second by Allison. >> This requires a roll call vote. Um we will start with the non-speaking parties on this end. Uh, I approve. Heather Ren, >> Tracy Perry, yes. >> Jesslyn Powers. >> Beth, I Johanna Shrivever Hogan. Yes. >> Jessica, I >> Carol Roy. I >> Tom Swan. I >> Jonathan Fontaine. I >> Rob. I >> Alison Manion. I >> Holly. I >> Kate I. >> Okay. Thank you very much. We are in non-public as of 707 as someone predicted.