001N means two performing too subly committee meetings or two. Yeah. All right. Thank you everybody for joining us. Mike is on the phone. Um and he's driving back from Minnesota. So he asked me to sit the big chair tonight. Uh first item on the agenda is the erect curricular activities plan of work. And Margaret and Sarah worked on this. You want to give us the rundown? Yes. So we talked about the extracurriculars several months ago that we were looking into those and kind of reassessing the way that we assigned stipens specifically. So that's why it ended up in the fiscal committee because we were talking about the money part of it and we got very busy with other things and so we kind of paused work on that for a little bit. But now um
002in collaboration with the HR department, so Margaret um we put together a draft plan of work for actually completing this now. So we used Jason Bull's what, why, what, and how document and filled that out. Um so we're just trying to in a nutshell try to um make sure that the resources are adequate and appropriate for each one of these sponsored activities. So, how are we um dispersing, I guess, the money that we have for these extracurriculars, what is getting funded and what isn't, and then um what those stipens are. So, the plan of work down here looks like there's five steps. It's a lot of the HR driven work in the beginning. We're going to review the whole list of stipens and sort and organize them and then collect the criteria that we know
003about each role. So that model that we shared earlier I think was um based on the McFarland model and that one really had almost like a rubric of how they assigned. So they used I'm trying to remember what all the criteria was but they had like how many students participated, what the risks involved in the athletic event was. Um, same with the extracurriculars. It was two separate rubrics. So, we're going to kind of do the same thing and then also align what we currently have to what we think those groups should be. Um, so develop our own model kind of based off that model. Have we looked at other models other than McFarland? I believe we have. So, we've looked at others and it it seems like so there's no like one way anyone does
004it. Of course, this one seems to make the most sense because it does define um kind of how it should be done for each thing. And then we were dividing things into two groups um like what was sponsored and what was not non-sponsored. I was trying to think of the word sponsored. So um then it says we're going to perform tests on those defined roles using the new model and then perform impact and disruption analysis. That's going to be a big portion. I think all of these things are going to take some time and then finally we'll perform the fiscal analysis. And I think if you remember we were talking about um potentially tying it to like a base pay of a teacher and that would be how we would arrive at stipen amounts. And
005so part of the work is going to be seeing where we are right now relating to that like does that make sense? Will that fit in? Will that alter things drastically? All those things we want to determine before we jump into it. How are we you said risk um of the sport and that is a consideration for that. How do we weigh that for athletics versus non-athletics when we, you know, the the risk of of being a flutist is flutist is low compared to, you know, being shortstop? I think that that's such a good question and that was actually one that we really debated a lot about when we met. I think we were with Jamie Cap and we went back and forth in on whether we should even include that. Maybe maybe for Watertown
006we don't include that at all because it does seem kind of I don't know. I don't know if the word is unfair, but it's like, yeah, okay, maybe there's a little bit more risk involved in an athletic compared to an extracurricular that's um academic, but that doesn't necessarily mean it should reflect on a coach's pay. But do we uh is there if there's a direct tie to an athletics to an athletics to academics? So we have some of these are co-curriculars and thing like band and choir this where it's tied to a class there's an academic p piece of it is that calculated into the the rate where you know you know I'm the band in you know teacher and I'm you know I'm taking and what they do outside of class is directly could
007directly impact on their grades versus um there's an indirect component component of that for like baseball. You're not going to have that. It's not it's not a class. You mean would it impact um like the stipened amount? Margaret, do you want to chime in on that one? I'm not sure how it works right now. Like if it is something that's relating to a class, is that treated differently than something that's not? So, no. I mean, maybe. So the rationale that was used to develop the current uh schedule of extracurricular and athletics pay dates back to the pre-act 10 days where it appears that they had been negotiated as part of the teachers contract. And so we have this um schedule that's been in in place historically that um has for the most part been bargained
008and was adopted as uh the organizational template on to set uh extracurricular pay. We have never done an analysis as far as I can see in terms of um like the contribution of a event or or athletics to uh the academic side of the house. And so that is something that we will be looking forward to testing with this new model that you know how how will a new model uh impact what the traditional distribution of of stipens has been for these extracurricular and athletic and academic roles. So I mean on any given pay schedule you will find both academic and athletic uh roles assigned to the pay same pay grade so to speak or same range. Um the ranges are only three steps and and they're seniority driven u by time spent in the
009role not in the district. So, uh, it this is like kind of uncharted territory for us as it relates to evaluating with like a basically some a new lens. But if I Margaret, this is David Schrader. Um, yeah, if I understand this uh correctly, I mean, this is just a proposal of the plan that we're going to move forward and it's not for us to solve tonight as much as us to just ratify the process. I I like everything I see here. I would encourage um at least some review with the Niola policy where that's going because the NEOA stopped short or stopped in its tracks the prior efforts that we were working on with extracurricular co-curriculars etc etc and Yola did a pretty good job of laying some criteria for I shouldn't say for
010anything that should be considered in this so if there's an academic component if there's a curricular component a co-curricular component extra curricular component. Uh let's just make sure that the HR committee is reviewing what Nola will ultimately say because what we wouldn't want as a rubric or some matrix that was going to be dead on arrival as soon as we adopt the Neola book. So let's at least pay attention to what Neiola says just so that we're getting ourselves in line. Yeah. And then uh Margaret as you know there was some discussion on uh Monday night regarding uh contract renewals. Hopefully that HR policy slashfiscal relationship in this team will also take into account those contract renewals to ensure that they're in line with the way that HR wants to handle that whether it be
011midyear, beginning of season, uh or you know whatever the whatever the history's been. We should also in this process define when those dates are so that we're not being surprised when we're renewing a baseball contract one month into the season for the next year or a volleyball contract after the season just ended or a band contract at the end of a school year. I I I mean I just if if there's going to be dates associated with these things, there's going to be dollars associated with things. It has to line up with new. So let's just make it sure it's a good document. We should align on the dates on that. I think we should have a standard like in all sports contracts don't renew during the season, you know. Yeah. Something like that. Whatever
012it is that team, whoever is here should come up with a logical reason. And I like the fact that Jason put this in here. I'm not saying he was listening to me, but I like the fact that it says intentional. Yeah. So, let's be intentional. Yeah. Jason didn't write it. Oh, it looks like him though, doesn't it? Well, That's his form. We saw his form for sure. Yeah, it says be intentional. I love that. I asked if he was going to be here because I saw the phone. It looks just like it. That's true. All right. Sam, Craig, any questions? Nope. I have to be cautious about this conversation because my the there is a conflict of interest there. All right. All right. So, hearing nothing else, we will proceed with that. Next item up
013is referendum planning discussion. Yes. And we have three kind of big topics that I want to go over for referendum planning tonight. The first one, um, you'd asked for like a little more meat on the bones for why we're asking for the 7 million. Um, and so I have two documents in here that I want to share to go over that. So the I have a updated five-year financial forecast and then along with that I have a document um labeled budget assumptions for initial planning and that it kind of explains what all goes into that forecast. So what all got built in there? Oops. Um, so if we start with the budget assumptions, I wanted to be conservative as we usually are, but not overly conservative. So, we're going into a new state budget, which
014always brings up a lot of unknowns. We don't really know what they're going to provide schools, if anything. Um, but I did keep per pupil categorical aid at the same amount. I've heard that they're proposing adding $100 to that. I don't know if that will happen. Um I kept equalization aid at the same amount as 2425. And then I also kept in that $325 per student um on the revenue limit that Governor Ivers got in the budget by veto which is being challenged. Um I left special education reimbursement at 33%. That's another thing that's being proposed is an increase in that which would be very impactful for us. But that said, a colleague of mine said he's been doing this for 28 years, and they've been talking about it for 28 years. So, we'll see.
015Um, I put in that the three-year rolling average is going to continue to decline. That's what all signs point to right now. We used that cohort survival method to project student enrollment, and we're going to look at those enrollments more next month. Um, I kept summer school FTEES at the same and then open enrollment FTEES at the same and increased private school vouchers by 10%. We know that the cap is going to go up to 10% next year. Property values that increased by 1% overall, which is conservative. And then um I put in for now a CPI increase of 3.5% for wages, but we got the update today and that's trending lower now. So it's looking more like potentially 3%. Sure. on both of those last two items 10 and 11 when you say you
016said 1% overall in CPI of three and a half which ones of those are annual and which ones of those are the dur I mean because this is a $7 million recurring uh referendum so is the 1% and the three and a half in perpetuity or or just to the end of your looking glass or just one year help me help those two line items as far as what you uh how you built your model. I did 1% every year for five years. Okay. And I did three and a half in the first year and then dropped it to three after that. So the 1% isn't overall. That should be 1% annually. That's correct. Yeah. Okay. So clarifying that. And the CPI is in the first year. So I'm really mostly looking at the first
017year because that's really what we're talking about when we're talking about mill rate. But yes, you're right. So going farther, I dropped it. Okay. That's which maybe is hopeful. I don't know. But we'll see. Thank you. Um, and then Sarah, one other I'm sorry. Sorry. One other question quick, Sarah. So, with Act 10 potentially being reversed, uh, do you think it's I I mean, it's three and a half%. We won't have to just bargain CPI anymore, if it does get reversed, right? So, does does keeping it at three and a half% versus maybe we adjusted just two CPI for forecasting, does that make sense? it leave a little cushion or no? Yeah, that is probably a good idea there. Again, that's such a huge unknown right now and a lot of people are getting a
018little bit wound up about it, but there's so many things that still need to be hashed out and still will go through the court system. So, right now, the advice that we're getting from the from the attorneys is to just hold tight and kind of wait and see what happens. But that is a really good point and that's going to be a really big unknown budget-wise in the next few years. what all that means. If it really does stand and it's overturned and we are negotiating other things that could change a lot um I will keep you updated on that too. Actually I have a meeting on Friday I'm supposed to be um in that is going to go over what we know right now about the act 10 change but I think it's going
019to take quite a while. That's what we're hearing. So then number 12, we I budgeted a high increase for health insurance in this first year because that's what we're anticipating. And then I dropped it in the in years after by some. I didn't drop it way down, but I dropped it a little bit. And then other expenses that are increasing, not all expenses did I increase, but other expenses 2 to 6%. So we're going to project a deficit again for next year for sure. Um, we're proposing using fund balance to balance the budget and then the $7 million recurring referendum. So, I know that we put in for this a half a million dollars in cuts every year for the next three years and I'm not seeing that listed here. Um, I think it's further
020on down. So, I put some stuff in here for the state which I pretty much already talked about, right? The things that I'm hearing being proposed right now is a $100 more in per pupil categorical aid, which is outside of the revenue limit. Um potentially re increasing the reimbursement rate for special education. And even like if I run a scenario where that goes up to 40% even that makes a big difference. And then um I know that they're proposing tying the revenue limit increases to CPI percentages. And then I put this one in. not really a budget impactor, but there's a proposal out there for universal free meals for all students. And then at the federal level, again, there's a whole lot unknown right now. We have heard that there could be a reduction in
021title one, which would be an increase in our fund 10 budget because we fund our um title one teachers all through title one. So then that would come out of fund 10 instead. and then potential elimination of title two and four which would impact PD and some technology purchases. So when we're talking about the budget reductions, we've said we're going to reduce 500,000 each year beginning with 2526. So that means we're going to build our budget out like we normally would. We're right now proposing the um increase in employee wages like we normally would do with the CPI. The employee benefits potentially going up. They likely will go up. Transportation we know will go up. Vouchers, utilities, things like that, like all the normal increases we're building into the budget. And once all that is
022built in, then we're reducing by 500,000. Just because we want to clarify that when it when we say, "Hey, we're going to reduce the budget by $500,000." It could give the perception that we would reduce it from where it was this year, which would not be the case. It would be a reduction of what we think next year would look like. Does that help? Yes. Okay. So, we still we still are going to do that definitely for 2526 and definitely for the years following that. And in the event of a failed referendum or worse yet two failed referendums we would obviously be reducing by a lot more. So with those expenses with that cut for the 500,000 I think we need to line item what we made that cut um because I think people are
023going to know okay where did we get this from? We got the final budget and then we pulled it back on these three things or we took a half a million dollars out of our maintenance budget. I think we need to know what that is that they where they made those counts. Um I I guess my my question would be how soon would that would would you be interested in seeing that? Would that be well when do I mean you start do the budget like April? July or Oh, we'll know before July for sure. Okay. on what what items potentially need to be um addressed, right? Okay. I mean, we're Yeah, we'll be working on that now for sure. I suppose I mean, we're going to you're effectively going to have to plan for two
024budgets depending on whether the referendum passes or not. Um yeah. And so in for year 2526, I don't think we're planning on the idea of like drastic reductions going into that year, unless something really happened at the state level and our funding got cut a lot more than what we anticipated, then I think we would have to. But if we went into April of 25 and did not pass, then for that 26 27 budget, I think we would be looking at much bigger reductions. I think that's where we're thinking right now. Um, and then I have this forecast that has all those things built into it. And I want to say like I hesitate to even share it because it still shows red. And I so I want to preface it by saying that this
025is a very conservative model. That's what they always say. And it really is true and it always does play out that way. But it does give us a really good trend line and kind of an idea of where we're heading. Um, so the top box is status quo. Can't get that to fit on the screen. But this is just the status quo budget with all of those things that we just talked about what that would look like in the next 5 years. So no reductions, no referendum, and all the increases that we mentioned. And then if we go to the second box, this is what it looks like after a referendum would pass. Um, and again, it's showing it in red still. That is not a concerning thing to me because if any one thing
026changes, like I said, if the special ed reimbursement rate went up, that would change that. We're going to plan on making reductions as we go, which would change that. And so, even though it's showing red, those amounts are much more controllable. And I believe that we could, if that 7 million passes, we can carry that out for quite a long time. Sir, why do I see just 7 million in 2526? Why don't I see it in subsequent years? It's kind of a quirk of this model. If I put it in each year, it adds them together. Ah, yeah. Okay. So, it's still in there even just shows a zero. Yeah. Okay. Okay. Well, I don't build my spreadsheets that way, but okay. Don't either, but it's I think it's because of the way that it
027works. Fund balance anywhere here. These are all uh more or less income statement. Um fund balance is in the middle here. Oh, there it is. Okay. So in 5 years we were dropped from 26 to 11. But what was the first box? Uh box A up above. Without it you drop from 26 toative 29. Got it. Okay. Yeah. It was just unchecked. And we we always say we want to keep the fund balance around 20%. And you see five years out it's still about 20%. And like I say, I feel like it would actually land better than that. Yeah. Especially with any major shifts in assets, right? And kids, assets, kids, more funding, lots of things can change it, you know. Oops. Other expenses can change as well, though. Right. Very true. Act 10. I
028mean, that's a big wild card. So, that's part one I wanted to talk about. And then the second thing we were going to talk about is the actual referendum question itself. And oops. Oh, these are those example ones that I shared. And then the draft ballot language is the same as we looked at last time except we added the word instructional. I don't know how anybody feels about that or if want to make any other adjustments to that. I was fine with it. I like the simplicity of it given that the one that failed was the most verbose and complicated. Yeah. whether that has any actual bearing on success or not. Oh, I wanted to vote no for it because you didn't want to reread all this. Vote no just on print. I didn't read
029it. Hey, I got confused and I'm not even from there. Okay. So, it's good as is and goes to resolution. Look at that. Okay. Um last thing then is we have a whole bunch of draft um communication documents that the Donovan group prepared and there is there's multiple things here. There's a press release, a parent and staff message, a social media message, a web article, and then a road map, which is a nice document that gives the overall key messages, and then goes on to give a timeline for um communications. And so we are going to be we made one adjustment to this already. That's why it's marked draft. We were go they originally were going to distribute these messages the first week of December and we decided to pause that to around the 16th
030so that everything was ready to go at one time because we weren't going to be prepared for um people going to the website, people looking for the FAQ documents, that kind of thing. And so this this will allow everything to be ready at one time. And we're going to share that out around the 16th and then again when everyone gets back from winter break. Okay. Plan is Tuesday the 17th. So ready for the board meeting. They kind of all I mean it repeats itself a lot. Is this specific to the reoccurring referendum? Yes. Not repetitive. It It reiterates the message. Reates. Yeah. What was the one with all of your dates on it? Oh, that's the one that says road map. Oh, okay. Got it. Pages six. Got it. Okay. Let's just find it quickly.
031Alicia, what's your feeling all this? I assume you've seen it all before. Yeah. Yeah. Yeah. Um I'm happy that we're waiting till the last schoolboard meeting. We just had a lot of news with the P public information meetings. So it's was nice not to tell them all that information and it all looks the same. It's all the same branding colors and it's confusing to the public sometimes and we're pushing out too much stuff at once. But I think um going live after the school board meeting on Monday and of course we're in Christmas and no one's paying attention to a whole lot of whatnot. And then a big reminder in January will be will be timely. What's your team when it comes to this? I mean, is it just you you or do you I
032haven't read through this document, I'll be honest. Am I going to be sitting at a desk and chair at Fleet Farm? Uh saying I'm on the school board ask me about the upcoming referendum. I mean, what what I'm only being half facicious there, Craig. I mean, it's happened before. Yeah. Getting the word. I mean, how do you Who else do you need me to be saying to Donovan and you? And how does the board, how does staff, how does how does it just give me a big if you're familiar with all this, give me a a feel for what the next three months look like. Right. So, I'll oversee all the district social media. Um, so we will um be strategic and we'll have a calendar as to what our posts will be and when.
033I'll coordinate um all the articles within the Watertown Daily Times. Um we are planning to do one if not two direct mailer postcards to households in the district. Um Jared has two more of his briefings sessions and he's also going to be speaking uh at a chamber lunch and learn in March and we may look for a couple more opportunities for him to talk in the public. Of course he's at Rotary every week and that's a great audience. Um I think what we'll do is we'll develop um some really easy talking points for the board and for anyone who represents the school district to have. I mean, it would be like five talking points, not a not a wall of text, just simple questions that they can answer. Not everyone can, me especially, you know,
034it's challenging to talk mill rates and to talk how finances impact your household taxes. And so, we want to make sure that people representing the district have something really easy and clear to say or to hand out. I know when when the city um when the city does property taxes, they got a cool little graphic that kind of shows impact. And maybe we'll work on something like that together. Yeah. Are we just kind of off the wall question, I guess? Um, as we get closer to April, are we looking at printing up yard signs that says, you know, we absolutely should. Yeah, it works well around here. I I still have my old one. Yeah, I have the talk, read, play sign from the family center. Yeah, we we talked a little bit about um
035like there was a slogan that was attempted a while back called like a Gossling or something that's like a a community pride thing that we rally around. I mean, Watertown Unified School District, our our mascot really is the Gossling. We want all the little kids to grow up to be Gossling. So, it' be nice to maybe kind of get something like that going again, something new and creative and tie that to the referendum, but then keep that going. So, it's just a theme all over the city. We see it in businesses. You see it inside the schools. Whatever that like really catchy short phrase is that just creates that community rally and support for everything. Okay. Um, regarding a quotequote final plan, if it takes, let's say it's like a gas and you need to
036get window stickers or you need to get little stuffed ducks like the as ducks, whatever. We I just want to make sure that we know what that runway looks like. Should we have a great idea on March 30th isn't a great idea. No, no, no. And we have a meeting with um Donovan Group on Friday morning. Okay. To fine-tune a lot of that. Lori is actually going to have some time reserved to come into Watertown and spend two days with me. Okay. So we together can because fiscal budget for printing and all of the creation of these materials and everything we have that I don't know yet sending a postcard like I I priced that out. We were considering doing that for the P input sessions. Oh my gosh. To print it and to mail
037it. It's over $6,000. It's big. Not cheap. That's so excited that to set it up for P and save that money for the referendum. Yeah. Has um have you requested or has administration given you any other uh team members? Let's say secretaries from individual buildings. You want a team of more than one or what's what are you thinking on that? I don't know yet. Okay. So, I actually I haven't really been at the table for a lot of these discussions taking place on in the mornings and I'm assuming that Jared will bring me in when he's ready for me to be a part of it. But having Donovan group on board, I think is gonna be handy. Okay. And Lynn is always I mean Lynn always supports me in everything I do. Sure. But Lynn
038supports us in everything we do. I want to make I want to make sure that we're we're tapping each individual building and and we have a a cheerleader male or female. That's not that any way sexist. That just means I need represent. I I think we should have at least two representatives in each building at a minimum who are tied in tightly to the initiatives on this piece of paper as well as you and the Donovan group. I feel like I'll need a lot of help when it comes to distribution. So yard signs, window clings, anything where we have to like physically be distributing things in the community and I have gone back and I'd watched um some of the marketing that the district created for the last operational referendum and like Sullivan's you know
039sat down for for a video. We had a really nice video put together where key people in the community talked about the support of it. You know, we need to just start planning that. Yeah. Yeah. Yeah. Very. Thank you. Yeah. And I would I would definitely leverage the community as well instead of going out and delivering signs to people. Hey, you want to sign, come pick it up at the ESC, you know. Yeah. Okay. And when's your kickoff meeting? Uh there's planning meeting on Friday night. 10:30, I believe. Is that right? I think you're right. Yes. So once we once we started it'll be fast and furious. That's for sure. Without saying, do you want board member attendance? Do you at the Friday meeting? Yes. I don't really know. I know we're going to want
040it later and definitely at community engagement sessions. We've talked about we haven't made plans, but like how are we going to integrate staff into all of this to your point? Like, sure. But Fred, when you and Diana were attending with Jason and Jared, was that was Wasn't that referendum planning? It was, but it was more on the financial side of it. Um, getting the getting these numbers together in the initial part of it. It wasn't the planning of the messaging and that sort of thing. Okay. So, and that subgroup still meets as needed or some setting. It's We haven't had a meeting of that group since the last one, which been a little bit. So I think once we settled in on the ask and started working toward the questioning that meeting really that was
041a subgroup of of fiscal and planning and that really kind of yeah I think it served its use case at that point. Okay. Yeah. We know what the ask is now. We've got the question language. We kind of moved on to um you know communications at this point. Okay. Anything else on this one? All right, then. Next item up we'll move to is the 10-year capital capital maintenance plan. Yes. And Kevin is not here tonight, so I'm going to do my best to talk through this. But the first thing I want to say before we even get into this is that it was kind of challenging to put this together because of all of the things that we're working on right now. We're in the middle of this long range facilities planning. Um we have
042talked about potentially closing buildings or taking buildings offline. And so we were trying to think like how best should we lay this out? And what we came to was that we were going to work within the footprint that we have right now. So, this has all of the seven buildings plus the ESC in it. And then we are t we have talked about historically the district has really been spending 400 to $450,000 on capital maintenance. And when Kevin was trying to really go through this and um make a plan, he was struggling to keep it at $800,000. So, these all show around 800,000. And we're putting this up here knowing that this is not a budget or an approved budget. This is just showing what it would look like if we really were going to
043start trying to work towards some of these maintenance items that we were talking about um having been deferred for a long time. So the 800,000 is not what we're proposing actually spending. We realize that if we don't pass a referendum, that's not going to happen. However, the 800,000 still does not even get us to where we really would need to be if we were going to start um like really seriously addressing the needs that we have for the buildings. The other thing I want to say is I was looking at the a former plan and I get a it's a little bit hard to tell like timeline like which one was which because there was a few different people uh business managers and buildings and grounds directors but the one that I was looking at
044had absolutely no equipment like not one single thing no vehicles no equipment of any kind and they were trying to hit the $400,000 mark on that. So, our plan does include um maintenance equipment, vehicles, and grounds equipment. So, that also is in this plan. I don't know if you've had a chance to look through it. He has it kind of categorized by type and then by building. I had one just spreadsheet question. Um, most of these the first column cost is a summation of the eight 10 columns to the right. But then sometimes it's not. If you look at the fifth item down, it says roof replacement 200,000 is a cost, but then 200,000 occurs twice in 32 and 33. Oh yeah, I see that. And that happens at least a half a dozen times
045through the spreadsheet where the cost in the first column is not the sum of the 10 columns to the right. Uh page two has several uh repairs to the roadways uh patch work. Um you'll see it says uh $10,000 in the about eighth from the bottom on page two. It says uh it just they're just it's just the full seal coat patching and it says $10,000 and then everything to the right is $7,700. So I'm not it. So I think made a pivot table it and I'm not sure it's supposed to actually well every other one I should say every other one most of them the sum in the it's it's a one the sum of the 10 columns equals what's in the cost column. But there's at least six to 10 where that's not
046the case. Yeah. Well there's one here where he's got 60,000 in the cost column and the line items next are 60 and 60. Yeah. Well, no, there's two. There's 120 and 120 in the same row and then he's got 60. Okay. Yeah. I would say honestly like disregard that cost column. I think that that's just a a quirk of the pivot table, but it doesn't the actual adding up is on the top. Okay. Because yeah, I see that he's not summing the entire column cost. There is nothing there. What you see is the sum of each column to the right. So maybe I'll just disregard the first column. That's probably should just hide that column. That would be most of the time it's one, but sometimes it's not. Yeah. Yeah. And it looks like sometimes
047he's just pulling over the first instance of whatever comes to the right or that. Yeah. Sometimes it's not even that. I mean, sometimes it's missing. Spreadsheets are really frustrating to work with in my experience. So, I mean, there's one Yeah, there's a couple in there with the cost with nothing to it, right? So, 55,000 zero. Well, and that might just be like, well, hey, we couldn't fit it in. Exactly. I mean, he was adjusting things. No, I can I can imagine like I can imagine what a headache it would be to try to put this together. I didn't want to get caught up in the minutia of it, but I was hoping to make sure I understood it. So now I understand. I'll just ignore the first column and that's a good answer. Let me
048know if I need to change that or if Kevin needs to change something otherwise. So what's the Sarah? What's your take, your impression of when we've used the term or more specifically Jared's used the term deferred maintenance when when we discuss that as a board when we discuss it as a operating referendum when we discuss it with among staff we have deferred maintenance right uh we we saw from P that deferred maintenance was what $108 million What's the 105? I think 105. Okay. Oops, I missed it by the way. Okay. Over the next x number of years. This doesn't quite add up to 105 million, but are these maintenance items that we had deferred or we've been able to whittle away? And so if you gave me the list of these exact type of things
049over the last 10 years, would our expenditures match these or are these additional to what we've been doing on average for the last 5 to 10 years when it comes to maintenance? Uh a short of anything um u related, right? It's a mix. It's definitely a mix and that's partly why we did this whole exercise and left it at the 800,000 to show a lot of these things have been put off for a long time. Um, so yes, a lot of it has been deferred and then we have also at the same time been trying to whittle away at the things that we can in a $400,000 budget. So I think if we looked at like the last five years, that's just about what has been spent is $400,000. the things that per year things
050that have been deferred. Lots of concrete work. Um, all vehicles. We just I think just since Jared started in the district, did he start trying to like push for this vehicle? Um, yeah. But if a trainy goes out in a truck, you either stop driving the truck or you spend 7,500 bucks on the train. That's what they do. I mean, there we have a 1997 pickup truck that we're still using. Okay. So, we haven't we haven't replaced the truck. Okay. Got it. No. And I mean like they they have worked really hard to keep things working and that's been the mindset right like on everything. So all of the things like they just keep keep making them work. Okay. But we haven't like thought long range of like well if we started replacing things one
051year at a time we won't have to do everything at once. And I think that that's really what the goal is here. Even if we were to go to a capital referendum, the goal is not to fix everything in one year and then have that happen again in 20 years to somebody else. Um, do in your uh previous presentation with the budget assumptions is not 800,000. What what were your assumptions in your budget? More like five. So your budget assumptions don't even include this 800. No. And I think that that's important to to know and also like I say to know that the 800,000 still wouldn't get us where we really needed to be if we were to stay in the seven buildings plus this building. Well, one thing I'm also noticing is that uh
052it's not indexed for inflation at all. No. So when 10 years out a rough today cost 200,000 10 years from now it's going to be considerably more than that. It's a good point. You know, it just were the um the need factors that P listed um you know, fair. Oh my god, don't use this. Those the different listings, were those calculated in the time frame of when it should happen? Yes. Yes. Okay. Um where we could some of those things are really big ticket items though that we wouldn't even we just couldn't put in here. So both to mine and Craig's point, and I'm not trying to rewrite the referendum language and suggest you bump it to 75. You picked seven after a lot of soulsearching and spreadsheet manipulations in no rate and no rate,
053but you didn't cover the expected maintenance. No, we did not bump it up to that. And I mean we that was really deliberate because we're in this larger process of examining facilities in general. And I think that I think you're on a trajectory of changing that. Um if it doesn't change though, yeah, we're going to have to rethink it again. Well, you don't have to repair a roof at SH if you don't operate shers. Precise. Yeah. Exactly. So well not just that but every piece of work around sharers suddenly goes away and and not now just now but everything and potentially the future for that too. So you've got that chunk so I can see where that you have that but I mean I guess if we are planning to move in that direction then
054I can understand why you want to do that. Yeah, I part of it gets to be I'll say Melissa and Sarah is I have no reason to doubt the $7 million and we all recognize that it's a I don't want to call it a shot in the dark and you got the dart board in front of you. It's just 50 feet away and you're throwing a dart at it. We don't know what's going to happen next year, let alone five years from now or 10 years from now, right? in the fact that we picked seven for a variety of reasons. We have some, you know, there's some levers on this spreadsheet in front of us here, just like there's some levers in the $500,000 that Jared's asking you to cut, you know, per year. Um,
055so I'm not trying to second guess it. I just want to make sure it's part of the message that says, listen, the seven million we're asking for doesn't even cover. Yeah. You know, somebody asked that, well, you don't need goldplated license plate holders. Goldplated license. We don't even have a license plate hold. I mean, that the car is so old, it was before license plates. Uh, I just want to make sure that they know that we're not asking for the moon and the stars. I think that that's a really great point and I do think it's really important that we continue to say that that if the seven million does not get us to like Yeah. We're not doing great. No. A new fleet of vehicles. Yeah. Definitely not. Yeah, unless somebody wants to aim
056high and go for 10. I mean, I was kind of surprised by the seven number. I was I was anticipating more like eight and a half, but if we if our goal was to just make sure that we were not operating at a deficit for five years, um it would have been a higher number. I think the goal was to make it a more palatable impact on the mill rate and leave some space for a potential capital referendum later. Well, yeah. And I think that that was the discussions that we had had around that were um these two things were coupled the work the P is doing as part of this, right? Because if we don't have that work from P and the realignment where we're getting, you know, we're getting efficiency from that 7
057million is not going to cut it. All right. Anything else on this one? Okay. Well, just one question. So, what's this is just for Kevin and for our information. There's no marching orders here. There's no approvals. There's this is just a list so that everybody's aware of what's out there and what it could cost if we were going to go after it. And somehow Kevin's going to use us to prioritize whether it be on a criticality or on a building basis. And this is just mostly so that Kevin has a he's got his plan. He somebody says, "Hey, if I gave you $100,000, where's the first spot you're going to spend it?" And he he knows that. So that that's good to have that answer here. I I like the fact that he's aware of
058how to answer that question and and this helps him answer it. It is that and it's also because we have a fund 46, we have to have this plan and so it actually will be a resolution at the board meeting just to approve it as a plan. Again, not as like a budget or anything like that, but just to say we've looked at this. We have a long-term plan. We have something we're working toward and that keeps us in compliance with fund 46. Okay. Make sure that that language somehow makes it in there so that people aren't thinking we're approving this as a budget item. It's a quote plan. Sure. We Yeah, we should include the fun 46 piece. Yes. All right. Just one more quick question. Um, did he did Kevin take into consideration
059like um if there was the thought of consolidation um possibly uh I don't know kicking some of those projects out down the road or Yeah. Yeah, we have talked about that especially just like just talking about it. I mean, if it seems like we're leaning toward one thing or another, it would make sense for some of this stuff to like for certain places to wait longer. I mean, that's kind of like we didn't we didn't ask for $200,000 to redo this parking lot the way it really should have been done. We just patched it. Sure. That kind of stuff. So, yes, it will, right? It's a matter of okay, you know, we we need to replace urinals in the bathroom because well, we have to use that facility for now. Well, we have to plan
060for that, right? But maybe not a new roof, but Right. Yeah. As long as the roof isn't creating a major problem, right? All right. monthly reports. Any questions on those? Right. Not seeing anything there. Future agenda planning. What we got coming up in looking forward to January here? I don't really see much. The financial audit report. Yes. So, we can we'll have the report and then we can have the auditors come and talk at the meeting um the board meeting in January. And then um I also have the budget planning timeline listed in March, but I was thinking about bringing that in January instead. Makes more sense to me to bring it in January if you're good with that. Sooner the better. Okay. And then we'll talk referendum again for sure. would think we probably
061will want to I mean I this is intended to to roll over year but we may want to put referendum just an highlight on this in the next couple months. I'm assuming we're going to be talking referendum every month rolling into April. So we could even put that as a standing agenda item too. All right. Uh when it comes to things like like contracts that need to be renewed um is there also a like a similarly like a non-renewal process and you know where the discussion needs to take place prior to you know to to notify of a non-renewal. Um, is that perhaps maybe if if so, maybe that's the time that we should be discussing that. Do you mean like for visa contracts and stuff like that? um like for instance uh transportation or
062um something of that nature uh when those things come out like we I mean I mean it just it's always seems to be like a formality okay yep we're going to renew this contract and and and go forward like uh like when it comes to our administration typically there's there's a period time where you would pre uh notify somebody of a non-renewal. Um I I would think that with some of these contracts perhaps maybe they have something similar of a requirement. Yeah, I think well we've been trying to have these now on like a rotation of going out to RFP. So like for example for transportation the contract doesn't expire into until 2028 and I would assume we would come before it that contract expires and talk here like do we want to go out
063to RFP for that or not. Sure. Um and we did that for the auditor contract last year. So now we're in a three-year contract with them. Um so I think that that's what we're trying to do now is plan ahead. like to your point like plan ahead and think like are we continuing or are we going to put this out to bid okay and I think the last few that have come to fiscal and asked that question you know do we want to do this or do we want to just roll into it um so that was the intent when this was originally put together was start to your point I hate it when they hey look this renews in a week you know can we get this in in the next board meeting we
064should have known about that three months ago Right. Yeah. All right. Uh takeaways that we have action items. So extracurriculars plan. Was there uh does that need to go to the board? I don't think so. All right. The referendum planning discussion, we were going to send the draft ballot language up to the board on Monday. Um with that, we didn't have any changes with that. um the 10-year capital maintenance plan. We're going to clarify that this is an informative piece um and it's really to align with our fund 46 um on that um to make sure that we're in compliance and we have no questions in the monthly report. So I don't see anything else other items folks. Okay, then I am going to call us adjourned at 623. Thank you all. Good job. Stay
065warm.