07/17/2024 Fiscal Committee Meeting

001start with r call now we can start with roll call uh I'm here obviously Sam is here Greg uh the only M missing is Dave Shader so if we jump into it uh we'll start with purchases over 20,000 yes we have a couple this month the first one is copy paper for the district um and there's a document in board docs that shows the price comparison for paper and we're recommending going with the lowest price um which is the company that we've been using O'Brien and another advantage of using that company is that they keep the paper in a temperature control environment so we've had some issues in past years of the paper getting um like humidity and not working in The copier so that is what we're recommending any questions any questions on that

002one all right um the next one up is table for RMS and it's for um the stem Grant funded project and we weren't exactly sure what the pricing would come in on that but that ended up being less than 20,000 so it's on here but it really is just more of um a heads up that that purchase will be coming through and it'll be close to 20,000 but not quite there um and then we have have one more that's not listed but it came out of the HR committee so they um reviewed the RFP and the bids for uh certified staff comp compensation study and the bid that they are recommending going with is for $24,000 so we'll see that purchase come through and that resolution will be at the board meeting where is that

003is that not on it's not on because it just happened one day and is there typical uh so we search for like several different vendors on that sort of thing we did um and the 24,000 uh one vendor was over a 100,000 but there you remember that yes I was there got it yep no makes sense okay and then the last one is the school's PLP and I'll turn that over to Jason y thank you um so Logan answer questions and give an overview of the why what how but I just wanted to introduce Mr Logan he does a lot of the heavy lifting at eCampus and eCampus is uh a virtual school part of our district that serves students K through 12 and international students and schools PLP is the platform um that we've

004been partnering with for a number of years I asked Mr Logan to be Park historian tonight as well so he can tell you how many years U but uh the recommendation is to continue to work with school's PLP and I'll turn it over Mr Logan for kind of a why what how and any questions please thank you so schools PLP uh is a company that we've been working with since 2020 uh when uh this Co thing popped up nice thing with schools PLP it provides a complete TurnKey set of software or curriculum for every course that we need to take students from 4K all the way through graduation hitting all the state and National standards that we need to hit without um having to um go to a number of different vendors to get it

005um they provide opportunities for uh I I don't have an exact number of cataloges available but the ones that we use uh we've got AP courses offered through briam Young University e Dynamic cataloges uh link and interactive cataloges uh uh schools PLP publishing c cataloges um pointful CTE cataloges those are the main ones that we use but uh schools PLP is a um less expensive option in going with any one of those cataloges individually and it gives us access to all of them um no one of those cataloges will give us the the content that we need to not only cover the four core area off coures like uh drone pilot um financial literacy some of the less um um core area type of courses so was a a great opportunity there uh the the

006um license that we we got for this year is um the same cost that we had last year um and I I was able to negotiate where we would not have to pay additional fees as we grow through this year provided we don't grow beyond the the the growth rate that we had last year which was about 38% so last year we paid the same amount but then we also had to kind of uh up the the numbers as the year went on as our as our numbers grew that just became a little bit cumbersome and difficult so I went back to the um Brian Snider who's one of the top Executives in the company and uh was able to negotiate same cost um unlimited growth up until to that 38% and then at that

007point we'll have to pay the same amount we were paying to get additional licenses for this year uh which is also built into the budget so if we do have to increase I'm not going to come back asking for more um and then um let's see uh this allows for a much more convenient licensing model because in addition to eCampus it's also going to allow us to support online learning at the high school so Josh is not going to have to Pony up additional money for for his digital Learners uh when Riverside needs to throw throw students on a virtual setting we won't have to add additional licensing unless they decide to bring the entire school on obviously that would exceed our numbers but um it it gives us a lot of flexibility and growth

008um and there's really nothing else out there that that uh provides this opportunity I did go to um Odyssey where Apex Flex Point Florida Virtual School was school network K12 um which are some of the bigger um companies out there um I also looked at e Dynamic and Link Lincoln interactive and pointful um those all three of those are included within our catalog but to to get any one of them um just for the numbers we have would cost us more than what we're paying through school's PLP it's a very large organization they've got the Los Angeles School District in their um in their clientele so they they have excess extreme buying power and braad de Management I can keep talking if you want but uh how about I pause for questions sir um when

009it says concurrent uh user license can you walk me through how that works absolutely so in the past uh concurrent licensing costs um cost us $535 per concurrent license and basically the concurrent licensing means that we buy one license and as many kids as we want to use it can use it as long as they're using it one at a time got it second person can't log in um with enrolled users um which is the other um licensing type that's a $235 per per seat usage uh but then only that student can use it until we unenroll them from all classes and then we can transfer it um with this new licensing I don't have to worry about the two different types so going to be able to support all the concurrent and all of

010the enrolled users that we that we need for the district and um I'm also not going to have to try to figure out is it going to be best or concurrent or best for the um enrolled users because it that's not always an easy thing to do because even with like uh the digital Learners at the high school we had a 50 user concurrent licensing because we didn't have more than 50 kids in a class at a time but when uh students are working in a study hall or they're homesick and they hop on that kicks us over the amount then we have to we're responsible for solders it'll be safe to say that they have like tiered amounts than like a tiered user yeah and the the tier that we're at um we're not

011at the highest level but we're pretty pretty close um but at the level that we're at it breaks down to about $19 per class for our students the next closest competitor um is is about $100 per per course um with the exception of Odyssey wear which really that's more credit recovery that's $50 per per class okay so I mean it it's much cheaper than any other option on a oneoff basis but also as a a total solution there's nothing else where we can get this kind of a curriculum opportunity and we're able to get the quality that of Education through that particular platform form that we need to absolutely in fact the my my top choice for curriculum would have been Lincoln interactive I tried initially when we started the campus to go directly to

012them and license with them um Lincoln interactive is one of the oldest players in the in the market um and been around about 18 years um it it was going to cost um it's $100 per per course um to to enroll students in that that platform at the per at the tier that we were going to be at but that was just for linkoln interactive that didn't include the edynamic electives it didn't include the pointful curriculum so we we not only get all of the Linkin curriculum for Less we also get all these other cataloges good questions great uh any other questions all right thank you so any other questions I'm going to go over to as a whole the uh purchases over 20,000 there was one more that's close to 20,000 I forgot to

013mention but the IT department is purchasing the parts to install a new um projector at the high school in the auditorium and those parts are going to come in close to 20,000 the projector itself was worn out and pass this useful life or yeah the the projector um I I swear that projector was probably put in when the building was built but I know it's not quite that old but it's it's it's pretty old um so we had fairings come in to a site survey um almost everything that we run that is in that realm is 4x3 aspect ratio which nothing works on 4x3 anymore um so they decid around what really should be put in that Auditorium so last year rep purchase the projector to get ready to start doing this transition and now

014this year we uh want to put in a screen that matches the projector that actually is meant for that size um as well as a lens to be able to project um with lumens that they that projector has so and then with that we're also upgrading how the guests or anybody from the stage is connecting and sending it back up to the sound room which would be then connecting it to the projector because that system's also not working very well so essentially for the in service when everybody comes back we're hoping that it'll be all installed um and it'll be all new um to start the school year and hopefully last us another 20 years 2006 yeah that's what it was so yeah pretty close 20 years yeah well I know when we're looking forward

015to having those updated because some of the reliability issues we have you know like high profile guest that's that's the bigest expence yeah we don't know if it's gonna fail on Donald Driver this year whoever the is I mean that's a pretty worrisome when you pack a house and you're not sure the tax's going to work sometimes good stuff works better than all the new stuff makes interesting I hear you all right thank you for bringing that up um hearing no other questions uh please well move forward to Monday night uh facilities Master Plan update yeah so um last time I gave an update to this committee I believe was in May that we did a facil or the update on this master plan now in between now and then they have done some work

016with the board uh with visioning and and coming up with some um uh scope and and Direction questions um the other thing that uh our team has been doing uh PR uh kind of hooked up with the uh strategic planning uh team as well and presented at one of their sessions and uh did a Green uh Green Dot activity to help identify what some of the priorities coming from that group work as they related to facilities and then kind of some of the work that's going on behind the scenes right now is uh with the direction that came you know not just to look at maintenance but to look at a maintenance plus option uh some of the things that they're doing right now is um looking at our student uh accounts and coming up

017with our Target sections for what we should if we you know what we want to plan the district being able to offer how many sections in each grade uh that's more important especially at the elentary level because that's kind of how you design a building whether it's a three section school or a four section or five section school um so looking at what our inventory is for what we currently have for space and how it would work with uh different section plans um then uh there was also a uh staff survey that was sent out geez that was sent out right before the end of school we kind of had a bunch of surveys that went out together so they got the feedback from that now and they're culating it and putting it together we

018looked at some of the results um you know like what were some of the big things that staff were looking for um a lot of the the Hot Topics that came up were environmental control uh storage was a big one across wounds and stuff like that um then uh looking forward um what we're looking into is how we're going to get options for community community and board input um as we start to put together um the the plan for facilities we want to start developing some options that they can bring to the board and start saying these are you know given the the guidelines you gave us to work on these are some options that we have that would work towards that and just trying to figure out you know how to make sure that

019we're getting the right input to make sure that those options that we're bringing forward match what the board is the year one more um so uh that's kind of where uh work is now um is now living in that section we talked about bringing some questions on another survey uh as part of the Strategic plan uh committee but I think we kind of backed off of that to allow strategic planning to to kind of um do more of their work and and separate that from the facilities aspect at this step um and then uh what you're going to see is uh through August um again working on some options development and uh bringing more ideas to the board I believe next month in August was their timeline now based on some of the things that

020have happened uh with kind of separating from strategic planning I don't know if that will will come in August or if that will come in September but the plan is right around the start of school year to be bringing some ideas not like final proposals or anything like that but I think they want to bring some options forward to make sure that they're matching the test of what they were charged to um so yeah uh and then the other part of that is um we're kind of going on a two track method now making sure that um you know when we went out to RFP when we brought PR on board our plan was to look at April 20 2025 being our referendum Target for whatever might come out of facility's Master Plan uh to

021address maintenance concerns with some of the the guide the the direction of maybe looking not just their maintenance but looking at other building options um they're also kind of starting to develop a track where we would not come to referendum for anything capital in 2025 but maybe create a a stronger plan um to bring at a later date for referendum if it's C so kind of starting a two track process and that is about it and I'm sure you'll hear a lot more about that next is there any talk or consideration they that they U have about possibly looking at it from like a like a h way of what 10 to 20 years you know or is this all immediate type of needs no definitely looking at it through uh an immediate you know

022uh we did the initial survey is there anything in our building that's falling apart right now that we need to address within the next five years looking at how do we present ourselves to be delivering the best educ ational opportunities in 10 years and then how will we maintain so so that would be based onage they gave us book they lay out there with a different criteria this is this is IM get need this is you know with the next three years right right so those are those are currently identified needs um I guess uh if if the intent I don't know if it's in the scope of the plan or not um you know if the the goal is to move towards a one or two building Elementary uh platform what does that look

023like how do how do you get to that point like you know if if we're trying to strive 401 campus model what might that look like is probably not in scope of what they do or no that's those the options remember the options we talked about with the different and the different potential the one campus model is one of them right those are things that yes they are looking at that okay and from from our initial ask was look at it from maintenance perspective give us a 5 10 20 year out way now that we're asking them to change the scope that doesn't change that we want a long range plan for it right so it might not be you know depending on what decisions are made it might not be hey in at this

024date we're going to go out to build three new buildings at one time it might be a St plan to renovate one building maybe do an addition and maybe do something new in different timelines so so if if you can remember GRE when they came and talked to the board right um they shared a number and it was something like 80 million you know just for maintenance yeah if we were going to do $8 million worth of Maintenance right um they asked would you rather put $80 million in maintenance and keep these old buildings and just maintain them or or is there something better that we can do with 80 million maybe not 80 million but uh less than 80 million or more than 80 million that would um put us into a different model

025that may be more efficient so they need to understand what your appetite is for those kind of discussions before they can come back with even a five 10 15 year plan for just maintenance okay because if your answer to that question which it was which is we're interested to at least know what that might look like before we can make a decision then they're going to put together some of what those look like and what that would take to do over time um because you will then if if you chose that route you would say we don't want to put money in these old buildings we want to put it into something newer or remodeled uh that can you know maybe make us more efficient in how we operate or serve programming better or whatever

026the outcomes of the list that you guys talked about we get the demographic St try current yeah so I believe our offers is supposed to be done with that at the end of August here all right that was what they were projecting initially I'm not sure if they're still quite on that timeline have to check but yeah is that impact the PR's timeline at all not so far okay now if referendums were to happen this spring maybe Nobody Knows the answer to this uh speculation maybe but uh you know if you're coming to all of our to our community once saying hey we need this much money and then coming back a year later uh does that look bad versus just coming all at once and saying hey can we just get this done at

027which way works better yeah we'll have to talk about that um in a in a different format of course a different agenda item but I can at least share this with you because it might help you to understand we're on a timeline now between now and October to sess out a couple of different plans for you guys to think about whether that's operational or uh capital or a mixture of both or whatever it is we're going to bring to the table all of the need discussions that we talked about right the the need for operating money the need for some maintenance on our buildings the need for us to maybe become more efficient and more programmatically accessible we're going to put all those needs out to you and say there's a couple of different options

028what what do you think um our community will most support and what direction do you want us to lay the groundwork for and then we'll also talk about what timeline you want us to put that on right and like um Kevin was saying that might be not just one referendum but it might be a number of referendums over time to get to what it is you really think you want to do okay and all that's going to happen between now and October fair enough thank you uh any other questions on that thank you for the update truly appreciate it uh on to extracurriculars okay so um I you can see that there are a lot of attachments um is we're going to have probably about a half hour discussion um over hopefully not more than

029that um and hopefully um we can get through what we need to get through I would like um us to open up first the endorsed activities uh policy that is going to go into effect when our handbook changes over so if you can open that up for us please um what I need to highlight for you is um basically we have a policy that talks about activities um those activities include athletic and nonathletic activities so you're going to hear that uh kind of verbiage today about athletic and nonathletic activities okay um basically to be an endorsed activity it has to have one of these a through e and that's all that that part uh says if you want to scroll down for me Sarah um then uh it talks a little bit about um non-endorsement

030activities that are um you know like boy scouts or girl scouts we don't really endorse them but they use our facilities and all this says is that uh policy 7510 which is going to be the new policy of facilities um as we pass our our our booklet um it gives them access to that but it assumes that um the responsibilities on the you know activities are are on the parent they're not the boards um we won't provide any funds or resources but we uh will allow any member um from the staff we may allow a member from the staff um to help you know help just kind of room monitor uh and those kind of things so if you want to keep scrolling down Sarah um so that that uh next body of that talks

031a little bit about some of the qualities that we want um in um in relation to uh our classic uh programming um we want uh students to have a not have a failing grade and any course the trimester will have grading checks just like we normally do um that uh there is um a way for a student to participate if they're on an improvement plan is designed by um you know or approved by the bill principal that kind of stuff is in there um and then it says uh that I um shall prepare administrator guidelines that's why we're here tonight to implement a program of clubs and activities uh such uh guidelines should ensure the needs and interests of students are properly addressed or excuse me assessed and procedures are established for continuing evaluation of

032each P activity so you'll see in some of the formwork here that we're going to ask some questions about are these activities um meeting the goals and needs of the school district uh you're going to see some uh questions Within forms about number of attendance uh and so on but uh a greater part of this uh review that was intended by the drafters of this policy is um the reason we took this policy up in the first place is there was some discussion about the equity at which we deliver funds to different clubs and activities and that there was uh a a seened and or reported unfairness of allocation of resources um to them um and that we didn't have a review process or a procedural process in place it felt um you know if

033I can use the words of one person willy-nilly on how clubs and activities um sporting activities um may may receive their funding and budgeting okay so part of the part of what we're going to try to do with this new administrative guidelin or new procedures that we're going to put in place is to think about how we can put in a procedural process that might make that a little bit more predictive okay now um I will tell you this in in putting together the drafts that we put together and I'll walk through them just a little bit with you I want you to know that this would be a c change for how we do business around activities uh and budget f Sports um compared to what we've done the process for um becoming um

034an activity is going to be similar uh as it has been in the past there'll be a review IND activity or just an activity an endorsed activity endorsed activity okay um will be similar to how it's been in the past they'll still come they'll provide information you'll see in the information where it says how to become a new activity or Newsport um you'll see the information in these documents that outlines what we're looking for um and um there's a review process by which they uh will also have a checklist of what they have to provide in the presentation uh and uh the um team of Administrators at the central office um that are pulled together by myself um because I have authority to grant that would um review that request and go through that we'll

035go into that more detail but um this will that won't change much um but what will change is the discussion points around two things in particular one whether or not an activity is sponsored or not sponsored means we give them uh some kind of budget Andor resources um from uh the school district's coffers right um many of these activities have sponsors uh and or fundraising that the students do on their own um they enjoy their own um fund set up uh through and and the business office helps them fiscally manage that but that is their their funding um that they've raised and that they spend and we just help them to to manage it appropriately and audit that um we're talking about if you're sponsored it would be money outside of your own money that

036we as a school district May apply to whatever whatever club or activity it is that you're doing um and also along this uh sports line um it will help us try to be uh try to uh budget for sporting um Sports um related activities um in a um more of a procedural way and Jamie will tell you that there's there's not a lot of money in there um once you take out the money for transportation coaches and referees there's very little money left for anything else right and so we're we're not talking about putting procedures in place that handle a lot of money and matter of fact if we do want to seek Equity uh and we put together a system and I'll talk to you about a system that we got from a another

037school district in the state of Wisconsin it'll be interesting how that new system might play out and what kind of more support uh funding wise we'll have to put in that because um in order to get equity and or to even identify um the number of Clubs who want to go from an unsponsored status to a sponsored status right utilizing the point system what they think um they may have a lotted to them will cost more money and if we give them a a way to do that formally they will apply and if they apply and they meet the criteria we would have to be prepared to figure out what that budget looks like compared to the criteria no point this out to the committee because we had this conversation prior this was discussed that

038you know we would have to increase the budget overall or reduce the budget for the ones who who were getting funds ahead of time because well that discussion that kind of kick bits off yeah so and I think in your process of discovery if I'm if I remembering it right uh fiscal met in um late spring they reviewed the dollars that were there and option to really wasn't an option because there's really not that much money in there to if you reduced it somewhere um you would basically be telling people you you have really nothing um and we're just going to transfer your your little to over here so they have little but you would have nothing because there wasn't really a way to to do much of that what am I right right for

039those of you who are on the committee um I wasn't at that meeting but I but that just that what do that like does that look like then that may perhaps maybe that activity as to um find other sources of of Revenue part of that large part Jamie corre around here is we have differents for the athletic side you have different sports that have one coaches and other so we're reducing from them reducing staff on those teams or their coaching staff and that sort of thing um we don't um I know like other districts provide uniform cost we don't do that um correct we're one of the only schools in the entire state that don't have a uniform cycle yeah so we would have to again You' be taking we would it largely would come

040down the staff reductions you know and then again shifting it over to a different other team and says look you can have more on I I I do know that other other districts have had difficult um difficult times trying to deal with some of these budgetary needs and districts have had to basically say well part coach is a volunteer position at this point and um not saying that that's the way we have to go but you know if there's a need to to do that I mean there's always a yeah I just want us to be mindful of if if we want to implement this I I love you guys know I love implementing uh procedures and policies and I like having uh clear guidelines for how things op right I just want to make

041sure that if we put something in place we have the support for that right because otherwise it's a waste of time because I can't have procedures that I can't back I think this would be understanded the full ramifications of this and we have you know 15 activities that are sitting waiting in the wings that are indorsed non-sponsored that could be applying and could be you know eligible for in a sponsored activity that we would now have to fund and what would that look like and you know do we then and then be question because you know we take it from other other activities we balance it out we throw more money into it I mean we are looking at fiscal difficulties here so I mean that's going to be a question for the board to

042answer sorry no go ahead do we have any idea and you kind of alluded to the question I have I mean what's how much are we looking exra is there a rough ballpark there's not yet but that's really dependent on our conversation today right because we we we have a and I'll go through what we started with uh for a skeleton uh and what it would look like or what it could look like um but then uh after I go through that um our our Administration from the um at least from the high school level um and and the way you answer their questions will affect the other levels um they have some clarification about you know uh what your thoughts are in that um essentially and and it will help us a little bit

043later so I'll start it now essentially what we would be proposing is some kind of um point system right that would lead to a budgetary number uh and that budgetary number in this model would be based on a percentage of a teacher FTE okay at the base level of uh teacher pay okay so we would have to set up our point system to try to get as equal right now to the pay that we have in in some of our um Sports the the problem with that is um we would have to go through each sport and say what do we currently pay the head coach um and then if I was a head coach of this other sport say lacrosse and um they get paid a different pay rate than the head coach of

044football right and I'd have to say well what's the equivalent of that as an f a percentage of FTE on the teacher scale right so so there are some calculations we would have to figure out to make this work I'm and I'm not saying it's impossible um a school district that we got this from is doing this with some success over the last three years um but we would have to figure out how that system works with us the easiness for them was they've always stien their coaches based on a percentage of the pay scale sure we haven't that would that's why I said it would be a sea change for us as to um what that looks like and and people would be like well I thought you know I used to get paid

045this as coach and now you're telling me it's going to be less or different or you know so we're going to have um some Fallout from the decisions that we're going to be having to have to make to get into a model that has a procedural process and a budgetary outcome tied to that procedural process right now we don't have that in place understand standards for coaching salary Jamie there's a market so many so many schools do it so differently we used to be a school that went on the percentage of a teacher salary and I believe when we switched I I believe it was 2015 or 2016 that we went to the uh what's in the handbook now right as a set amount based on levels of experience with three levels of criteria based

046on number of years and experience yeah so I want you know and we don't willy-nilly uh apply pay but how we apply pay it would be very different than you know my question wasn't that so much as the processing is if we're going to reduce say pick a sport coaches head coaches salary part of this process is there a state average for a baseball coach that we would be hitting be below that we could point to or is it really by District whatever their revenue is what are they're willing to pay to have them there because I'm assuming you know when you're in like Wan key where football like West Texas that they're going to pay more for a co-head coach than they would here yeah we look at divisional survey data that comes back

047from the participating schools who put their information in saying this is how much we pay a CO you know WIA a lot of times facilitates those surveys up to school districts right we look at that as a market it is you're dependent on people filling up in surveys right yeah and we know that probably what you know 25 or 30% might be the return on any given survey so to speak it's not the best amount of available availability quantity it's a it's a it's a delicate situation it just is I mean we we really want um to be competitive in sports and how you be competitive if you're not willing to to um invest in in coaching well the other thing that I I need to share with you too is that um if we

048do this based on a um a percentage of uh a teacher salary right we also are having a difficult time understanding how are we going to take um the Myriad of different stiens for I guess I would call level level of rigor in um what they do for an activity like skills USA versus versus forensics versus whatever and if we want to also try to put them on an equivalency to coaches and uh percentage of teacher pay um these two schedules don't MH and matter of fact even some of the equity issue that we've heard is based on some of these activities how often they meet when they meet um you know those kinds of things um have led to some discussions about why do some get paid why do some not get paid um

049some sometimes if if we're um you know uh we're we're um helping to to to pay a position some external money may come in um and other groups want to help with salary or other benefits to that um person uh and some those those are like some scary things that can enter in right right where is right now if there's an activity that somebody is involved in um how are they getting compensated for their time I guess that would be the question that I have long and many aren't talking coach we talking assist coaches well um like it like right for a specific like another type of activity I don't want to call out particular activity because I don't really want to play pun attention to that specific activity but I I can share one

050let's talk about dance I was just going BR it up because I have experience with that I mean uh you know people are questioning about you know how and where do the coaches get paid out of dance you know are they paid from a private institution are they P paid from a club activity or are they paid by the school district or are they paid by a couple of those and what's the real salary so those are the questions that arise and I'm not here to answer that specifically and I don't have all the data or research to go into each one of these clubs and or Sports um and walk through that with you I don't I don't have that level yet and the reason we haven't dug in that deep is first of

051all I want to make sure that if if you're okay with what we're proposing you know um in theory at least then we'll dig deeper but if you're seeing some possible uh negative effects or um things that we need to um look at differently that might be something else if you go back and look at I think it was March March maybe meeting we had maybe April um we had in we got a list of the different activities and we had fund 10 and fund 21 fund 10 is what we pay them from the district's fund right fund 21 is what they generate we can't touch that is from their donor sponsors fundraising whatever that's their money right we just act you know the bank for them the fiduciary whatever on that um if you

052look at the sports there are certain sports that have a significant amount their fund 21 and not as much as others in their fund 10 they they live on fun fundraising and different things like that um part of this Jared's to is how do we how do we balance that right you know well and I guess guess the natural question would be that I'm assuming that in some activities at least that they may be being compensated for their time out of 121 money correct and you know and and we again have no control over that right part of in this and the hard conversation is if we say look we're going to hit fund 10 and this is what we're going to pay and this is how we're going to structure it's going to pay

053it and for some of you it's going to go down for others you might go from zero to something or go up a little bit at a certain point if we were decide to make that and go in that direction we may have to say look if you don't like what you're getting paid you fundrais this is what the district can payment so I I believe I would have to ask Stacy but I believe all siphons are coming out of fund 10 yeah so nobody's using fun 21 to pay themselves like a stip that I know of um but I would have to double check with to well I mean that also I mean for instance I example would be like the skills USA where you know I don't know what the specific uh situation

054there is but if you have an individual or several individuals that are dedicating their time to that particular uh Endeavor um and they're not receiving type ofyen from the district you kind of Wonder well what is the incentive for them to continue on with with the with the program uh I'm assuming that there's fun 21 funds but I'm not sure now yeah and there are I mean there's a list on the website of all of the different stiens um in the handbook section under Comm resources so you can see the activities that are receiving stiens and those are all being paid at a Funtime okay yeah to your point there's a lot of volunteer work I'm getting like know as much as I use from dance is that um the assistant coaches are usually graduates

055of the program who come back and go on to college to dance and then they come back and they assistant coaches and do work from that there's a lot of vol working same thing with skills you're going to get a lot of people that volunteering because they believe in the program that they have a kid in the program so you'll see a lot of that you know two where it's District's not paying for it because it's a parent who is volunteering their time either out of love for the program or for because they're students involved and we that's not just from an athletic side you know the parent music organization have a lot of that too well well I mean we're touching upon a subject though where if whether it's paid or via fund 10

056or fund 21 it's got to be done above for too you know like you know and uh yeah and also um it's not it's also not just Staffing or time it can be other materials and or resources um for instance Transportation I I mentioned Transportation was one of the larger parts of uh the sporting budget um and then and then we have uh a group like marching band and marching band's told we don't transport you you're it's you're responsible to have the parents take you to the parade or or wherever it is that we need to we're not taking you to that meaning that there are um fewer options for them to to go to um unless they want to continue to ask the parents to continually drive just like if if we were to

057ask and and have asked some sport parents uh to drive their own uh students um it limits the number of activities when you have a limited budget limits the number of um activities or contests that you can be so on that example though too you I mean is that that an example where um the district has to provide a little bit of guidance to say you know establish a fund fund 21 through fundraising or whatever uh for for the transportation needs that you have you know and but it needs to happen you need to you're spot on Craig some some some uh school districts are are going in that direction right saying if you can't fund raise to to to have this sport um um then you can't compete you know we'll endorse you but

058not sponsor you right what's our total spend sponsored I don't have that on me and um do you remember which meeting you brought that to because like Fred said it was either March or April I believe was spring when we first had this that discussion and the reason I'm look saying that is I know that we've got we've been talking about operating capital and fiscal and issues that we have in the budget for next year um if this is the total number for this is you $100,000 a less that's a drop in our bucket for what we have a whole but we're spending you know4 million dollars a year on this which I don't J would love that we were doing that then the question do we need to pull back are the balance on

059it and I see where you're going with that thought on that but um I think we just need to know the full numbers of the impact of this yeah so and that's what I'm you know we're interrupting Jared but I think that's where no I I like I said I I knew uh I knew that this was going to take some time you know uh to talk about and we haven't even gotten into the um idea yet uh of where it might be so um with that um if you can scroll down just a little bit more um basically um the rest of the um rest of the policy basically says that we're going to have two categories um we're going to have sponsored activities and we're going to have non-sponsored activities and sponsored activities

060are clubs that may receive funding uh from other sources to operate uh other resources to operate um but they are they're going to have um some District uh resources and then non-sponsored activities are clubs and activities that may not are may not receive funding uh or resources to operate from the district um which means that they would have to fundraise and do everything that they end on their own um we we talked about non-sponsored having no resources so shall not receive but I said that that hand ties us um for instance um right now skillsusa is a club that um does not have an operating budget so they're not sponsored uh from the school district standpoint uh in in that regard okay um but um in the last couple of years they've asked you for

061um a dispensation from the high school level uh and and sometimes you've granted that sometimes you haven't correct they've asked the district office uh for uh a special uh dispensation um in in the last couple of years I think I gave him a $ thousand doll each year and then also when they got stuck down in uh D or down in Texas um and needed to get back um ASAP I I said well let's get them back here let's F them back and they were worried because they didn't have really they had the money in their account but they didn't want to spend it on that I said don't worry we're going to do it you know if if it said shall not um I wouldn't have been able to I would have said I

062don't care get them home it's your responsibility to get these kids home um and uh you have money in your budget um so that's why I'm glad that the um the board decided on May because that gives us the ability to help out in instances where we need to help out um um and and the administrative guidelines U when complete will outline what that looks like you know that U there's there's a request that can do to the superintendent or building principal for help or support to their Club it's their non-sponsor okay so um when those are complete that will have that in it um regardless if we do this point system or whatever else we're going to have to have that part in a in a guideline just because it's already policy okay uh

063with that um let me walk you through um from a a nonathletic standpoint um because I think it might be a little bit easier for us to tackle um clubs but before I do that can you open up uh the um this uh the Google sheet that says the breakdown of clubs activities and sports so um some of you have seen this before uh basically if you're looking at um well it's over there on the right the darker color um remember I'm colored blind the darker color is non-sponsored activities right thinking the difference from another color BL person and then the lighter color uh is sponsored activities okay and so currently we have um one two three four five um that are outside of sports um and maybe only four because dance is now considered

064a sports in the what will be the new right that are sponsored activities okay uh and and then you see the rest are uh our non-sponsored activities so uh again the reason I want to bring that forward to you is mostly we sponsor sports activities there are a couple of different clubs that we sponsor uh and that sponsorship varies slightly based on um what what they do but they're mainly like academic based clubs okay up like National Honor Society student council marching band does get some support through the school district one of the things to notice there is I see them in blue and you split it out by the different areas the um River City rapy the choir Pro so anything Ryan Mullen is doing those are clubs and are not sponsoring those and

065they bring a lot of attention and and funding to school too so that is something that you know as we think about this those that could apply for it you got handful groups right there that could probably that could apply for more funding given a a structured formula right the the drama Productions I see that crossed all they just have your own organization spring musical cross up um I I don't know you guys Recall why it was Jamie um there's compensation for the string musical right there's about there's a number of compensation pieces with the string musical that's five or seven or something there's already District compensation so it's sponsored is part of a curriculum or not part of the curcum okay this might be one of these things that we um through the years

066it's maybe there's just been it's it's been already set I it's good we're looking at things try tolean things maybe past practic type thing we charge admission for the spring Musical and I'm assuming some of the um the funding mechanism comes out of that um admission fees to pay for the cost that we were incurring it's a great thing for us to look closer into okay any other question questions about this document but um that's what I did want to point out I wanted to point out that if you look at that list any any other rational person uh could look at that list and say how come we're funding this but not this or we don't you think we should fund that or or what have you um and so that that brings us

067to um looking at a structure to try to um incorporate that so what we have is we have um uh some endorsed activities SL nonathletic process and then there's an endorsed activity um athletic process so um first I want to go through uh the process sheet but that's going to be fairly quick and then I'm going to go into the form because I think the form explains what we're trying to do or trying to capture better so um this is just a process sheet you're going to see a number of these forms repeated so like if you can uh see that um the links are there U whenever we had the word Endor nonathletic proposed new or change form we linked it so I mean but it shows up a number of times uh so

068I don't want you to get confused that there's all these uh uh forms out there that really aren't so um again the first link you'll see is a non-athletic process basically it talks about a process that's starting in January between between January and March the building principal um uses a form that's called the the new or changed form actually uh this form is going to be used along with the annual budget review form that's lower um both those forms are going to be used for the building principle to do budgeting and uh go through a budgeting process for us to think about um and so the endorsed nonathletic proposed new or change form is used if it's a new activity that's uh being considered for change meaning they were non-sponsored and they want to become

069sponsored uh and um there is a um also a change form from somebody that was sponsored but they want us to take a look at their budget and say our our budget we think should grow because our number of activities grew or the building principal when they review it sees it and they say um you know your number of participants or your number of meetings or whatever other criteria we used um is different and maybe uh statistically different enough for us to change your budget okay we use the change form if they wanted to be withdraw from being a sponsored event sponsor um no there's not a way for them to withdraw but there's a way for them to be withdrawn okay I mean I suppose somebody would come in and say hey I don't

070want to be sponsored anymore um but they probably would hit the your being withdrawn threshold before they got to a point that it's so small that they would say we don't want this anymore I just want to Future proof that if some you know we have just pick a random sport gymnastics says look you know what we've got enough fundraising we need we don't want to deal with this anymore we want to get out of being a sponsored event we're going to handle this all on out will you put that in that list of things to look into Y how does how how does an activity decide to be withdrawn might more likely to be an activity that's a little more heavily involved of either the sponsorship or the time is going to be reduced

071yeah more so than to your point before they withdraw but we should have a process in place so with with withdrawn from sponsorship we are withdrawing you because criteria bur but there should be a mechanism in place for if that activity says we don't want to be sponsored yeah we don't want resources from the school anymore we're fine yeah would in that situation be still be still be endorsed still be an endorsed one but they don't want to they don't want to be sponsored okay they don't want resources from the school they're f and happy to do what they're doing on their own resources and I'll bring up the skills in the in an example of um when Jess doer came here they had funds they youed it to buy a cway van that they

072were letting the school use they could you know in the same way of look we want to use we want to take this fund that we have that we're getting from sponsored and put it back into the pool somebody could do that you know but we just not saying that we're going to it's an edge case but we need have mechanism in place in case it happens okay okay um then um by the early part of April uh you can see there that um the building principal or designating uh sends that information up to myself and the Director of Business Service Sarah uh and we um do a internal review at the district office level to double check over uh whatever the recommendation are coming from the high school um and or middle school or

073Elementary because our we don't have any Elementary defined uh clubs but our policy allows for that our new policy will allow for that um uh should they be reviewed and pass that inspection uh and then um by the third Monday in April um at least as written on here um we'll go through that process uh and um put it into to the calculators and we'll talk a little bit more about um the calculators those are the things that are going to help us to determine budgetary need okay so there any questions on this uh at first if you're not sponsored see I'm not if I'm going into the 2425 school year and I'm not a sponsored activity there is they would have to wait until the next fiscal budget to become SP right and and

074you're you see these dates on here it says for the 24 25 school year I don't I don't anticipate that we're going to be ready to go for this school year to really try this process out because I know that it's probably going to take us most of the year to sus this out and maybe even think about what that looks like for as we Implement for next year and not only that but I know that putting this process in place most likely will mean more funding and we already are well past that point in our budgetary process as you'll see later in today's meeting to think about you know um taking a substantial amount of money if that's what it takes to um have a have a a reserve for um looking at Equity

075within funding does that make sense yeah so th those dates will change every year so like for um 2526 that date will change and the date under it that says 25 26 will change to 20 uh uh 627 and and so on those dates will roll over each year as we go okay they're just there as a placeholder so don't don't anybody get out of sorts thinking oh my gosh we're going to do this for next year no it was just we had to put dates in there for the form to be okay okay then to give you an idea of what timelines look like okay any other questions on that I just want tell something there apparently um my daughter is involved with high school with the uh um Rising Star so I might

076have to duck out of this evening a little bit early so I just want to do a time and check on well that's great I me for her I for you it was a great performance this morning by the way truly is that's awesome so uh we we'll miss you I want to keep the peace with the family gu we'll miss you but I I mean I I did know like I mean we're coming up on the half hour and we're we're about three qus of the way through so that'll be fine so let me go through some of the documents let's go through the change form uh next which is uh the new or uh new or proposed change form okay so this uh new or proposed change form is what the um uh

077principal in conjunction with the coach uh on the athletic side because the form is similar uh or the um advisor on the non athletic side uh they would sit down and go through this and so um if you scroll down uh it it just has some some like what building it is in blah blah blah blah um and then um the first question is is this new or existing if it's new you're going to skip the next questions because these uh next four questions are giving us information about remember it says the policy says there'll be a review process of activities um this gives us those review qu like um is the endorsed activity meeting the established goals you know and so on so I'll let you look through those four I don't have to

078read them to you um but then when you get to question number five this starts um to be both talking about if you're um a sponsored activity and you want to look at a budgetary change or if you're a new activity and so we'll ask questions about the description of the proposed activity what are the goals what type of expectations do you have set for the students involved okay what uh communication plan of feedback do you have um because um that gets to our parent involvement piece that the board wanted to wants us to get to Again part of the review process that we want for all activities not just new uh or established uh but then um we get into what evidence do you have to support the estimated number of students because we

079want to wait before you scroll down go back at once if this is for all activities you need to remove proposed from line F uh true what the description of the activity yeah that would be right you want to make that note you can just go make the change is that what you're doing I'm making the note then okay you can make the change to the docent it's fine it's that a quick one uh and so um then then we get into what's called formula questions these formula questions are going to change um and they keep changing on us so you're what you see here isn't necessarily based on the criteria basically what we're going to do is we're going to take the Criterion sheet and we're going to share that with you next um

080and we're going to add that into what these formula questions will be but some of the formula questions that we've come up in the past and that um a um a school district in Wisconsin uh uses are things like weeks how many weeks uh will the program meet uh in one school year what's the average estimated hours of of of activity that includes um games practices uh contests whatever it is you want to call it for either the activity or the sport looking at like link of the season and then never yes we're trying to in the formula uh area there we are looking at what it is to help us formulate a budget okay um then um this last section uh section uh with 16 with the presentation checklist this is only for uh

081new endorsed activities these are the things that they're going to have to bring in um to us when they do a presentation to become an endorsed activity uh and um also talk a little bit about do they want to be endorsed Andor sponsored right and well not Andor indorsed and sponsored or endorsed and unsponsored is what I meant to say so um that basically is the form uh do you guys get the process of what we're trying to gather here okay then um let's go to the proposed Criterion checklist uh yes so um here's uh related to Athletics and non- Athletics um you can see there's a a a school district uh resource example uh to include and not to include okay so the potential ones in the potential column these are the ones that

082we thought of might be beneficial for us um the consideration side are things that we would like your impact on some of which um uh mcfarling used in their um uh Criterion process and some of which are questions we have about um what you um care about or don't care about in our school district so here's really where you guys have some decision making to do should you like this idea uh and have us go forward on this or if you say Jared this is great activity um but we're don't we don't know where we're going get the resources we don't want to and and all stop so as a fiscal committee you give me direction of we like it and continue if we like it we can continue um we have some considerations for

083you to think about and help us with and if you say uh this was a great activity but right now we don't have the bandwidth and or the support for it then let us know and we will halt stop um if you don't tell us to Halt stop we're going to keep going uh and then we certainly want to know what your feedback is on uh what to include because how what we include will will determine how we bring back a budgetary process for you on both the athletic side and um the non-athletic side and then what the cost might be just with our already participating uh activities and changes that might occur to those and what we think the potential might be for ones who want to um be sponsored because here's here's what

084we're going to have to do we're going to have to once we get criteria in place we're going to have to take those criteria and apply it to all of them whether they're sponsored or not right now because if the idea is to get to equity and we have a a club out here that's non-sponsored and the Criterion list shows that they're scoring higher than the ones that we're already not sponsoring I'm going to ask you how is it that we can continue not sponsoring them when we're sponsoring something that doesn't even have that level of Criterion right that high of level k um I guess my parting comments are I mean I looked through all your slides here and including the athletic endorsed calculator activities calculator I I think in my personal perspective put

085a put forth a system in place that's better than what we had in the past this has definitely gone a little bit more comprehensive than I would have imagined so I I'm I think that is a great start so personally I'm I'm thinking that you're on the right track um so I I'm impress I think it's yeah there's some considerations to to make and yes it might C some additional funds but I mean at least there's something in place that people can look to that's a communication piece on whether or not they're going to be um considered as a you know funded extracurricular activity so assuming you don't considerations discussed tonight no these are these are for you to see tonight right but but what we're gonna what we're gonna have is like if you

086guys think that um either way I I proba I recommend that we probably bring at least this LEL of attention to the board the full board get the full board's feedback on is this a path we want to go down or not and I know somebody's gonna say well how much is it going to cost I'm gonna say I can't tell you that until we go through the process well we won't know because we won't be able until we score each one of them we won't know where we fall within it but I will tell you it's going to cost more well likely and I don't know where that money's coming from not likely it will cost more because I already know this there are um some non-sponsored activities right that given thresholds that we

087look at we know they're going to score higher which means they're going to say if we score higher how come we're not getting money well the question that you comes you have they start having a discussion of where do you set thresholds do the thresholds need to be higher or do you know or do we have to have extra funding and how does that mechanism work from the board perspective right right and so but we can't have those discussions until we have a system at least proen concept system in place well the the whole reason we embarked on this um situation was because there was concern about exactly that there's there's a concern that there's not um there's an unfair practice of how funding is uh delegated to certain activities and I think you know

088you're you're attempting to solve that with this and yeah it might be a little bit uncomfortable trying it's going be uncomfortable there are going to be people who get stiens who are saying you took my stien away and or you changed it dramatically yeah you know but we have but correct I'm wrong the system that we are talking about instituting and not this but that's in the St where it's it's a part of an FTE is this system we had in place prior to 2015 2016 so we we are not breaking round when it comes to that we are going back to a previous system when I say the previous system that was with Athletics only as far as I'm aler right but we don't have a system place for non- athletics and what we're

089looking at too is applying a system holistically for the district which was part of the charge on that so any other any other questions or are you guys good right now saying hey Jared this is good work we're going to take it to the board uh I will I will need a half hour at the board level so I don't know in July I don't think we July no I I don't think that I prefer not to I mean you're it's your per you're the board president but um I don't and I will I would like further discussion if the committee yes before it goes to the board before it go to the okay what would you like to see so that I have an action item I clear process to bring you back what

090you need whether it's here or the board loone because I will tell you this if the idea is um that you want us to sus out criteria right then I need some feedback from a body whether it's this body or the full board on these considerations that we have because I we can't we can't fully flesh out our Criterion unless through the considerations back and forth on this um I Look to because this is going to touch fiscal I Look to fiscal committee get a first cut and explain these were the considerations play in front of us these are the ones that fiscal is recommending going up these are the ones that fisal says look we're okay not going forward with and that was what we take to the full board have ch will take

091the first cut of the considerations because at that point if you have that then you could we could have Jerry with the charge of give me 15 random um endorse activities put them through the system and get them to see what the difference in the numbers are we could do that as a group of concept before we take the board to see if this is worth is that fair I'm looking at the fiscal committee are you guys fair with that yeah I think I think you're right I don't know if it makes sense the try to um digest this a little bit what what it think of the um you know the August meeting Sam had a question or statement uh yeah no just uh kind of building off of what you guys are saying

092I think that having another discussion at the next fiscal meeting maybe talking about it in August would probably be the best I still have some more questions uh because there's a lot of other stuff on the agenda I don't want to take up a whole lot more time because I think we've got other things to get to but I still have some more questions about like how it works out whether or not there's like a bottom line for what it takes to become uh eligible for sponsorship etc etc etc um and kind of like the ultimate goal of rerouting it I understand that a little bit but I'd like to spend more time talking about that maybe at the next fiscal yeah like sure um and we we can we can bring that into ideas

093that we have for what we would consider what what would even be a consideration for sponsorship like meet that threshold first because even even if your point value would be higher there are some things we want to put money towards and some things we probably don't yeah yeah I mean if I wanted to if I was a student and I wanted to start the internet archival Club at schools which I think is interesting in its own right in certain ways it doesn't necessarily benefit to start putting funding Your sponsorship into that you kind of have to determine whether or not that's the form could get us to and I will tell you that me you know the the the other school district that we got some from there there was a test period that they

094had them do um currently it's one year but they had some do like a two or three year test period just to see that it became self- sustaining out its home before we even considered as a district funding it we'll put together some of those ideas for you and and maybe don't we do that for athletics I mean I'm thinking in terms of cheer that you wanted to have that for a year before to see that it was still going before we kind of formalized cor so I mean we s breaking like sustainability well I just I don't see anything on this current list of clubs between the current list of clubs and the criteria for athletic and non-athletic activities I don't see anything that like wouldn't be addressed by this form so I'm just

095I'm curious about that is the point of this form to open up all clubs and activities to sponsorships or is the point to assess which clubs and activities should be open up to sponsorships and then to subsequently decide what kind of sponsorship they're doing yeah I I've done some thought on that too it in that I'm thinking there might be uh two instead of just one form that does it all a two form reform process um I'm just trying to make it as clear and simple as possible yeah because you don't want to just be like ah how about this how about this this is how I feel today you want something I totally I appreciate that I everyone should be able to why that's got to be part of the process with the form

096in that uh criteria that is set on it yeah I you can apply but you know this is the criteria yeah so I think maybe like if we all with all of our super open schedules are able to uh go home and think about it a little bit and come back next month and have a conversation have a little bit more time dedicated to just that but thanks for taking all the time to kind of lay it out for us and like the work you've done with it appreciate when I'm in y I'll be looking at the trees thinking geez no I won't I one bit about it Sam I'm be in Colorado I'll tell you what I will be thinking about it maybe if you could before the next meeting too if you have

097some questions uh email them out uh to Jared so you see me in on it um just because then we can have it's not something that we go while geez we don't have an answer to or it stretches the meeting for another extra 45 minutes you know we kind of prepared for I recommend doing a followup with that message to because Craig's gone and David's not here just te this conversation up because whatever questions that are can be uh s to Sarah and Jared P to that Mee that they can have you know on the agenda and answered yeah fair enough yeah so next time we're coming back with um this list we may take another stab at it and refine it um but we'll come back to a with a Criterion list that we

098have uh and considerations and have you kind of look through both what we think is important and other considerations for you to tell us yes or no on uh and then um we will also uh try to um Define a little bit more that threshhold between sponsored and non-sponsored is that helpful okay thank you for your input and thank you for the action work on this you do when we started on this path several months ago we and we've had the discussions on this this is further along than I thought we be right now and I appreciate that yeah absolutely thank you it's been a lot of hard work so yeah appreciate it yeah thank you thank you all right moving on to school district Finance oh oh I can't wait for another monthly presentation

099um just because we're in the budget season and we've had you know some turnover on the committee and we thought it might be good just to take a little bit of time each month and talk about a topic relating to school finings and so this month we're going to talk a little bit about woofer which is the accounting system that school districts use um the uh yeah I'm sorry so we use it for DPI reporting and then also um if you've been following it up can I make a suggestion I know I I want to go fast but Craig was the one who asked us I was thinking the same can we postpone this I would be more than I'm just I'm just I don't want us to go through this and he was the

100one who really has an interest in yeah the the budgets the budgeting process right that would be unfair to him to say we did it and you weren't there yeah you so what's the how long does you were you planning on taking on this probably five or 10 minutes oh yeah put it on I don't want to put on Monday's agenda because not everyone will be there no but we can do next fisal do next just make other board members aware that you'll be discussing this the next fiscal yeah because I think this is PR for everyone yeah sure sure great suggestion okay and or if you guys want instead of doing it at fiscal we could do it at August board meeting and then everybody's there I mean it doesn't have to be here

101in fiscal let's let's see your agenda we can see about the August but I know that August may get full as well sure the minutes the minutes will say the minutes will say that it was postponed and will be um either at August fiscal or the board depending on agenda alignment alignment yeah do that and put that as um I would note that in the action items so that we bring that up the minutes on Monday yeah I just I just know that he's been really wanting this information and I think it would be just like really difficult if he wasn't here that's good okay because it's not just presented information it's also discussion around it I want to make we have yeah okay great we are going to roll into budget instead yeah so

102this is our second run through with the budget um not a whole lot has changed but one big thing that I want to touch on is I don't know if you've seen in the news at all but Milwaukee Public Schools have been in the news quite a bit for having not um done all the reporting that they needed to do at the required times and that that um resulted in a difference in their aid amount which has impacted the entire state so all the districts in the state got a different eight amount than what we anticipated so typically when you get the October Aid amount and then the July Aid amount there's a really small difference it's not usually very big this year we it is a huge difference for us it is um $2.3

103million more than what the estimate originally was for 2425 for 2425 and this is still an estimate so it still will change we won't get the final number until October but because that difference is so big it's almost 9% more than what we expected that impacts the mill rate so now I want to make sure that we remind you that that doesn't mean more money for us yes right that's right that doesn't cut into our potential deficit so what no because we're Revenue limited yes so you want to tell them I have I borrowed this from a fellow business manager but if you look at the revenue limit total as he always says a 16 ounce Arnold Palmer if you have more Aid so you have two ounces more IC tea in your Arnold Palmer

104you still have 16 ounces at the end of the day it's just the makeup of it so if we get more Aid the property tax um goes down which is why the mill rate drops so so the total amount stays theun pays less but we keep the same yeah basically when the state amount goes up the property the local property tax goes down down when the aid from the state goes lower the property tax goes up there were some school districts that went like this some school districts that went like this right just because of the equalized distribution of it right but and the and this this the mere size of the aid discrepancy that went to Milwaukee right or that was proposed to go to Milwaukee this is a onee blip it's a one-year

105blip so what we're going to see thankfully and Sarah I don't want to still he but we're we're going to see uh state aid come in which means our property tax go down for year but then there's going to be a correction okay mean to C that yeah you're right you're right I I was about crying when I found out and went in s's office yeah this is not good timing for us honestly because we already have people who miscon through uh an increase in the valuation of their property with the school district just charging them more for their taxes right yeah so if this if this eight amount Remains the case people will likely see a reduction in their property taxes for 24 25 um but like Jared said the following year it's likely

106to increase is it likely to increase beyond what it is now or is it likely to return to where it is now do you have any kind of estimation on that well it would probably go back to what to similar numbers of 23 24 it'll go back to the trend line yeah J because you you know that everything's going to cost more so there's going to be a little bit more right but um we can we can um do some stuff that uh does not even make that scene out there in the public like instead of allowing the's my next question instead of allowing the property tax to hit hit a bottom and then come back up yeah we can say we knew what the property tax was going to be we have some debt

107we can defease right we can put that in there and that would help the mill rate stay More Level so it doesn't do that but our mill rate has been less than what we had rejected or said that we would keep it at below yeah this was is that's true and the only thing is because we've been diffusing debt if you look at the last few years and I didn't put this in for Docks but if you look at the last few years the overall has remained pretty even though the mill went down because property values have gone up so people's taxes generally probably haven't gone down a lot even though the mid rate went down this though would make people's property tax but we could could we increase the meal rate to keep things

108flat we can do our best to do that so like we can defease debt is it going to be enough to actually hold it where it was I'm not sure but we can definitely try we do that what does that do to our bottom line that's what I was if we deuse the debt if we diff the debt we know where we're looking at a deficit if we deuse the debt with that I know it's a one-year bump but does that impact our potential short no no it's separate it's it's levied separately so that that we will still have deficit that's right so if you Levy any funds for debt you can only it to pay debt gotcha all right yeah but it it does because you're paying off that it does change your future

109projections on some so that could what it means is that our current our debt for 20 let see if I'm wrong here our debt for 24 and 25 um would not be impacted but what we're planning that you know that is going to increase could be lessened if we do that yes and also it I mean there we there's a lot of nuance to it we'll have to kind of look at it more closely as we get closer to the fall but um if we're going to pay the debt off and we're looking at potential referendum we could have a little bit of a you know like a vacuum to fill in which would be good right because we won't have those debt payments otherwise um as far as the budget goes there's not a

110lot of changes between last month and this month um that was the the biggest thing and then just the fact that it did impact the mill rate if you look at the revenue limit worksheet I don't know if anybody else has any questions what is the change in know rate to $539 we we $869 about that yeah with r that's why I said it's yeah there's gonna be a BB like a HIC out there yeah yeah and and you know I I don't know what Sarah wants to what your direction is going to be and I know that you probably still have a lot of questions um around how we can use defance and other things to make to make that a little bit more level but then also how it might benefit us um

111for setting up referendum in the future but um depending on how we would restructure that that I don't know right the other thing is too we are we don't have a whole lot of debt left we're coming we're coming close to having that paid off so if we diffused maybe two more years I think that's about as far as we could take it out be paid right all right so so if we were to defease the debt to keep that line consistent keep that line steady would that reduce the overall ask that is made eventually with a referendum or would it reduce the ask but what would happen is so right now if we're making debt payments of like $1.4 million that amount would be taken out of the um overall tax levy and so

112you know if we asked for more money there's a little bit of space there at that makes sense it's like the mill rate would drop because we don't have to make those debt payments so if we're asking for money there's like a little bit of space there where if it was going to drop 75 cents and we're asking for 75 cents so somebody gave you a bunch of cash yeah you and it's a matter of do I where do I use this for now you know or I use this to pay off the credit card then my overall payments on the credit card go out right right or stop earlier and when they stop earlier what do you do with that that Mill right with an extra right and that's that's basically what she's saying

113is uh deas and getting there may structure Us in and put us in a position in two or three years to determine when that debt falls off we have some mill rate we have we have a lot of decisions do do we go back and ask the public can we use that mill rate still but use it for operating or do we use that mill rate to incur more debt for for Capital equ you know Capital the the bill rate I mean we can go back up to8 869 right no we would still have to uh we would have to um ask for the authority to do it through referendum either way what's our what is what is our authority to Levy right now it's this it's what's in the revenue what's with in the

114revenue projection okay so when we got the ref last referendum we were able to Levy higher than that because of the referendum and that was leved off of of local tax and that's where we got up to the 8 or whatever because what that did was bring us up above this that's right so the only way you can raise the amount that you can um Levy to property tax senses through a An approved referendum and then is an increased mill rate that's right all right yeah okay see I can catch on I got there [Music] any further question we have to we have to make awareness or get in front of the blood onment I understand your concern before we do that though we have to have a a good solid plan yes right and

115and because the information just came out earlier this month s's need going to need some Runway to talk about how it's going to best benefit us we're going to try we're going to try to make it work for us the best way we can realizing that um you know you can look at this and go oh it's devastating to us or you can look at this and say well this is a gift that if we manage it appropriately we can we can make things happen some school districts are choosing the the first one which is oh this is devastating how are we going to you know um what I like about Sarah is she's going to go like okay well this is new information how can we make it work best for us and then

116how do we communicate that out and we have to remember that this is still the estimated number we have to that's a be able to do that do I know that's why she's I'm trying to give her props here people um would you be prepared to have this discussion at August fiscal Andor board yeah we can talk about it for sure because I went in with the sky fall and she said come up with suggestions yeah I think a good deing I me talk about it at the fiscal meeting I I would prefer to have more time than less time you talk about it at the fiscal meeting and it always gives us more time D know I agree and that's I'm looking at you I don't want to put things on your agenda well

117no no no no uh feel fre um so from what I see and that's coming up next our planning fut planning y yeah uh it doesn't look like a terrible amount at least what we have on the calendar now you said you feel like it might get busier we did put 10 minutes worth of uh some training into this right or take 10 minutes I be at least half fair enough fair enough and additional conversation about about the extracurriculars as well Al's gonna take some time as well but I think this is something we need to get through right I say's Point having to hashing it out and asking the questions in fiscal this and then bringing getting those out before you bring it to the full board but I would think we would want

118them both in August if we can yeah and like I said I'm looking if you're comfortable with it if don't have the the time with the information it's just dropped we go from there I know we've got to October but the earlier week was the better I'm comfortable with that so are we on the next agenda item which is speak mining we should be if there's no further questions all right I have a a superintendent ask for H future planning sure um and it it it it's been something that's been in the back of my mind as I see keep seeing um like uh the amount of u requests that keep coming to you for review for the $20,000 threshold I I want us to take a look in and maybe review that um The

119Authority sources at and the banding um of approvals the reason I say that is because inflation um and and what has put on to us right has uh given the Administration less Authority space to just do business um and the board having to have more oversight um if that's what you want then I'm okay with it but it it it we should have a conversation we shouldn't just let the economy uh mess with what we had in good standing policy that was all right for a long time but then as inflationary pressures lately have gone crazy is it may have some effect on what we want for a structure this was higher I before and the board wanted more oversight so we pulled that number down um but and I just looked at numbers today

120that the cost of for example the cost of a new roof from from 2019 today today I went 40% I understand you're talking and that's that's what I'm getting at the other thing that I also want to us to think about when we're re redoing whatever structure if we redo what structure is um I I would like some more definition around things like um the schools PLP right that was a a a An approved uh vendor for curriculum delivery services right um and each year it's coming back almost basically for renewal and we're saying hey we need to review that again but we don't do that for like when we bring in a math curriculum and the the consumable products every year are well over 20,000 we don't bring them back to you it's an

121approved curriculum right we're we're just going through the processes also there are some services that we have on an annual basis that we don't that may go over $20,000 for for that vendor which is like Legal Services we don't bring that to you um when it comes back you know even if it's on one invoice sometimes if we're dealing with an expulsion hearing and whatever you know some policy work and whatever else I I may have an invoice that is nearing 20,000 or over 20,000 that we might not have brought to you but because it's it's in a it's in a you know it's in that gray area of are are these approved vendors um and do you need an annual review or or you're making a differentiation between new vendors and existing vendors stuff

122like that yes I would say or or approved expenditures because you approve a curriculum you're approving the expenditures that go with that curriculum is the board board wanted you jump in your to Sam I know you're new but you were part of that discussion the board wanted oversight because things were getting Nest or things were coming through and we're like hey where did where did this money go so if you can and seeing what you did for extracurriculars I'm gonna trust you on this is that if you can come through with a plan of hey we think this is a better process I won't she and Stacy will come up with a good plan then TR it's be I mean it won't be my plan it'll be their plan but if that if that plan

123can come in place I mean I know that we've got you know three bids in a buy for certain things that we have and that but that can come in but where we maintain that level of oversight where you know I'm not looking at the monthly charges and what hell's ass well for example PLP I mean because I agree with you on on on that now that's approved and and you know for the last couple years nothing's come close to touching it maybe that's one of those you look at and say hey every five years we look at it is there another vendor that popped into the market that that overtook it but until then why then that could be part of the process is getting them approval for three or five on that because

124I know some vendors we have a three year or fiveyear contract and if it's an annual um and if it's just an annual charge but it's a three year or fiveyear contract we don't look at those yeah I just know that working under other structures and other structures that I know wasbo suggests which is the business official organization right there may be some some things for you to want to look at that that are out there that you might approve of um and again it really just it it talks about whether what your oversight is what our oversight is where we're going to put those lines um but if the intention was when those lines were set in place that uh that $20,000 was a fairly good authority uh and now um that $20,000 is

125no longer near that Authority with inflation he basically that's made you have to talk more about other things that you would have given us authority over in the past see again I'll look to our business director to tell us hey look this has changed and this is why and we have that okay yeah we don't want to talk about it I just wanted to put it on on a future agenda put on a future agenda for sure um next month is getting tight but uh I don't care when it is it doesn't have to be I mean this is one that you can put anywhere in next year like it doesn't have to be right now or tomorrow but maybe even September you know I got it pulled up look looks okay right so that's

12610 of I mean if you put it on October you're guaranteed to have it in place you know what I mean you're always guaranteed to have as long as you plan Bud do for October have really fun um also I would like you to um put in a couple of dates in there um you know either September or November or October um and December as a um space holder for possible referendum review uh because uh no matter what we do for a referendum it's going to have a fiscal nature of it and you're going to want to hear and see from us like budgetary comps and other things that we can think about let's talk on that one because in in January uh you have to have a resolution put together and there CES over

127with planning now for the the refer you want all all the stuff to go through planning no what I'm saying is that we may need to have schedule special meetings to discuss that with a full board because of the nature of the reference Oh you mean okay and not just not just have that I'll have a separate board meeting for that so maybe like a September November dual you what I will look to and so you and I have been the three of us have been working on on planning for the referendum stuff let's have a sit down let's look at it time frame and that and if and like I said because of the nature of that cross no with planning and fiscal I mean we have probably what six or seven unique board

128members between the two committees we might as well have the full board um presentent and let's have that talk because I wanted to have referendum meetings as we move forward and anyway sry um then at planning um we should talk about um the creation I know our referendum is on uh your docket as is Le we probably need a um a referendum work group that would have uh yeah that would have some Administration and a couple of board members right just to I mean we're we're at the part where probably within about four weeks from now we'll have some really good data from not only p on the on that side but the Sarah and bar from you know the um non- Capital side looking at what we want to do uh as ideas our

129thoughts let's bring that with the hand tomorrow so we probably need a smaller group to give us better Direction I mean we're we're we're doing the best we can that what we think might we want might want to think about but we don't have any input other than uh some small direction that um board leadership gave to us back in March last year but things have definitely changed since then with projections yeah we've talked recently too so um let's talk we plan but um m I'm going to um suggest we may have someone from unless there a crossover we have someone from fiscal and someone from planning um so we have both yeah that's fine so um let me know if I have to work my schedule around or we'll talk about that yeah let's

130let's bring this up and planning and then we might put you and I and Diana together discuss sound good okay that's all I had for ideas for future thank you any anything else on on future planning I'll let Sarah decide how much work she wants to do you're welcome and you're out right all right no no I'm good you're all good are you sure yes I am sure I was already on the next thing you're so we're I had a thought about the previous discussions we've had on that next item the monthly reports monthly reports all right well let let's move to it and did you want to bring up your thought there uh yeah just briefly I was looking at the Amazon purchases and I know that we've had some discussions about how we

131break things down and uh I am not trying to I understand if there's anything that is like overwhelming it's fiscal fiscal is for me at least probably the most like data heavy of all of the board meetings it's the one where you've got the the most information to process and even getting that that stuff into into a readable format is tough but um how are so like for instance with the Amazon purchases how is this document created in the first place the district has an Amazon account that's a business account and so we just pull it out of there gotcha so it comes out as an Excel document okay yeah so this is an Excel document that I'm looking at it's just like in a a PDF file okay so I think that from some

132of the because I'm I'm very sympathetic to Craig um and like we're going to talk about this more at the next meeting but as far as like the oversight thing goes I'm very sympathetic to that I understand it but I also understand it's like there's only so many ways I can do this I think if you provided us with a link and you probably can maybe already have and I just don't know it but if you can provide us with a link to the Excel format I think that helps with us being able to like look at these different documents and being able to kind of break them down in the ways that we want to break them down because this one is currently broken down according to kind of subject and also then it's

133like broken down by schools but if we had that Excel document then we could look at it by ascending value descending value of of pricing or we could look at it but like by where what school it's at by what date it is um by like common keywords and all sorts of stuff you know you can those Excel spreadsheets are are really flexible so that's just a brief comment I think that would help make things a little bit more workable because you know it's frustrating on both sides to be like oh I want more um maneuverability with the data versus okay but we also have to be able to like get through stuff and it there's only so much time we can process right you know you know what I'm saying or am I completely

134off Bas and am I talking about something that doesn't even exist I might be completely no I I think you've been hearing Craig right for sure and uh so I'm G to ask Sarah I mean how much extra does that take is that a big ask no not a to so I can't say for sure because I I don't know that I've ever put an Excel document in board docs so I can't say right now it will work but I think that it will and even if that doesn't if you can put that same document into the school board Google Drive that Lynn has been talking about Google Drive has its own version called uh sheets I think right yeah so it should be able to be transferred over into sheets from Amazon and then

135we should be able to look at it through there um and again I'm just I'm kind of spitballing something out there right now just anything that helps us to be more streamlined without giving up the things that people got elected for and that they're concerned about of course you know and what I guess my question is what are you trying to like look at like what would you what would help you if we changed the format or you just want to be able to manipulate all of the data yeah I just yeah I like and I should I keep on telling myself for my other job I'm like I'm going to take uh I'm gonna like watch like a course on YouTube on Excel and I'm gonna like actually learn how to do this and

136I'm gonna start using it and I just life is busy so you don't but I really like Excel I like its uh I don't know what you call it its modular qualities maybe I like the fact that you can organize them by different criteria and everything is you know everything's laid out in a in a very customizable way when when it comes to excel uh you put the information in and you can you can do with it what you will to examine it so you can look at different Trends and stuff like that uh that's really useful and I think that when you're just getting a pdf version of that spreadsheet it becomes a lot less accessible and I think that that's part of what Craig's talking about I can't totally talk for him while

137he's here but I think that that would be at least a step in the right direction you know the more maneuverability people have with the data I think the easier it becomes to process and like understand kind of where those things are going you know yeah I'm just trying to think any potential pitfalls the only thing I can think of is when questions are asked and if you have if you have that Excel sheet manipulated in a way that somebody else whether it's descending values or whatever it is and we're all on something else is trying to get us all on the same page does it take extra time no I think that if it's on that Google Drive yeah actually if I go and this is my experience at work right if I go

138into the Google Drive and let's say I wanted to look at um all of the purchases by date right because that's not how it's currently organized now just as an example if I wanted to look at those purchases by date I'd be able to change that and if all of you were looking at that sheet at the same time it would be like Cloud shared so you guys would all see it to so we do that on our computers while we're sitting here so in the future that would like one of the earlier meetings that I was at when we were talking about the um VR headsets for instance right there was a period of time during that discussion where I think Craig knew what he was talking about because he had taken the time

139to kind of compile that information but the rest of us were kind of trying to fit it together for at least a while you know I mean the rest of us were like trying to figure out like where all of the points he was hitting were and I think that that would help because then Craig could be like oh yeah so like here look at this one we can all go into the Excel spreadsheet or the Google sheet kind I do think there's a couple like if multiple people are manipulating information then it's hard even in a meeting them to say that we're all looking at the same thing you know what I mean like things get lost they get deleted it gets messy so I think that's a little bit risky we're not all

140looking at the exact same numbers potentially maybe I think like I said if it's in that Google doc or the Google Drive I think that we are all literally looking at the same document it's like we have a single sheet of paper and we're like manipulating that same sheet of paper while we're looking at it instead of it being like I download a copy and look at what I'm looking at you have a different copy I think it's a single copy while it's uploaded to the drive and if we're all able to do that again I don't know exactly how it is all set up here but I think that would work um so more so what I'm saying is that would be something to look into between now and the next one as time

141permits it's not by any means the most important discussion to but right I think it's useful yes um yeah and I would want to keep in mind too like with the VR headsets when you're buying for different buildings it's a different approval process for every building so we have to be cautious in like trying to lump together and say well this purchase adds up to 20,000 if it's multiple that was a special circumstance it was all Librarians but you know different principles are approving for their own buildings oh yeah no no I I understand I understand I'm just using that as an example of how having the spreadsheet itself would because it's a digital spreadsheet how having that would Aid in more fluid and like straightforward discussion less confusion because I assume that these conversations

142happen not infrequently it's part of fiscal and I mean if we're on fiscal we're talking about pricing we're talking about purchases and like I said I'm very sympathetic to the idea that like if we are the school board not that it's a matter of trust even if we're the school board it behooves us to be involved in that and to be informed about those purchases you know sure so I think that sort of thing helps in in informed I'll definitely follow you on right uh I like information um involved I just always caution as how many how deep do you stick your fingers into something oh they have to send every single purchase to the board no no absolutely not I think and really for me it's not even that because I do think that

143people need to be able to it's kind of like the way that I would look at it is the principles are ex they have an executive function right that's kind of what it is they have an executive function and then the board is kind of like a I wouldn't say a parliament but it's it's like a it's like a Congress or something like that right it's a group of elected officials that jointly vote on what kind of policies to put into place and things like that and so there's kind of a balance there I think that executive need to be able to make executive decisions but those executive decisions should be as much as possible easily reviewable and observable by the kind of the the the Ford or whatever group talk about I just think

144that that's helpful and again I think that that helps with things like transparency and Clarity and it keeps people from feeling like you know I mean this is happened a few times and I'm sure this isn't not even just like in the past few months it's the first time it's happened where it's like oh like we didn't realize there was this or we didn't realize there was that and then you feel like oh now I got to play catchup and it's easier the more the more you the more we have this is the way that I look at it the more access that we have to information the less anyone anyone else will feel like it falls on them right I would prefer for the responsibility in a broader sense to be like there for

145me like it's ultimately my responsibility to make sure that not as a board member even I'm thinking like just in my personal life it's ultimately my responsibility with people that I delegate to in my job that those things are going correctly right and so they may do something at my job one of one of the people who kind of like does Services underneath me they may do something in the future that's not correct but it should really be on me that I see that and I correct it as soon as possible it shouldn't be on them to in good faith situation make that mistake then have to report it to me in a timely manner because they might not even realize that there's something that's out of sync or out of join and additionally because

146we get new board members every year I think that that's good too because new board members you know they want to be able to look at things they want to know about what's going on and I think that provides them a greater opportunity to learn at an even faster Pace or at least it puts the tools in their hands right I'm a big fan of that like put the tools in people's hands so that they can learn so that the and provide them with as many resources as possible you know and it just it seems like a resource and again if that's a big thing and I'm sorry for going on about it but if that's like a big ask let me know I just from what I know if it is already in an

147Excel spreadsheet it shouldn't be very complicated to like it isn't a big ask but I I'm just curious yeah yeah yeah and I mean yeah and like I said I'm throwing it out there I mean any ideas you guys have between now and the next meeting even if you guys email me about it and they're like oh what about this what about that think about it if there whatever I think I was just curious like what what you would sort for yeah you would sort it yeah I guess I'm just I'm like a big uh I just like data I'm just I'm a big I'm a big data guy I look I like looking at data I like learning about those different Trends and stuff you know I go on I go on the internet

148I look at I look at graphs for fun you know I just I'm interested in those Trends and how they go and so on my end it's just I like to look at it and I think that you can learn things by you can see patterns that may or may not be important they may be interesting they may help you to be informed about where things are coming down the line you know and I think that purchases are solid data you know um but I'm not and again I'm not really thinking I don't know what Craig would say if Craig were here because Craig has been uh someone who's been asking more of those details I'm just thinking Craig's been asking about it I know I like details just generally I would rather have uh

149I'm trying to think of a comparison um when I do video or audio editing right because I I do stuff like that I like to have a full Suite of options at my availability even if I'm not going to use 99% of those options I like to have them available to me as long as it's not like G to make my computer blow up or it's not burdening anyone else or it's not expensive for me right so I like to find the most complex system that I can use for that audio or video editing and I like to go from there um the most complex one that is free that will not cook my computer um so I just I think that the more information you have the better off you are and part of

150raw data is the ability to track that data in different ways track it across date type of item that's being purchased uh place that that item is being purchased um things about that you know I mean it's all really I mean even if you just look at the so like in the Amazon purchases even if you just look at the one two three four columns that you have there the b or five columns you have order date account group description price quantity total so I six um you know you can you can sort by you can sort by pricing you can sort by quantities of things that are purchased you can sort by totals I I just I like being able to sort set all right Sarah thanks for looking into that appreciate it any

151other questions on on our reports here anything that you feel stands out s that we should be like over here look at this um I don't think so so this is preliminary um end of the year reports not everything is in we have a few things outstanding still so one really big expense still to come through will be the transfer to fund 27 to balance that out so we're waiting to see um what Aid we get and then also um where we end up with our idea grants then um once we have that we can make that transfer and that that'll be a big expense um we also waiting on our final um property tax revenue payment so that's a little bit over $4 million so there's some outstanding items before we know absolutely where

152we ended for 23 24 but we're getting very close sounds good um any other questions uh no I don't think so and to be clear I'm only saying that because I like data I'm not trying to imply like because I understand the concern with like people are like well why are you buying a a box of pencils do you really need that you just bought a box of pencils last month it's like no no no ma'am schools are I know what school is like I was there recently enough that I remember and you got to go through stuff so um yeah just to make that clear but uh no no that's my last comment I don't have anything else very good uh then we can move those forward as well um anything else anybody wants

153to bring up if not our next meeting date is August 21st and I think we can close the meeting at what 7:36 all right