001good afternoon everyone and welcome to the finance and Capital Management committee meeting of March 17th 2025 I am Barbara syes the uh chair of the finance and Capital Management committee meeting joining me today a member uh molai and member Harrison also we have our superintendent superintendent Robertson and we will be joined by additional uh uh Administration members as we go through the um through the agenda I would just ask that for your first time when you speak if you would introduce yourself as as we go through the meeting then that would make it easier for the public and all of us to uh remember who each one of us are so um first and foremost most important today happy St Patty day I hope everyone enjoy enjoy the day have fun and be careful out
002there so let me start off with can I please ask uh if one of our members would move to approve the previous minutes from the meeting so moved there is a motion and can I have a second second thank you member molard so the members all those in favor say indicate by saying I I those opposed okay so the me the Mee me minutes have been approved so we have a pretty full agenda today so we'll start with you uh our our Treasurer if we could go over um I I see here on the agenda that we first have the uh updates on fif but what I would like to do if I could go over quickly our finance reports first you want to do this yes I want to do that real quickly first
003so um thank you uh Madam chair board members um superintendent Robinson and Miss Carter but uh our would you introduce yourself please Mrs treas oh yes yes I'm Steve Thompson I'm the treasurer thank you so uh year to date so if you look at couple of pages and I'll cover this again at our board meeting next week but the important part here is that things are T have taken uh a bit of a churn in a positive way um as you can see um year to dat so what we do in this report is we're comparing um year to dat month to month and year over year so and then we compare that to the trends that are in our forecast so this is really a document to let us know how accurate as our
004forecast currently stands is it with where we stand at this point um in the school year and we're you know we're halfway through so it's starting I'm starting to get a little more confidence in what we read on the month-to-month reports so our year two TA or our second tax uh payments came in and our revenues pretty close to a million dollars more than is on our um on our forecast and our uh expenditures are coming in better and making a positive move as well as we're at two $2.5 million uh less or favorable than what we had where we were originally trending so we've had a pretty significant turn in terms of how much revenues coming versus how uh how that compares to our forecast so unfortunately I'm going to shed some more troubling
005news down the road here a little bit in our presentation today but from our monthly forecast uh we're projecting to be about $3.4 million more than we anticipated on our forecast but one of the things that I think gets consistently confused and want to make sure we understand that we're we are in deficit spending overall cutting into our cash reserves but fortunately uh we are a little less cutting into our cash reserves um than anticipated and I could just quickly go these through these next two slides and let them finish all the way through here's the difficulty so what you're looking at with all this jumble of numbers um this is what our state funding currently looks like in House Bill so if the percentages and rolling in or phasing in the fair school funding
006act stay as they are that's not the challenge the challenge again is that word we're going to hear over and over and over again is inputs and those inputs are what Drive the decision making and what it costs to educate a student and they're still very seemingly very set on using 2022 inputs which doesn't account for the inflation over the last three years of educating a student so what is the impact if you look at state aid where those red numbers are just going straight across that those numbers represent like 6,186 in 2026 next fiscal year that's how much plus this the 54155 five restricted State Grant and AIDS is what we would lose in state funding now that's based on the formula so if you transpose that out all the way across can you
007hit the button one more time one more Advance look at that top number puts them together so across the top it it adds together the grants uh unrestricted and restricted and that each year the amount of State funding that we lose in the current as the current house bill is written so I know there are people heading to Columbus tomorrow to speak with legislators um we need to make sure that we do all that we can to try and press for updated inputs that's what we need the funding formula leave it as it is it's fine just move us to 2024 2025 inputs not 2022 inputs and these numbers would drastically change but I wanted to model this for you so that you get a grasp on what we're facing so even though our our
008year is coming together better uh better than anticipated better than forecasted it gets basically all taken away uh from from this new um from this propos proposed new funding bill House Bill 96 next slide uh another challenge that we have right now um and I thought this graph showed it the best this is talking about our insurance rate increases so all insurance rate increases are absorbed on contractually by the district and not by um employees so what we projected based on uh our experts and well our our Consultants uh working with our Consultants was 5.5% increase that's what we anticipated for this school year so what you're looking at under July August September October November and December those are the latest numbers that I have that is the percent that exceeds um in most cases
009exceeds what we had budget so right now if you look clear to the right that last green um indicator is 177% which is our overall what we're what what we're averaging right now over and above what we forecasted so that translates into a couple million dollars so really if this house bill comes through like it like it is currently written insurance doesn't rates don't change it's going to put a tremendous amount of pressure on our fiveyear forecast um and coming anywhere near hitting it so I would say at this point if it stays the way that it is you're going to hear a presentation today about a little over $10 million in cuts that are proposed we would need to hold those cuts and probably add somewhere around $10 million more in a additional cuts
010on top of the current Cuts so if we don't we'll have a hard time making it as this stands right now we would have a difficult time in getting to the fourth year uh for that presidential election to be back on the ballot we'd have a hard time maintaining a four-year cycle any questions I can answer thank you Mr Treasurer uh are there any questions from the members of the committee any questions from the members of the committee no questions from the member of the committee no question for me thank you Mr we appreciate it okay we're going to go right back to our schedule agenda and that would be the updates on fer Miller South I would ask that you come forward that you would keep your comments uh close to your chest concise
011and uh Beginning by introducing yourself please good evening Madam chair board treas Thompson Dr Robinson I'm introducing uh Dana Mitchell and Zachary fory from Prime AE uh here to talk about and explain a little bit about where we are in the process of and which one is Dana Mitchell I'm Dana Mitchell I'm Zach bney okay so are we beginning with you Mr Mitchell yes ma'am okay go uh good afternoon um we're here to kind of give you an update on where we are with the uh development of the new K School in the kinmore uh at the old kinmore site merger of um Miller South and Fifer um everybody I think is aware of the the project that we're working on and um I I won't get into the capacities but um we're looking at
012somewhere around a 700 students school um where we are schedule-wise we started uh design activities um um late last summer as the school year started uh that included meeting with the teachers and uh and the staff to understand from a programmatic standpoint where we are but we also initiated the the uh abatement and demolition of the existing school at this time so we took bids for those projects is underway that demolition activity will start here in the spring and be concluded uh sometime uh Midsummer at the same time uh we have initiated our design activities and uh Mr for will kind of give you a little flavor splash of what the design of the building looks like um we also were able to secure and procure a construction manager risk we had a meeting with
013him last week to to kick off those activities and basically what we're looking at are three packages for uh design and construction activity it' be a site package an early Foundation package and then the main uh building uh design and construction package from a programming standpoint we spent a lot of time talking with the teachers and and faculty and and and the administration to understand what their needs are uh we converted that into a building program that was then converted and and Zach will show you what the design of that looks like from a site planning standpoint um one of the things that we looked at was uh where to place the new building and with the existing building coming down and we also discovered that there was a fairly significant um sewer line that
014ran underneath the existing parking lot and the building uh and the foundations that are in place for the the existing building that go very deep into that hill we elected not to reconstruct the building anywhere near that the original site of where the building exists and we plan on building it in the parking lot to the West uh you can see this is what the the storm sewer look like uh some of it dates back into the 1910s uh for some of that sewer line uh we did meet with the city and discussed it and and everybody felt it was very prudent of us not to try to build that building on the hill uh over top the sewer line there um this is a preliminary sight plan of what the building will look like
015and where we located parking play area and then uh the building itself I'm Zach fory okay so this looks at the floor plans for the new building we have the first floor plan on the right that has our you know across the center of the building is the sort of spine that has the cafeteria as well as the welcome kind of Open Spaces to the north will be the Miller South side of the school and on the South will be the Fifer Elementary side and you also see that there is the actually I can point with this no I can't cool uh we have the Theater seating up there as well with a thousand seat theater for Miller South and then the gym down on the south side of the building also up above we
016see those double height spaces so everywhere the x is the sort of taller spaces and you can see that you can walk around that cafeteria space creating this nice Grand entry as we get into the space so here is an exterior shot of the building sort of looking at what we're uh what we're designing so down the middle is the glass area so it's going to be a light sort of a beacon for the neighborhood as well as the two the North and the South Side being more uh just brick solid sort of a school building so that we're not just throwing something crazy into the neighborhood that we're actually respecting the local architecture we also have the green space Also there's a lot of slope topography sorry there's a lot of topography on this
017site uh so we'll see headed up on the top side where we have all the play spaces kind of going down to the building this is looking at the space inside on the Miller South Side so up in one of the pbl spaces up on the second floor we have a lot of sort of Community Learning uh so teachers can bring their students out there there's a lot of place for collaboration to happen if you're familiar with Miller South uh they do a lot of collaborative projects so we want to make sure that we're creating an environment that's conducive to that one more okay this is the cafeteria space we're talking about so straight ahead is the entry of the building so when you come in you would see this whole room and this is
018looking at it from the actual kitchen walking into the cafeteria space this will also serve as a holding space for the Thousand seat theater for when Miller South has their Productions people will be able to go into the right where the theater is and we have this big very well lit with natural lighting which is something that's not currently in the Kenmore building uh really opening this place up and just creating a welcoming environment for that and thank you does that conclude your presentation that concludes that present okay thank you are there any questions from the committee members I have one parking um parking where you put it what's the parking capacity um we go ahead go back we have the capacity to let's see so down the center where we have the drop off
019pulling people off of battles down into the site that's enough parking to handle all of the staff faculty and um staff and faculty for the building about 85 spaces 85 90 and then up at the northeast of the site we have a parking space up there as well and that is to catch the Overflow for the you know the larger events so when they do have this uh you know a large musical or something people from the community can come park there we also met with the city zoning and they said that it's nice to be able to use all the on-site parking as well so we're not just replacing this huge parking lot for the high schoolers it's currently there with more sort of pavement we're actually having more green space and using the
020surrounding parking to really contribute to this so how many parking spaces will the school have about 150 to 160 okay and then the rest will be taken with off street parking in the surrounding thank you m molar thank you I do have a a couple of questions um the first question I have is um are these plans AA aailable to maybe on the website or somewhere like that for community members who maybe weren't uh participating in some of the planning things to be able to go through and look forward to this or they're not currently available yeah not yet we intend on having a second or not this will be the third community meeting as we get further developed here in the spring so uh we will have another community meeting plan shortly before school
021thanks um and then this looks beautiful from the couple of minutes that I've seen from it um so I'm going to ask is this within our budget we will let you know in a couple of weeks we just engaged with the contractor the the CMR the contractor that's been retained and they are currently working on budgets and rest assured that whatever budgets come we will work together to make sure it stays within desperately working on finding that that answer to your question any addition questions thank you thank you me member modar and thank you member Harrison so with the community what was the participation numbers approximately with the community meeting I don't know if we have the numbers on that but it was very well attended so we've done most of our meetings uh either
022you know meeting one-on-one with the principles meeting with the students surveying students as well as going to Ward n uh Tina's been great in helping out there and being able to get in front of everybody and have them do a lot of interaction so our second time meeting with the community at the community center we had plans ideas of what we're going to be doing and then had everybody come through and say this works this doesn't work this is what we want we hate this so we got a lot of feedback there are a lot of pictures of people older than me kids as young as my kids out there telling us what they wanted so we got a lot of good feedback from that and there were also online surveys people were participating in
023and there were also physical copies at the community center for people to engage with us okay and just to follow up with member molar uh how soon can you put these out so that uh they can be seen by the community even though is wonderful that the Kim Kim Community has been involved but this is a akan City akan public school project and this community is moving from one part of the community to another part so we want all of the community to be involved in this and one way is to have it up on the website so everyone can see so uh you asked an excellent question because we asked for this audience to make sure you guys saw it before it went anywhere else so I'll defer to the superintendent and U Mr
024Keenan to let us know how you guys want us to convey this information we didn't want to do anything without the board at least having put eyes on this we appreciate that so Mr superintendent did you have thought on how soon you would like to see that posted out to the community so we we're going to work with the um architectural firm and Mr Keenan um as soon as we can get it put out there then we we will have it put out there in within the next couple of weeks so but I'll talk with them in terms of anything that needs to be done um providing some space on the website and where we want to put it hopefully at the top where people be able to see it and recognize it so absolutely
025thank you that would be great also it would be great because I just heard you uh say Mr Mitchell that you're still working to find out if this is within budget so again if this is a project that we're going to say to the community that this is a bit over budget then again that means additional tax dollars so we want everyone to feel good about this to be in on it to feel a part of it and feel that they have some ownership with this uh uh particular school so thank you so much for your presentation if there's no more additional questions uh Mr Treasurer you have a comment just a question if I could yes uh thank you madam president um have you guys had a chance um to do any kind of
026boring samples to know what our soils are looking like could you give us a brief update on that uh yeah so we've looked all over the site and predominantly on the western side where the building actually going they've done test pits they've done boring uh holes and there were some buildings there originally so uh houses it was a residential neighborhood and when they demolish those houses they kind of just pushed all the rubble into the basement so we have some not so great fill in a few of the locations where the houses were back in the 20s but that's you know probably the best soil we have on the site speaking with the geotechnical engineer they' said that there are a few ways to move forward with it um one is what is it using
027geopiers and sort of going at a mid sort of middepth and I think that's the best way to do it because we don't want to come through and clear the entire site have to get rid of all of that fill and bring a new fill so we're going to kind of use what's there and kind of just dig a bit deeper nothing is you know intrusive or extensive as what's on the east side of the site where there are what 40 foot peers and all sorts of fun stuff yeah okay thank okay one final question are we are we on schedule yes ma'am we are we actually um have um accelerated a lot of the design and construction activities to make sure that we're going to hit the uh summer of 27 so as I
028mentioned earlier there are three bid packaging and that allow us to start construction as early as the summer when the when is dry out for site work and then get into the foundations uh before winter and then um start the building you know in Earnest this time next year that'll give them almost 18 months instruction okay great thank you we look forward to seeing you again soon all right keep us updated thank you all right we are we have completed uh uh the uh 2.02 which was our our budget uh Finance monthly report we'll move on to 2.03 which is the proposed budget reduction changes that will be Dr Robertson and Mrs [Music] Carter y [Music] good afternoon Mrs Sykes Madam chair Pastor Harrison Dr molinar Dr Thompson Treasurer I'm Dr Robinson the superintendent of
029schools we're going to get right into the presentation some things we're going to bypass for today um as we talk about Mission Vision all those things but we will in our larger presentation we'll capture those things also being a part of this um work um which has been very collaborative um is going to be Mr Keenan and also Dr Hodo um who um I asked to work along with us to ensure that we were able to find um creative and innovative ways to uh look at this as compared to the way we initially started looking at it so that we look at a lot of the operational um ways that we can find reductions um which would help us in the long run in terms of um preventing uh an enormous amount of um Rifts
030and reductions in loss in staff and so the objective here um is to achieve sustainable optimized operational efficiency through through strategic restructuring um we must align the district's 5year forecast and strategic priorities to our blueprint for Excellence our strategic plan uh while maintaining a focus on student achievement and maintaining also educational Excellence thank you Dr Robinson my name is Angela Carter I am chief of staff and um I am going to continue on with the presentation so good afternoon uh board good afternoon um this presentation details our plan to achieve the $10.2 million in budget reduction and so we're going to examine We examined both Personnel cost focusing on right sizing our organization and operating expenses seeking efficiency gains so please be aware that contractual agreement limits our ability to make certain reductions but we
031were able to look at um reductions as it relates to our operational expenses and Personnel our team has worked extensively with identifying budget reductions our team as it relates to our administration building building administrator District administrators and our um senior leadership team and so we look to see how we could move more efficiently in managing our resources Mr Keenan director of facilities has worked really hard with identifying cost reduction opportunities on the operational side along with Dr Hodo and other members of our team there are a variety of strategies to save cost or reduce cost and two strategies used during the review of operational expenses are cost reduction and cost avoidance and I'm going to have Mr Keenan come up and share a little bit about cost reduction and cost avoidance good evening Madam chair
032as the board Dr Thompson Dr Robinson and Stephen Keenan director of facilities um as M gter mentioned I'm going to talk a little bit about cost reduction and cost avoidance uh both items were looked at extensively in creating efficiencies throughout our operating side of the district or at least my focus was on the operation side and not on Personnel so first the cost reduction was taking a look at our existing contracts and what we are spending money on now and finding ways that we could reduce those expenses um some of that was for just taking a a hard look at inventory control and what supplies we were using and seeing where we could reduce our usage and therefore spandage and the other aspect of it was um looking at our current existing contracts and reaching
033out to the stakeholders in those contracts and um attempting to negotiate different terms in those contracts and then and in many cases we were successful in doing so um the next would be cost avoidance taking a um kind of a more longer term look to see how we can change operations or make some changes in in the district to avoid certain costs coming down the road um and that too would include some contracts so instead of also renegotiating or looking at current contracts and seeing if we can renew them or renegotiate them for a new term that would be more in our favor and then avoid additional costs through that and so this slide here um an overall excuse me excuse me Mrs Carter before you go into further director Keenan so are we going
034to see any numbers an overall view of numbers yes those are coming in a few slides from okay all right now the next Slide the next slide provides an overall view of five key areas we've targeted in order to to reduce District operating expenses as relates to what uh Mr Keenan was just referring to as relates to cost reductions in cost avoidance and um he's going to now share some examples of the budget reduction and some of the things that took place with looking at um finding reductions in operational expenses okay um I'll just start with going through one through five um keep them in order so first an area is in energy costs um one initiative that was actually started last summer that myself and the hbac energy management department really focused on was
035our Peak load response system and what the peak load response is is when there's a heavy load on the electrical Grid in the summer our energy capacity provider asks if we can reduce energy usage at any of our buildings and we have 30 of our buildings in in that program and during those voluntary times when it was we were able to based on who was in the building or who was not in the building we reduced power and voluntarily joined that Peak load response and that total um ended up saving us uh roughly $420,000 in the upcoming fiscal year two fiscal years for that uh next would be Asset Management Supply management um taking a look at our Fleet and seeing if they're areas that we can reduce our Fleet or um reduce the amount
036of equipment we have or the amount of supplies that we have on hand and take a longer term look to see uh better to better analyze replacement needs and when can we extend the times in which we own what we have and versus when we need to replace it um second is sourcing determining whether we're doing work inhouse or Outsourcing there's many variables and there have been some cases where it has been less expensive to Outsource certain work um based on what equipment we have available and what our labor hours are available to us are and other times um re-evaluating some contracts with outside vendors to determine that we can actually do some of this absorb some of that work inhouse and therefore cancel that contract um number four looking taking a hard look at
037overtime and putting in some more rigorous standards and um practices in how overtime is distributed how it is approved or requested and taking a hard look of whether it's really needed can we change work schedules to accommodate those needs without having to increase the amount of overtime um as well as seeing as what is being done and over time can we redistribute that work to happen elsewhere uh fif is sustainability um one of the major um opportunities that we had is our uh waste and recycling contract ends at the end of this fiscal year and through research and working with um other organizations and finally Landing through osc um being able to save roughly onethird of our normal budgeted amount for Waste and Recycling with a new contract going through osc thank you Mr this
038is a slide that shows the breakdown by division of reductions for operational expenses so under academics as it relates to operational expenses we're reducing by $733,000 looking at energy uh like Mr Keenan was just saying like the Spectrum uh internet service um we'll be saving 50,000 uh 10,000 over 5 years um individually that's just getting a new contract with Spectrum so that's just an example um you'll see that in the upcoming board meeting actually and so under operations it's 2,987 134 .4 and then for student services and supports we're saving $754,000 this slide here shows um a little bit by Department um we've identified roughly uh 4.5 4.4 uh 4.5 million if you round it up reduction in operating expenses as we move forward and these reductions were vetted by our Treasures Department working with
039Dr Thompson and other members within the treasures Department we've met um several times looking at our reductions making sure that this is something that will work as relates to the five-year forecast and so we're going to continue to work closely with Dr Thompson and his team as it relates to our reductions as we continue to move forward this year and next year and so on so now we're going to look at the plan for personnel and so we'll start here on the left we're proposing a reduction in force to eliminate redundant roles and create a leaner more efficient organization importantly this reduction is based on structure not individual performance so when we do a reduction in force we're looking at efficiency we're looking at our needs we're looking at what is it that we need
040to to have what um Personnel do we need to have to make sure that we're operating efficiently throughout the district within each division in each department we want to make sure that there's long-term stability and so we are using a two-stage approach so if you look on the right we're implementing a rigorous review and justification process for all future role Replacements whether due to voluntary or involuntary departures to ensure controlled Staffing and alignment with District Revenue in other words replacement of Staff will need to be justified and approved by human capital and the superintendent on this slide I want to talk you through the five-step process we engaged to redesign the organizational structure so we'll start out by analyzing the existing structure by identifying areas with potential for consolidation that's number one on your left
041top left if you go down number two we next identified roles that we could remove or combine to improve productivity while eliminating ating bureaucracy um number three down on the bottom right we looked at opportunities to redistribute tasks from potentially eliminated positions to remaining employees with those that we can do that with if you look up to number four right above number three spans of control from there we looked at how our man how many um FTE which is full-time um employees managers and supervisors are overseeing within the department and then number five that's the top right we put this work in front of our attorney to ensure that we're adhering to collecting collective bargaining units the next slide is going to show you a breakdown by division of reductions for academics it's about 2.0
042million Communications 85,000 operations 2.6 million schools and accountability 542,000 student services and support 276,000 and and division of talent and organizational development 147,000 and then this is just a breakdown by Department you can just see just the distribution next as we said um as I said earlier as it relates to um needing to justify Replacements and look at position control this is um an example of how we're going to be doing that this slide lays out the process for controlling Staffing levels after our proposed reduction in force so Replacements to staff are almost perceived as automatic to hiring for some just because it's uh it became automatically vacant doesn't mean that we're going to automatically fill it um now we have to go through position control and managers and supervisors and directors have to enter
043a um request and so they'll have to justify vacancies justify filling a vacancy um being able to explain the workload the Strategic alignment with our blueprint decide let us know if it's new and the impact expected from the role and so Staffing requisitions require approval from division directors human capital and the superintendent it also flows goes through the treasures Department as well we will measure the effectiveness of this process using kpi such as wage cost percentage of Revenue headcount reductions and attrition rates when we consider the framework we deployed we have a plan to reduce our budget by 10 10.2 million this plan has been vetted Again by our Treasures Department Dr Thompson and his team and prepared with input and ideas from the executive leadership as well as building leadership we've identified savings within
044our Personnel about 5.8 million and also Savings in our operational efficiencies around 4.4 million the next slide is a timeline that will show our progress and where we are now and where we are going and so we've been working on this framework now for the last few months with finance committee approval we plan to provide Union notification of the reduction in force within the next couple of weeks and pre-notification to affected employees at least by April 1st and then a community update regarding this plan our intent and our plan is to present on April 14th Bo at the April 14th board meeting this concludes our presentation for the reduction plan thank you Mrs Carter I appreciate that I would just simply say that it just take uh is uh you know we all come from
045different places and and have different experiences and so from from my experience when I look at a a finance committee meeting I tend to like to hear about numbers all of the time because it's a finance committee meeting and but I appreciate you telling us the process that you've gone through so as we go through this process again then the next time I know we'll just get right into the numbers correct the next meeting will be more uh detail because we'll be able to do it at the next meeting yes great we'll get right into the numbers so let me start off by asking uh the the members of the committee if you have any uh any questions I have a couple member Harrison thank you madam chair um I I I will say first
046to you madam chair I I really don't know more than I knew from reading the email that we received um I do want to address cost reduction for a second um I um and I see that uh Miss Focus here um I do remember hearing last year that we have 15-year we have buses that's more than 10 years old I think the standard was 10 years or 12 um so we have to replace buses and so so when when I look at the cost reduction there are some things that we we won't be able to reduce we're also looking at better access to clc's and so I don't know if we have factored that into our cost reduction when we're looking at building uses we're going to incur hopefully um more access to buildings is
047going to incur more cost um I would like to see numbers of people places and things um that is something that is missing for me um listening to um um the staff members come into the last meeting I think um we we need to present something more than what we just got okay so thank you member Harrison so first you were asking about busets if is if if there is a plan within any of this to replace buses and secondly you are asking about the any additional costs uh considered for uh the uses of the Community Learning Centers so for I could do the Community Learning Centers piece so um that's one of the areas where we do crew overtime and so that has been taken into consideration as we're looking at um reducing overtime
048that we can control we want to make sure that structures are in place to control the overtime and making sure that it's Justified as Mr um Keenan stated earlier but then there is some overtime that we won't be able to control due to the um use of our clc's because we take that the district takes on the majority of that cost M molar the bus thank you madam chair I'm sorry the buses oh yeah Dr Robinson the buses yes so this year you're not going to see anything about buses being added in here we are certainly off cycle and have been for the last few years um we do know that within the next year or two that we will have to repl begin to start replacing buses again um and when that happens over
04926 27 27 28 um we would be able to start budgeting for the replacement of two buses each year uh which would be a total of four over the course of those two years we won't have to do anything for this upcoming school year um it's not that we don't need to but we are able to sort of push it to 26 27 I mean um yeah 26 27 and 2728 and we'll probably have to be doing a cycle be beyond that as well um every year probably looking at one to two buses just to be able to catch ourselves back up um putting ourselves back on a cycle like we had some years ago um that's going to be really difficult for us to do at one time but we do plan to budget
050for that in the upcoming year not this 25 26 school year but 26 27 which will be the next year out and then the following one we'll be buying two two more additional buses okay thank you um member monar thank you madam chair um first this is the first that I have seen this presentation and I do um I do plan to really re re-review this because you outlined your plans and your processes so much um will you be able to add this presentation to board ducks for us to review after this meeting it won't be after this meeting but yes it will be available I mean we will provide it for the board members yes okay cuz we're going to go back and make some changes ourselves okay so approximately when do you plan
051to have this ready for for the board to be able to end of the week the end of the week okay um because I I would like to understand thank you I'd like to understand the process and appreciate the process um because I'm taking it all in at once here um but in this I wasn't sure I think it was maybe four or five slides back um oh just tell me when oh that one was good the one with numbers on it thank you um so on this side it does look like we have uh 3 million from academics are these planned to be classroom or um do do we know a lot of it is through the majority of it is through attrition is it classroom attrition um not all of it not all
052of it okay and then um I guess as as member Harrison noted I think I what would be very helpful to me um the numbers here are nice um but maybe additional numbers to let me know what these represent about how many positions and from where does this represent and then the other question I saw that this was about a little under 3 million from operations and it looked like on the other presentation it was another 3 million just from operations and I I think um my question about the or is 4.4 million 4.5 million from operations are those single or recurring savings um it's a little bit of both it's a it's a mixture of both so I'm gonna have either Dr Thompson or Mr Keenan speak to that all right so Mr Keenan
053could you uh also come up Dr Thompson so so you understand um how how we're doing it from the finance department so what what we will do is there are some of these cuts that are compounding meaning year over year over year over year and there are some of these cuts that are one-time Cuts or maybe there's a few that are even two year Cuts so it what we've done is just we we've done the math to to distribute that let's say it's a million doll one-time expenditure we're going to spread that it's not a million million million million it's it's going to be 250,000 250,000 250,000 250,000 because that's the that way that's not exactly how it'll break down but it is how it will impact the end of a five-year forecast so we're
054monitoring those um and we've asked for some controls and ways to measure certain things and I know they're developing those currently um so that um for example the reduction and and over time's a difficult one to hit it can be and certainly the money's there but but it but it needs to be closely monitored so they developed a system for that and before we finalize it in that may forast we're going to need to see that we're actually hitting that 30% reduction Trend and we'll be able to measure that whether that's successful or not prior to the May um fiveyear forecast okay thank you uh member m did you have a follow up sorry thanks um and my last question in understanding the the processing of this you mentioned on the slide I think today
055was a green star maybe for St Patty's Day uh I think there's another one of of where we are with this now oh our timeline here we go yes thank you timeline um so to help me understand you said that you have already started to um gather input from the bargaining units of the community or we now after today's meeting is when we're going to schedu our meetings over the next two weeks and because we need to meet with them and go through this with the unions that are impacted and then after that we will do a uh pre-notice to any staff that may be impacted by the reductions and then on the 14th we'll have the actual we'll be able to then let you know who will be impacted but her our agreements we
056need to meet with the staff I I mean with the uh with our unions first so before we know who sorry thank you before we know who necessarily does that need to happen before we know how many before the board knows how many positions in the back to the we could tell you how many are planned before we as it relates to where we are right now but then we'll finalize things once we uh meet with our Union leadership but we can tell you the numbers okay thank you okay thank you uh so Mr Keenan uh did you did you have your question answered or is there something else Mr Keenan can add to this I think the treas okay I think the treasures answered it thank you Mr Keenan thank you are there any
057additional questions uh if there're not let me just say this and that the fiveyear forecast a fiveyear forecast I believe included this school year and so what I'm hearing is that we have not made any of these we have made some of these reductions or we have not made for sure we have not made any of the reductions in staff is that what I'm hearing not unless it was through attrition okay yeah and much so we did have one riff this current um school year mhm um but the majority of them will happen at the April 14th as relates to staff ma'am okay so that will happen April 14th which means that this will probably be effective our next school year our next school term so my concern with you Mr Treasurer would be so
058how does that affect our Five-Year Plan since my thought was that with a fiveyear plan that we start making those reduction in the first of the five years and I don't see that that has happened so how is that uh going to affect the forecasting uh thank you madam president I I think at this point um the reductions that we that would it look like specifically in November looks different than what it looks like now yep um from my vantage point as long as we ensure that all the cuts are made that were supposed to be made for the the rest of this fiscal year which there weren't a lot of them but that those are implemented okay coupled with what we're projecting as long as our projections come through and everything's instituted in a
059timely fashion then we we should have very little impact on our five-year forecast okay and we did start some of those um for example security here M we've already cut we cut that in December so we have started making some of those um that were appropriate to this school year okay great thank you thank you Mr treasure thank you Mr superintendent that's all I have I don't think there's any more questions for the uh from the committee members thank you Mrs Carter so what we're going to do is let's move down to uh unfinished business on 4.01 and I think we can look at 3.0 and if we have any questions we follow that up with you Mr uh treasure I don't think we have any problems questions with the board members event information no
060right so we'll go on to point 401 the position reclassification discussion we're going to give Mrs Carter just a little time [Laughter] to so the position um that's the discussion for the position that we are going to have is based on the um legal council Labor Relations administrative secretary position that we're requesting the board to um consider um this position will support our legal councel office as well as our Labor Relations office due to the um workload that is in that particular department and so the need is there as it relates to our legal counsel and the work that's being done there and then also Labor Relations and supporting that office where they don't have anyone right now and it does need to be a confidential um secretary because of the work that they're doing
061within that department okay so uh Dr M did you have a question um so to reiterate and as a reminder so this would be adding a new position um and was that included in the table of all the reductions um it's included in there as it relates to um it's a negative number as it relates to as we looked at doing reductions we did add that in there for future but but we do have positions now that we have not filled that we are hoping that will be considered as relates to being allowing us to fill this position because we haven't filled a current position that um that we feel as though this is taking priority over that particular position that we have not filled just just yet member molar thank you um if this
062is in that chart and we're adding positions and subtracting positions and all of this is supposed to be done by April why can't we do this all at once and we can I mean that was suggested by um yes the treasurer department and um that is something that we can uh look at I know Dr Robinson did you want to add anything pass Harris uh thank you madam chair uh how many positions are we um anticipating that we're going to riff uh I would have to give me a second I can tell you okay and miss and while you're looking at that uh Dr Robertson could you just explain or or Mrs Carter also just the urgency of this position why you feel there's a need for this position now I it's due to the
063current work workload of our uh legal secretary right now and um also the need for the support with the Labor Relations Department um and the their capacity to be able to handle what's coming through through there and so they they're needing support with doing redactions and just the stuff that they need as it relates to the communication pieces under Labor Relations as well and it also again um I guess when you look at what happens on a daily basis cuz we're we're having to pay overtime to the employee that whereas if some of that could be done during normal working hours we might not have to be paying additional money but we have to because she's a real legal secretary so uh um that's her job career uh before she came to APS so just
064trying to make sure so this person is kind of being a support and split at the same at the same time so but in terms of other additional positions no we aren't bringing additional positions um this was the only other than general counsel yeah and we haven't even filled that yet but we're working on that 59 and then again some of it's through attrition and and also positions we've been holding off on because we knew we were going to be at this point and so we didn't want to hire people and then have to uh Rift them okay Mrs Carter could could you remind us what's the 59 number represents um Personnel he asked how many uh positions were we're going to rep 59 mhm so so here Madam chair here is a a um
065dilemma here's an issue that I have um we and and as it is the superintendent's prerogative to bring to us job descriptions and he brings job descriptions and we approve a job description which then looks like it's an unfilled job and say we approve a general council's position but we haven't voted to hire a general counsel so that's not an unfulfilled job that is a job description that we have so now we are asking to hire a general secretary for that Council that we don't have yet and so it almost puts us in a position of not wanting to vote for any positions unless we're going to hire a person because we're counting those positions as unfulfilled unfilled positions and and and that's kind of a a situation where I don't want to vote for
066anything unless it's going to be filled now well uh and point understood Pastor Harrison even if we weren't going to have a general counsel I would still be bringing this position anyway given the in the importance of the position um we are looking at and I want to make sure we get the right person so we are looking at those people that have I'm sorry yeah that have applied um and certainly want to make sure we make the right decision on that and if necessary we'll open it again um until I feel like we have gotten people that we want to bring in to actually interview um we do need to hire a general counsel there's a great need for it um and I've been sort of holding out on on that earlier because we
067were looking at the budget at that at that point in time but then I also look at the needs of the district too and I know none of it seems to fit perfectly into this puzzle that I would like to see that it fits and we know we have the money there and all those things um and we do but at the same time I know that in order for us to operate efficiently um cuz right now we're still operating the way we did 10 or 15 years ago okay thank you so uh member monar thank you madam chair um I hear that we are going to need to riff make the tough decision to riff around 59 positions um I also hear that you are saying that there is a great need for a
068single position and I learned on your presentation that you have developed a rigorous review process for these positions so I wonder if this might be an opp opportunity if this new position is in need an opportunity to kind of model or demonstrate the review process um so that we can understand that while we're also learning of this new position that is in such need um so I wanted to say that might be an opportunity to to pull everything together so the so the process is is the um position control system within our is that munus yeah within munus so it's just a process that it goes through and we would look to see um from start to finish in terms of us fiscally being able to do that proc that position whatever it might be
069I mean it could be a teaching position it could be a pa um position whatever whatever position it is um the principal whomever would put it in the system and then it would move through this through the process itself so this in terms of there being this this process that you can I guess model this through the you wouldn't see that on this side of the the system anyway because it it's going through the electronic system and we're looking at and making sure that those positions so if it was a teaching position right um we're looking at class sizes we're looking at the um um the need for that position is it it a replacement so those are things that we would be doing behind the scene before we we would even bring it to
070the board and put on the board dock so in terms of what I'm thinking you are looking for you're not going to see that on this side of the system because that's all going electronically this just happens to be something we're asking for but typically we're not going to ask for anything because it would go through a system and it might have been rejected before it ever got here thank you Mr attended okay uh there's no more questions no more comments uh any new business no more new businesses come before the committee so we will uh the finance and Capital Management committee meeting will adjin at 5:38 pm thank [Music] you e