11-15-22 Board of Education Meeting

001[Music] Is there a motion to adopt the regular meeting agenda? >> Still move. >> Second. >> All in favor? >> I this will stand for the pledge of allegiance. I pledge allegiance to the flag of the United States of America and to the stands one nation under God indivisible with liberty and justice for all. [Music] >> We need to get back to having students at the meeting so we can do desk presenters. It's a great idea. I I asked my kids and they said no. Um Mr. Davis, any public commentary tonight? >> None this evening. >> Very good. With that, we'll move on to recognition, correspondence, and announcements. >> Welcome board members, uh, and audience members. We have several, uh, celebrations under recognition tonight, and I'm just going to roll through these because we have

002some presentations as well. First, I want to congratulate Chris Ranjon, who earned the presidential volunteer service gold award for volunteering more than 100 hours in STEM work uh, in the community. Chris was nominated for his outstanding efforts by the ISpace partnership that we have uh here in the region and uh is passionate about impact and influence with STEM in the community. I love seeing that from one of our high school students. So, congratulations to Kish. Next, we'd like to recognize the Andy Hill High School class of 2023. Our seniors spent Friday, October 28th at 10 Cincinnati area nonprofit organizations volunteering for the day. uh incredibly proud of their dedication to serve others. This is an annual event. Uh during their time at Indian Hall High School, just so everybody knows, our students fulfill 10 volunteer

003hours as 9th graders, 10 hours as sophomores, 20 hours as juniors, and 20 more hours as seniors. Uh, I don't know if everybody is aware of how much volunteer service time and service leadership our our students put in, but this is one of those annual events we look forward to every year. For the third year in a row, Indian Hill is a recipient of a Proctor and Gamble Robotics Grant. We're uh thrilled uh again for this award for $2,200. Want to congratulate Murda Smith and Vic Schultz. Our middle school program has grown to add a fourth team this year and there is a large number of sixth graders who are also participating in robotics. I think also an outgrowth of the interest in our STEM and club activities uh K through six. The first competition

004for our robotics teams are at L High School December 10th we'll have seven teams in action this year total. That's amazing. And the growth in that robotics program over the last four years has been incredible. So again, want to congratulate the teachers and the students and a big thank you. Uh really thrilled to receive that grant again for the third year. Indian Hill High School wants to congratulate our girls tennis team members who qualified for the state tournament. They had an amazing run this fall as did most of our fall sports teams. We're going to just highlight a few here tonight. Um want to congratulate our boys cross country team for qualifying also for the state tournament for the first time in a few years. Uh they competed last weekend at Fortress Oetsz and senior

005Liam Morris made the podium. So congratulations to uh Liam on an amazing season with his team. The entire team had an incredible run. Uh no pun intended. We had 17 first team CHL Allstars, 18 second team CHL Allstars, and 12 honorable mention fall sports athletes. I think those numbers speak to a special fall. And uh I want to give a special congratulations to our volleyball coach, Sheri Henry, uh for being named coach of the year. Congratulations to Sherry. Our girls volleyball varsity program had a stellar season this year um with new coaches in place and a senior lineup that was incredible. Uh also Connor Wils was named CHL athlete of the year for boys soccer. Piper Isgreg, athletes of the year for girls golf and Carolyn Brown, athlete of the year in tennis. And uh

006Carolyn will be back uh I can assure everybody of that next year at the state tennis tournament. She is driven. Congratulations to our six Indian Hill High School student athletes who joined the elite 6% in the country who earned the opportunity advancing both their academic and athletic careers beyond high school during our annual fall college signing ceremony. These outstanding seniors include Jordan Church, Emily Eckert, Mia Fiori, Gibson Holmes, Rose Vigron, and Courtney Winker. We had the opportunity to celebrate them last week on Thursday. An incredible uh signing event and the schools and programs these student athletes are going to are amazing. So, with that, I want to congratulate everybody who participated in the fall. I also just want to throw out a quick um congratulations to all of the students and the people who helped

007produce the Alice in Wonderland um fall play at the middle school level. It was incredible. The scenery, the the crew that worked behind the stage, the sets, the design, uh Mr. Sumini, Miss Clark, Heather Kester, uh all of our I'm probably forgetting some of our names. All all of our directors. It was an amazing uh production. Thank you to everybody involved. With that, uh, board members, we're going to transition to a couple of presentations tonight. Uh, we're proud to have Dr. Erin Owens and some of her team here. Uh, I see from the primary school. Thank you all for joining us tonight. And Dr. Owens, if you and your team or whoever you'd like could come up and join us. We got the whole crew. >> Awesome. And Mr. Simei, I'm going to go ahead

008and transition to this. Good evening. Thank you so much. We're so excited to be here. First, I want to start with thanking you as a board for all that you do for us. Um, it's our honor to come and share with you some ideas we have because we know that uh first and foremost, you're always interested and what's going on in the schools and give us full support. So, we thank you for that. Um, so we're coming tonight to talk to you about something that has come about through our design thinking and we're calling it the IHPS smarter start. So I came to Indian Hill in August of 2018. I already had 21 years under my belt, lots of it in teacher leadership. And coming into the primary school and elementary school, I was struck

009by two things. one of which was the caliber of staff that work at our schools. Um I had really never witnessed so many experts in a building working together towards one mission which was kids. So that was an amazing opportunity to see that as an experienced educator. The second was um the rich MTSS process that lives in the primary school. MTSS means multi-tier support system and that is where we have strong processes in place to monitor children's growth over time all year and immediately respond to any child that needs remediation or enrichment. Um, it's been alive and well for a number of years. Uh, and the things that our staff do to make sure every child is successful is far and above what I've experienced in my career. So, that's being said, from the day

010that I arrived, I had heard from staff members a desire to do some things better. And that's what you get when you have a bunch of experts in a building, a constant uh pointing toward we're great, but we can do more. And so through our strategic planning process and seeing how we truly dreamt big for children, it felt like the right time to put um all of the structures in place to think about how we can take our next steps as a primary school. And so today I have brought with me um Andy Gruber, our assistant principal, Jen Heheart, our school counselor, Amy Campa, a second grade teacher, and Mike Michael Eubanks, a first grade teacher, because they are going to share with you what this smarter start is. It is about prioritizing relationships, responding

011to data, and aligning our practices in a way that benefits children to the next level. So without further ado, um we will begin. Good evening. Thank you so much for having us. I am Jen Airheart, the school counselor at the primary school. And just to give you a little background, um, our our students kindergarten through 2 grade are currently formally assessed in reading and in math three times a year. The data from those assessments is collected and analyzed schoolwide. Our current practice includes three days of data review, one for each grade level. And during this time, we look at all of the scores of all of the children and we collectively identify students in need of either intervention or enrichment. Our current time restraints prevent us from really being able to create the plans these

012children need in real time. So, while we do take three days to review the data, um each teacher gets about 30 minutes with our data team. Our data team consists of both of our administrators, our intervention specialists, our reading specialists, our gifted specialists, our instructional coach, and myself. Um while we have found great success in our current practice and being able to identify the needs of children early on which we all know providing that early intervention is so crucial. One component that has um come to light is that it our current structure does delay the delivery of intervention because after our data meetings we have to take additional time to then create the plans for children decide who's seeing whom, what schedules are happening and just kind of the infrastructure of all that takes some

013time. So we are proposing a January systems planning day. On this day, um, students would be at home and our teachers and our staff would be at school. Um, this would allow time for teachers and the specialists that I've listed before to review our reading and math data in grade level teams. As grade level teams, they would identify students in need of intervention and collaborate on the creations of intervention plans in real time. Even though students are not at school this day, it does allow our intervention to start immediately without delay and is of great benefit to especially our struggling learners. This systems day also provides time to further develop the next two proposals that we will share with you tonight. Next up is Mickey Eubanks, first grade teacher. Good evening. I'm Michael Eubanks. You

014might know me as Mickey Eubanks. I teach first grade at the primary school. So, I will be speaking about proposal number two. Our current practice is that our kindergarten students and families meet before the first day of school, and they have a one-on-one meeting with their kindergarten teacher. During that practice, our first and second grade families have a quick open house. It's about 1 hour long. Um, if you've experienced it, it's a pretty, you know, mad dash through the door. You're in, you're out. It's a quick hello. you see the classroom, you see the school, you see your friends, and you're out. And so, it doesn't really allow for families and students and teachers to have that much neededed one-on-one time to start building those relationships before the first day of school. So, if you

015think about our IH promise, at the core of that is really building those relationships, relationships with our students, relationships with our families, and that's what makes us uniquely Indian Hill is those relationships. And so thinking about our current practice, we don't get to have that one-on-one conversation with families until October, which is about a quarter of the way through our students first and second grade school year. And that's detrimental to that relationship. It's so important that our first and second grade students understand that we have a relationship with their families and we have a relationship with them. So waiting until October, that's a struggle. it doesn't really help us foster those relationships. We want to get right in there and get to know families before day one. Because of our current practice, our intervention doesn't

016typically begin until week eight or week nine. We have a data collection team that is pulling students one-on-one. They're collecting data, thinking about their current reading level, thinking about vocabulary, thinking about number sense, but that's all happening during the first six weeks of school when we're building routine rapport rituals. And so our students are in and out, in and out, in and out, and that disrupts their school day. Because it's a data collection team, it's not the teacher that's collecting most of that really rich data. Our proposed practice is that all students and families at the primary school shift to a one-on-one meeting and mirror that kindergarten start. So, we would be able to sit down with our students and our families right before the start of school, have a 30 minute one-on-one where families

017can really get into some of that information that they'd like us to know about their most important person because that's who they're stinging over to us is one of their most important people. And so, we can sit down, I get a one-on-one with the student, and we can collect some really rich data that will help me on that first and that second and days and weeks to come. the families get to give me more information on their student and we can really start to build those relationships. It's really important that I am the one that's collecting most of that data because then I can really put it into play immediately. We can also use that data by week three and students are already receiving intervention services and enrichment services versus the previous where it would

018be not until week eight or nine. And it's also less disruption for our students. So, they've really already started to build that relationship with us. They've gotten acquainted with the classroom. They know the space. They know me. And at the end of the day, the families know that on the first day of school, it really helps those jitters. They've already met us. They already know the space. They know they're safe and that they're cared for. So, that is our proposal. Thank you. Our next teacher is Amy Campa. Good evening. I'm Amy Campa, second grade teacher at the primary school. And when we as a team were discussing the these ideas, um the one thing that we thought would pull them all together is our third proposal, which is a change from the quarter grading system

019that we have now to a trimester system. Um as was mentioned earlier, we collect benchmarking data on students three times a year, September, January, and in April. Report cards come out four times a year which can sometimes cause a crunch in data collecting for both the teacher and the student. Oftent times especially in quarters two and three. Students are assessed more because they have to take the benchmarking the nationally normed benchmarking assessments as well as assessments that a teacher needs to be able to accurately report a student's progress on the report card. Um, this creates several issues. The amount of time that students are assessed is continuous. Teachers not only need to complete benchmark assessments, but must also reassess for the report card and valuable instructional time is lost. Most importantly, especially in the first

020quarter, because it takes so long to do those benchmarking assessments, intervention does not start until, as Mickey said, week eight or nine. and progress on intervention cannot be reported to the parents until the end of the second quarter. Moving to trimesters would align benchmarking and report card assessment data collection providing more instructional time for teachers and more importantly more increased learning time for students. The lengthening of the grading period will allow more time to provide intervention in the early stages of the school year, which could in turn be reported to parents in the first report card as progress forward versus now we will start the intervention when it's the end of the quarter. Um, trimesters will again lengthen the amount of time that we can provide support to students. And as we know, especially in

021the earlier years or the younger years, the earlier we provide intervention, the better it is for the students. Thank you for your time. >> On behalf of our entire team from the primary here this evening, we want to thank you so much again for giving us the opportunity to present to you our smarter start proposals. Uh when you are fortunate to have such highquality instructors in your district just like the ones who presented tonight, the last thing you want to do is to have the system hold them back. We are confident a systems planning day, one-on-one meetings for all, and a transition to trimesters will do just that. Thank you again for your time. >> Thank you, team. Uh board members, any comments or or clarifying questions? >> I've got a qu uh comment if

022I could. I just want to commend you on all the work that you put into this. I think it's incredible that you're thinking outside the box and love what you're doing and proposing to do. And my only additional comment would be to continue to do these kind of things and step back and get your heads out of the out of the woods and look at the big picture and continue to be innovative. So, I I commend you. I think it's wonderful job and uh you guys should all uh be very proud of what you what you are proposing and and have coming uh in the in the uh in the near future. So, thank you. >> Yeah, I I'll Greg, I'll second that. Um personally, I've had more touches with the primary school than any

023other three four buildings in our district. And um one of the things that makes this district unique is we're always looking to get better. Um and re-evaluating what we do and how we can serve the kids better is is fantastic. Um, and I am all for doing anything we can to get the teachers more involved with the kids day in day out. And it sounds like this is what this is for. Uh, I I guess a question. Would you roll this out next school year? Is that kind of the plan? >> Yeah, great question. So the first uh proposal about the systems planning day we would want to occur this year so that the other two portions start next year the trimesters and the um one-on-one start. >> So that would be an additional day

024off for the primary school to roll. Yeah. >> This year. Yeah. >> I I think it's I mean it sounds fantastic. Sounds great. So I have one clarification question is so when are you all proposing this uh are you saying that you would meet students before school starts or the first week of school? So we would so currently the kindergarten students begin attending school on the third day that the rest of our grade levels begin sto school. Um and so we are proposing that that same calendar schedule is used for the entire K2. >> So then you would meet students like half students on the first day and half on the other day with the parent. >> Yeah. Oh, that's a brilliant idea. I think it's a very smart idea to think about this smart

025stuff. I think you guys are as I said that you're thinking out of the box which is really great and it was a great presentation. Thank you for all of you for coming here and uh because I this is my person belief that among all the other three buildings primary school is one of the most important building because that's where the foundation starts and building relationship and providing this intervention before it is very important like it is important for every kids but at the primary school level it is even more important and 8 weeks can do so much in these kids' life that it is important the head start going into it. It's a brilliant idea and I think this will give teachers uh more time to plan one-on-one and that's what we are kind

026of going with a strategic plan a district strategic planning that how to provide education based on individualized education for each kid and I think this will really help with that. So thank you all for the great work that you all do at the primary school. I love watching your videos and it is one of my favorite thing to do on the Instagram. So, thank you for the great work that you guys are doing at the primary school. Thank you. >> Thank you. >> So, Dr. a couple questions for you. First of all, thank you and uh you know, one of my four loves coming to to to your building. Um, so when we're thinking about the MTSS and figuring out, you know, the academic side of the intervention, are we is it I know that

027um, Miss Eubanks talked about in first grade having the ability to make some quicks assessments. So, is it we're trying to change up that one-on-one so we can push harder on tier one interventions or is it we're trying to grab that data and then they're your two tier tier your tier two tier three that's what you guys are trying to implement sooner. I guess that's one piece that I would be interested to understand. >> I think both of those are true. Um the opportunity in those one-on- ones for teachers to personally collect the data makes a huge difference in that tier one. >> Okay. um because she or he begins responding right away. But also it allows us to figure out who needs more intensive intervention much earlier and that means that they might see

028a reading specialist or meet with an intervention specialist earlier than they have been. Currently that data collection team that takes those six weeks to collect is made of our reading intervention specialist. So they can't provide data I mean provide intervention and collect the data. Um so it frees them up to immediately begin intervention because the teacher has collected the majority of the data >> um with that student one-on-one. >> And so currently like for example this year unless someone is already on an intervention plan coming from previous year is that tier 2 tier three really is not starting for any that would you know if someone's newly identified >> from a remediation standpoint we're eight weeks in before tier two or tier three is starting essentially. >> Yes. Yeah. And so our classroom teachers are

029providing um tier 2 intervention right away, but it's not our inter reading specialists are not really involved in the process until they're done with that data collection process. Um, and so of all of the things that we're thinking about, that one probably most directly impacts children. The ability to collect that data prior to them getting started in school so that our intervention would begin occurring whether it's in tier 1, tier 2, tier three by the third week of school. Um and an entire intervention cycle and data collection period happens be so that it can be reported at that first report card. >> And then in terms of the kids that are advanced, we're still trying to push that one year's growth, right? And so Johnny, Susie, Deshawn comes in and they're advanced. When are we

030getting that enrichment to push them? Is that similar that that is currently starting at eight weeks in terms of that enrichment that we're moving that child forward or what does that look like? >> Yeah, it is. It is it looks very much the same. We use the term intervention um globally at the primary school because if we have a student who's far exceeding expectations, we're intervening on the other end. But um it is the it is the same thing. We want to go through the data collection. Yeah. And uh we have these data meetings um at that first quarter of school where teachers get their entire classroom of data and begin then making plans individualized plans. So this would allow that also enrichment to begin right up front. >> That's great. And then I guess

031one more question then have a question for um Dr. Stewart. And so if we switch to the trimester um that's not going to change our benchmark testing or are you saying we're moving our benchmark testing forward? >> No, benchmark testing will stay the same. It allows our report the benchmark data ends up on the report card whereas currently it's being gathered at the times that we are nationally expected to benchmark. Um and sometimes then we reassess because the report card was is four weeks from the benchmark test. So they will align. So we are not changing the times we're benchmarking. >> And then I guess for Dr. Stewart one question is in terms of and I know in the proposed calendar we've got some additional in a part of this the construction we've got some

032additional professional development kind of earmarked for right at the start of that you know what would normally be second semester but in this sense that trimester is the thought process that the primary would pilot this sort of data retreat. I know it's not your language, but this data retreat that we then might pull that forward into the elementary and then into both the secondary buildings or what is your thoughts on where do you see this as a pilot that then we would then scale up or what does that look like? >> The the primary school has one of the most robust systems I've ever seen in my career for reviewing every single child's data profile. And they do it three times per year. So there isn't one single child that the teacher is not meeting

033with. That has been going on for years. It started with Mr. Nichols and then Dr. Owens took over from there. That system will continue. I think for this one of the things that's so profound about this option that they're providing for us is the day that they have in January. What it typically has looked like is that a teacher comes into the room and they have like 30 minutes to go through all of their students and then they leave the classroom and they immediately go back to teach. They don't have any time to then say to themselves, "What do I do? How do I come up with that plan? If I don't know what to do, is there someone I can meet with?" So, this day will allow for that so that teachers can actually

034make the plans that day that they're doing the data review. This afternoon, Whitney Buell, who is the principal at the elementary, she and I met and we talked about this plan and she's very interested in having them give it a try this year and to see what happens. And then from there, we'll look at is that going to be another opportunity for the elementary. There is like some special days that we have planned and it really is about construction and moving into the middle school, but Whitney and I talked about what could that mean for her staff as well next year. And I don't want to hog up or extend this too long, but just one two other questions that I thought. One is Dr. Dr. Owens, do you ha do we have in the

035system right now, do we have enough time for common planning PLC's to then as right as I'm as if I'm in first grade or miss campus case, second grade, do I do they have currently enough time to be able to collaborate with the other second grade teachers or collaborate with the reading intervention specialist or is that something that we need to, you know, that you guys are probably constantly looking at? But >> we are. >> What does that look like? I will say we have great structures in place for them to maximize the time that they have, but it is certainly limited um because of, you know, typically we use our specials time as common planning time, but if you have nine sections of kindergarten, we don't have nine specials going on at the same

036time. Um, but we have great structures. We have regular team meetings where they're collaborating. Um and then we ensure through our unified arts schedule that three teachers at a time do have common planning and then within each of our professional development days we make sure that there's an opportunity for teams to come together and focus in as a whole group. Um, but I would say that's part of our proposal about the the systems planning day is we we are capturing every moment we have and we still need a little bit more time in order to pull off some of these big things. There's a lot of logistics involved as well as we'd like to try meeting about data in a different way. We currently like um like we explained one teacher meets with a team

037but they never get to go meet with their team. >> And so we would like to see things grow like um children who have like abilities having a little more cross-pollination across classes. Well, if the teachers don't have time to talk about that, that can't happen. So, we feel like there's going to be a lot of benefits to trying data talks another way that we'll that are that we'll try out and we'll evaluate and we'll see how that grows. >> That's great. Well, thank you for all that you guys do. I think the other thing at a different time it would be great to talk through on the other side of the MTSS is like I know with learners as doers and the whole child is how we're creating time and space for you guys

038to also talk through and think through the behavioral the social emotional >> you know all that piece but you guys are great and appreciate it thanks for answer all those questions >> thank you all ju >> and just as a followup to that last question u Mr. Marks. Um, this board members, as you know, will be the first in a series of, uh, dialogues we'll be having about, um, programming and facilities at all the buildings. We saw the high school last month, uh, primary this month. We will see the other buildings in the spring. Uh, however, we're also going to be having some conversations in the next month or two about uh, looking long-term at the enrollment of the district and looking at our facilities needs long-term and um, staffing longterm. And this is the

039primary school's attempt to make some amazing changes now uh while we also learn about the future and how those things might influence all the buildings uh including the primary. I just want to thank the team for all the time and effort you've put in. It's hard for me to turn my whole neck around that way. Thank you. Thank you to the team. Uh they put a lot of time and effort into the research here. Really appreciate you all coming and presenting tonight. Dr. Owens, thank you. And while you're here, Dr. Owens, I just like you board members to know that Dr. presented to a packed house yesterday at OSBA with Dr. Stewart on our strategic planning process and did an amazing job. So, thank you team. >> Thank you. Uh next up, we have a

040general update here with Mr. Nichols and he'll introduce our project team to share some information. >> Well, I'll get started. Number one, congrats primary school. Well done. Well done. Um, I want to our project team's coming up and I just wanted to share quickly. I I really appreciate we've got experts across our district and I really appreciate the project team has set up opportunities for our team to provide really important input. A good example was a meeting this week about technology where honestly there's there's a lot of highlevel conversation going on. Um, but we've got experts like Eric Samini and Denny Dups and our technology team, Mark Richardson, um, and his group that really get in there and give good feedback. Sometimes they're saving us thousands of dollars by, you know, rethinking or understanding how

041we utilize that technology. So, I really appreciate those groups. Those meetings are happening all the time. U, but it was just a great example of their expertise really making a difference on our project. So, um, I do want to introduce we've got Holly McClean from MCS, Chris Pay from MSA, and Chris Sto from Skansa here to give us an update. >> Good evening, board members, staff, and administration. Um, glad to be here. We did want to take an opportunity tonight to give you a brief overview and also take a look at the progress that's been going on in each site. Um, you'll get to see some beautiful pictures, beautiful, great progress. that's been happening um dayto day where we're actually showing the renderings plus the um what's going on right now and as the they

042really start to take shape and actually look like the renderings now. So um it'll be a great opportunity for that. But I first wanted to talk about just a brief overview of what you guys are going to come be coming seeing in December in the board meeting. Um, we're going to have some information and it's three-fold. We've got two GMPS that we've been talking about for a while now that are coming in December. Um, we're getting final numbers in in the next few weeks and you guys will be able to um see holistically where we are um as we finalize all these numbers by the beginning of December. So that first full week of December is when we're going to have that information to you. Um first off is the two GMPs. One of them

043is for the high school renovation piece of that common area. We're looking at the breast the transportation building as well. So those are two pieces. Over the next few weeks, the project team is working through um two to three bulletins that we've been looking at, which the bulletins are a collection of some of the changes that are happening. Um we're lumping some of these groups together within the bulletins to work on coordinations and efficiencies between trades. Um there are changes that happen, field conditions, unforeseen conditions that we'll try to lump together in the design, get them out for pricing and coordination uh with those contractors and and bring those to you to review. The third piece that we're looking at is um allowances. Those are already most of them are already within the GMPS that

044we have to date. uh but we also need to look at the uh release of those. We have to look at the overall design and the approval to release those monies in into the project. So those are three types of items that we'll be looking at at the December meeting. We'll get those to you uh no later than December 6th is what we're looking at. Holly, fair to say an example of looking at the releases of some allowances, an example would be playground budget. >> Yes. >> Okay. >> So, playground and then as we're sitting in this room right here, we're also looking at the theater packages of the uh rigging, lighting, AV, things like that. Um the one of the other larger pieces is that controls package um that we put in there as

045well. Holly, on the number two, can you share a little bit more on number two with the changes you were saying? You >> um >> couple of the bulletins that are that have come out. Um mainly it is coordination of some of the ceiling uh modified ceiling finishes, flooring, floor boxes, layout, things like that. as we get into the building and start maneuvering things and getting field conditions through there, we're putting some of those changes together to coordinate and cause efficiencies between the trades. So, they're looking at a whole piece together. >> Are we talking change orders? Are you talking about on the-site change of management of we've got the four people here that >> it's how we're dealing with the change management of some of those change orders that are that are coming together.

046Will we be seeing price increase change orders at the next meeting? >> Um I believe two of them is what we're looking at. >> So So just to clarifying simplify for anybody who might be listening the audience again, Holly, two bulletins going to represent two change orders or more that you're trying to manage based on some of the um field conditions that you're working with. >> So it it's a coordination of changes that are coming. Um, the reason we're coming back to the board with those is because there was a early authorization. Um, anything over 25,000 needs to come back to you for review and approval. >> So, we should expect at least two change orders of over that amount in December. >> Yes. >> Okay. And will you have those change orders solidified as

047far as the amounts by the beginning of the se of December when you're >> Yes, one of them is solidified right now. The other one we're going to take a look at actually tomorrow to make sure that um there's some options that we can help reduce that before we present that to you. But we can get that to you earlier on than December. >> Yeah. Anything you can get us the sooner the better. And I guess what I want to understand is I want to make sure I know the reason for the change order. Did we change the finish selection? Did we change the design of the building >> or something else happened that necessitated a change order? >> Go through some of the bullet points on that >> and we can this can be

048next month's meeting if that's talk about it. But as you prepare that package for us, what I'd like to see is >> kind of a detailed explanation as to the why. So I was kind of hoping we were past some of these change orders for field conditions as the buildings came out of the ground. >> Um so just help us understand. >> So so for an example, one of them is um primarily modifications um as we finalize the theater packages and we're making those. We're actually building the building at the same time. So, coordination of acoustical panels at the stage, um, relays of where the panels are going for the theater package, um, and then putting some of the the chase walls in certain areas. So, we're just coordinating the fact of after we talk

049through all the packages like the theater package, we're making sure that everything else that surrounds that coordinates along with it. Why is the coordination of those efforts a change order? >> It seems that's just part of what we all do, right? >> Well, we based we based the dollar amount of the GMP on certain documents to begin with. So when those change due to further design, that's when we look at that. >> But who changed the documents? H >> I guess I don't want to derail the >> Is that a question I guess bear for Holly or are you asking about the or Craig the documents? Are you asking that to Scansa or are we asking >> I guess I'm asking it to the team. I I want to know at next board meeting I

050want to know why this is why the change order was needed. >> Okay. >> Kind of like with the specific granular detail of this happened therefore there was this change. So we can understand kind of the why as to how we got >> Yeah. And just categorize it. Hey, it this was a design change, right? We we changed the design or it was field conditions. We got into the electrical panel and we couldn't reuse it. So, it was a field condition. So, just like giving us, >> hey, this is the rationale for the change. It was designed, it was field conditions. >> So, >> here's a dollar amount. I think that would be helpful so that when we go to vote on the GMP, we can look at it, understand it, >> have a week

051or something to kind of prepare >> and both of those are based on one one of them. They're based on field conditions and modifications both. So, we'll we'll have the justification, the reasoning behind it, and the the synopsis of the change. >> Perfect. Thank you. >> Okay. >> Yeah. I think we would just want to get total transparency so we fully understand what's going on through cause change order why it's coming into play and have a good understanding of that and the GMPS myself personally speaking I'd like to have those by the end of day December 1st because if you say the first week that's a pretty loose interpretation is that the first full week or is that the first calendar week so let's let's settle on a date and have it all where we're

052all nodding our heads and we're all on the same page of when that's going to be in our hands December 6th. >> December 6th. >> That's the drop deadad date. >> Yep. >> Okay. So, thank you. Yep. >> Thank you. You want to move on to the next part of the presentation? >> Yeah. Thank you. >> Thanks, father. >> Thank you very much. So, we want to go through show some of the progress. I know many people uh in the community on the board have had a chance to see these um these campuses unfold. Again, really exciting the progress that's happened just over the past month. Um, real quick, we'll just go through and miss the middle school, high school campus as a week ago. So, it's even taken more progress, but starting to see

053really the uh the middle school itself uh come out of the ground and take shape. You go to the next one, Kirk. Um, so some comparisons. We showed a couple of these a month or so ago, the new entrance. Um, again, as the steel and the structure goes up, starting to get an idea of what that looks like, this connector element. Um, you're even seeing if you're out here today, starting to see some sheathing and some exterior materials going in place. Uh, which is pretty exciting. So, you really start to get a feel for the scale and size of this thing and how it's going to come together. Uh, just another shot of that same area as the sun's going down. Uh, we looking down the uh, we talk about the west side facing the

054the green space. Um, a lot of the concrete slabs are going in place, a lot of the underground utilities. It's pretty amazing. Um, this will start to give you an idea of what that uh we're calling those project porches and the outdoor uh spaces are going to start to look like. Keep going, Kurt. U as we go inside the building, the the new kind of entrances and we're calling welcome centers. Um again, starting to get a feel for that. Some of the the spaces that are going in there, these neighborhood spaces, if you get a chance to walk um as we take start giving some tours to the space. Um again, just getting an idea of of how these areas are going to start. This one's uh the next zone of steel is going to

055be going up here over the next couple weeks and these spaces will start to take more shape as well. Uh looking in in the uh typical classroom space and uh get an idea with those. The uh the village green which we've talked about all along. This kind of the hub in the heart of the middle school uh twotory space. You get to again get a sense of uh what's going on overhead uh all the areas around it as as the roof and the deck starts to go up is is pretty amazing. So that's that's really starting to come into into play. This learning lab spaces um keep going there. Uh media center kind of library spaces that's starting to get developed and kind of looking out toward the parking lot and then the cafeteria here

056as well. So one thing in the in the what was the existing kitchen kind of servy uh completely gutted a lot of the floors taken out. It's kind of back behind that piece of machinery. So the the new kitchen, the new servery will be completely redone and then tying into this new cafeteria space as well is pretty amazing. Uh the connector there's some scaffolding in place right now that Scans put up to um allow for some temporary access out of the auditorium as events are happening in this space. There's also some construction h going on in the existing auditorium lobby. Um so you can't see it quite as well in these images, but again starting to get a feel for that space, this connector element. We're continuing to meet with uh some folks in the

057foundation and Braves line uh the athletics department, other constituents as we're kind of uh continue to finalize and develop the furniture packages for these spaces and and some of the final decision- making for a couple of those spaces as well. Um it's pretty exciting. So, if we go to the elementary school again, even more so starting to take shape. Um you're seeing a lot of the brick and the block uh volume start to come out of the ground. Uh even the site itself with some of the playground areas and some of the water detention. Um if you if you've been getting dropped off kids there, driven around the back by the church, you see the large volume which will be the new multi-purpose purpose gymnasium uh space, these new entrances. Um again, all that's going

058well. A lot of the steel's going up. Uh the roof structure, again, they're kind of village green central space and and uh even in the last couple days, more of those walls going up. uh the eyab uh some of those elements. There's some classrooms in here. Also, you're starting to see um again just just starting to get a feel for what the the scale of these spaces are going to be, how they tie into the new building. And uh again, same thing with furniture packages and finalizing all those elements as we're getting these buildings pulled together, the new multi-purpose space with the stage, uh which is also starting to come to shape and uh all the elements that make up that new gymnasium performance space. primary school. Uh again, driving by there obviously on uh

059Drake. Uh a lot of the new components of this new addition are going up. The uh concrete slab, steel is going to be coming in here soon. Uh all some of the areas out front. Uh windows being cut into that multi-purpose room, which is which is pretty neat to see. Um but again, you're starting to get a sense of what that that new front is going to look like and how that's going to transform the primary school. and you know talking about all the great programming a little bit ago that happens in the primary school. I think this is only going to enhance that moving forward. Um new entrances uh areas where uh new lobbies and administrative spaces are going to be those spaces are starting to come to into place. Um you know this

060building uh it's an older building. It's complicated. Uh some of these things we just talked about a couple minutes ago. You know as we tear out ceilings and start framing things up uh sometimes we find things we got to adjust. And so that's just an ongoing process. It's not unusual for these kinds of buildings. I think um Scans is doing a great job managing that with their people and working with the administrator and facility folks that are there. Uh auditorium starting to see a lot of duck work and some of the infrastructure going in place in the auditorium to get a feel for what that is. Um those theater packages once we kind of get those finalized are just going to again help enhance these spaces even more with the curtains and the AV and

061the lighting and those kind of things. So uh really amazing. Again, I think the team's um really doing a great job. I think uh we continue to we meet weekly and sometimes multiple times a week uh with Jim and others to um to make sure we're coordinating the work, getting things done, uh keeping progress moving. Uh a lot of these buildings are occupied at the same time. Um and so trying to keep that in play as well and safety of the students and the and the um staff and and so on. They're using these spaces. Um, I know like with the Alice and Wonderland, some of the things have been going on this building. You know, again, trying to keep those things moving and, um, at the same time keeping progress. So, um, I think

062everything in in general just been really great. Everybody doing a great job and just excited to see this thing keep coming out of the ground. >> Chris, thanks. One question, we were really back to the middle school projects in the high school. I know we talked about this a while ago, but do we have irrigation stubbed out for all of the various >> Yeah. So, so one of the Sorry, I didn't mean to cut out. >> Sorry. Sorry, Chris behind you shaking his head. Yes. >> Yeah. Yep. Yeah. That that was one of those allowance pieces that um was put in the GMP as a placeholder and uh we're in the process of finalizing uh that irrigation component and that was something the board asked to um to get put in there and consider. So

063that is something that's >> uh currently included. >> Um in terms of the allowances that you know how you talked about and Chris talked about furniture and stuff. Are we still on target in terms of the finishes and the furniture with such a huge lean time? Are we still in a good place with that in terms of making those allowances? Mr. Kcki, looks like you're going to share. >> Uh, Mr. Nichols, you want to talk about the furniture and timeline? I think we're feeling pretty good about >> We love to talk about furniture. We spend we spend good quality time and we've got great partners when it comes to furniture. Yeah, we ask that question about we meet weekly with our furniture teams. Um, and so we ask that question every week and the feedback

064they're giving us is we are right on schedule. Our goal is to have all the furniture selected in December and so we can put our order together in January. Um, their estimates are that's that's more than enough time to have everything here. It might even be too early, but uh we're going to be early and be ready. So, yes, we're we're getting good feedback from our furniture vendors that we're on schedule >> and we'll be we'll be showcasing those selections and what they look like to you all at the December board meeting. So, you'll have a good view along with the public of what those packages look like. >> One other statement slashquest um two parts to it. Um Mr. Nichols, I know that you have done so much with the whole team around safety,

065security. You know, we've got a great partnership with the rangers who are awesome. I know a lot of uh the investment the community made some of that is around safety and security. If it sometime in the near future I think it would be great if we could have as part of the presentation to be able to share with our stakeholders all that we've done on that. And then the other part was I know when we toured and I know we've been looking at different things but also in the facilities committee talking through a little bit around sort of the what options we might think about in addition to what we've already done around maybe glass hardening and some of those things when we do that walkthrough. That'd be awesome. >> Yeah. And I think the

066community will be really proud of what we're putting in there as far as safety goes. So absolutely we could we could share information about that. >> Anything else for the project team? Thank you as always. >> Thank you everybody. Appreciate it. Thank you. >> Uh next up, board members, what we've all been waiting for, Mr. Mc Davis, our CFO, and our five-year forecast presentation. >> Thank you for that fine introduction, Mr. Kcki. I uh try to do the most entertaining five-year forecast in the state of Ohio. I don't know if I meet those expectations or not, but sure, give it a shot. So, as I put these presentations together in November and May of each year, um I try to think of the things that are most impactful to the district's 5-year forecast and to

067get not just myself thinking about them, but the board members, our administration, and also our community members thinking about what's going to affect our finances over the next five years. So, as part of this year, those three topics I really wanted to focus on as part of this presentation is the levy that we passed in May of 2021 and how that affects the forecast moving forward. Uh the property valuation that's uh going to be happening here soon within Indian Hill, um the school district, and then also the third third factor, inflation, which is on everybody's mind. Um you go out and read your news feed and you can't get through two or three articles without seeing something about inflation. I put together a little calendar of events that are going to happen over the next

068five years that are important to the district. Um the very top there is the November 7th, 2023 board of education election. There's also elections in 25 and 27. So you can see through our 5-year forecast that those are going to be happening quite often. uh the estimated completion of our current construction project will happen on January 1 of 2024 through the fall of that of 2023. The primary school, the elementary school will be opening. We'll have celebrations throughout that fall. Um we will be getting into the new building in November. Um we will be moving in in December and ready for the the students to come back in January. um what that means to the 5-year forecast. While we do have some uh monies that are earmarked for that middle school project and some of

069the other projects, um it is uh shown throughout the forecast. Um what we really want to get is as we come out of this project, we really want to do an inventory of all of those capital expenditures that might be coming up. And I'm talking everything from all of our mechanical equipment to the lights at the high school football field. um anything you can think of. And that way as a as a board and as a financial team, um we can do a lot more forecasting with how we're going to uh keep our our our footprint here first class and first rate and make sure that we're we're on the innovative side of of not just the academics, but also how our facilities are operating as well. Uh June 30th, 2025 will be the expiration

070of the current collective bargaining agreement with IH IHPO. Um we typically begin the uh the process of of exp extending that in late winter, early spring of that year. So we will begin that process around uh January of 2025 to put uh a new collective bargaining in place. uh the November 25 board election, the December 31st, 2026. That's the expiration date of the current expense levy passed in May 21. So, as we move forward through the 5-year forecast, um we will have to have start having plans on what we want to do with that levy, whether we want to renew it, replace it, um not extend it. All of those items will be on the table. Um, I will have a uh a a slide here coming up that'll kind of show how that lays

071out and just how it it moves through our forecast. And then finally, the last one on the list there is December 1, 2027. Um, that'll be the final payment of the 2016 bond refunding. That'll be good news for everybody is that will reduce the millage that's owed on our property taxes. So, here's what I was saying with the levy. Um, I wanted to lay it out in a way that visually explain how this levy moves through our five-year forecast. So, what I've done is I've highlighted two of the fiscal years in orange and then four of them in yellow. And what that represents are the orange years that we collected half of that new levy during that fiscal year. The fiscal year 27 will be the last year we can collect on that levy as

072it exists now. So, that will collect half of that fiscal year. The four yellow highlighted years in the middle represent full collections of that levy. You can see there's a new line there that doesn't show up on any of our previous um forecast. And the reason it is is because that's that line is showing what happens if that levy is not renewed or replaced. So we're essentially moving $1.7 million of revenue from line 10 1.01 down to 11.02. 02 and I will kind of show this as a theme as we move through some of the other slides in the presentation. Any questions on what that means? So, this slide is a is a representation of our revenue sources that we get throughout the district. Um, it's very important to realize that we are what's called

073a property taxdriven income district. Um, as you can see, there are are large to the left there, there are large blue boxes. Those represent property taxes from our real estate. If you look at the lighter blue box, that represents money that is also collected for property taxes, but paid directly from the state of Ohio for rollback and homestead. Um, and then you look at that green box at the top. A significant portion of that box is represented by the tiff that we have on those nine Kenwood properties that are paid through they they pay their taxes in full, but they're paid through Sycamore Township. So, that's simply an accounting thing where we book that into other operational revenue. So, what all of this means is you see a little um yellow yellow colored line there.

074That is our state funding. And added up all of our property taxes together make up about 95% of what we spent, what our revenue in the general fund. State funding, the money we see we receive for educational funding from the state is about 4% and that that number is not going to change anytime soon. As you look at the the smaller blue boxes as you move out to the right, um the one thing I want to point out is the peach box at the top of that that blue one that represents that 1.7 million we talked about in the prior slide of revenue that's going to either need to be replaced, renewed, or not extended. So this is what I talked about uh previously with the state education funds. I also want to uh make

075sure that I let everybody know again less than 2% of our total revenue comes from federal funds. And what that means is many districts have um large large uh they're able to supplant a large amount of their general fund spending with federal funds. That's not available to Indian Hill schools either. So about about 2% or less every year we get from our federal funding. So then we move on to the property valuation and what this what this graph is showing is a historical view of property values here in the district. You can see as we go through the 201 uh 6 through 2010 the property values were up and then in 2012 tax year they go way down. And that was if everybody remembers with the start of the recession, housing market uh crashed, the

076property values went down and you can see them build back slowly over time and then in 2020 we were finally back to where we were back all the way in 2010 2011. So it took about a decade for us to get back to where we were. Now what does that mean for our forecast? This shows some of that history and that line going up. But then you look at tax year 2023 and 2023 is a very important year because it is a re-evaluation year. And what that means is that every six years every every property in Hamilton County gets looked at, it gets revalued, it gets reassessed and placed a new property value. So when that happens in 2023, it's very interesting because as I was putting this together, I had to come up with

077a number that I thought was a good estimate for Indian Hill. And in order to do that, I I talked to people throughout the state. And right now, counties that are going through re-evaluation are looking at 25 30% averages throughout the state. Um those are based on 20 21 22 um sales. Um, and if you remember the sales market in housing as it went through those years, homes were coming out here in Indian Hill with a forale sign, sold at the top, and often had double-digit offers with offers, many offers that were over the asking value. So, what that meant is those those houses were increasing significantly in property value through that time. Now, the market has sort of changed. So, what has happened in just recently is the market began to um have houses

078that were coming out, staying on the market for about 30 days, but we're still selling for a significantly higher amount than what their property value was. Now, as we move forward, we're looking at because of higher interest rates, mortgages are more expensive. Um, so people aren't buying houses as much as they were just a year ago, a year and a half ago. What we can't do with our forecast is look at is try to predict what that means. So what the county auditor has to do, they have to take all that information and give a true value of what those homes would be using the information we have. So, thinking about other areas that are 30% and Hamilton County, if that means a double-digit increase here in Hamilton County, um what's typically happened here in

079Indian Hill is because we have 90% of our property valuation in residential and about 80% of that is the village itself, our our values have traditionally moved on average slower than the c than the county because that typically the village typically moves and property property values slower than the rest of the area, the outlying areas here in Hamilton County. So, what that meant, if you look at 2020 on the graph, so that's about a seven and 7 and 3/4% increase, uh, very high for us. Um, and I took that number based on what the what the average was at Hamilton County at the time, move that forward to 2023, and I came up with the number 10%. I felt like that was a good number to be conservative but at the same time show a

080pretty significant growth. Now what I want to talk about couple of things. What does that property valuation at that time mean to the forecast? First I did the same thing with the years in orange I highlighted the first year that we would collect on that property tax because we we pay our taxes one year in a rears. So, in 2024 calendar year, we will begin to pay our 2023 property taxes. Now, I know I'm starting to say a lot of years and starting starting to get confusing. That's why I'm hoping um the visual helps here. So, in fiscal year 2024, we will collect half of that valuation increase. In 2025, we will collect a full year of that valuation increase. Now, as we talk about property property taxes and how that is revenue for the

081school, now it sounds great that we're getting a 10% increase in property valuations. However, that does not mean the district gets a 10% increase in revenue. And that's put up there in House Bill 920. Um, what happens is as property values go up, the millage on our on our property tax bills goes down and it sort of evens out. Now, we do gain some revenue through what's called an inside millillage. That always stays the same. It's 6.41 mills here in Indian Hill, and that will never change. So, as property values rise, we do see some growth in that. It's actually relatively about a quarter of what the percentage growth of property value is going to be. So, in dollars, it's about one for every 1% of property value growth, we're going to get approximately $70,000

082per year. So you can think of that in terms of if it's 10% growth 700,000 which we've we've put here into the forecast. If it should come back Indian Hill gets a 20% growth it's about $1.4 million per year. So this is a very important part of our forecast moving forward. We got to keep an eye on uh what those property valuations are going to do. So, the final piece of the five-year forecast that I'm really looking at is that inflation value. So, what is inflation doing to our five-year forecast? So, I've put here a graph that shows all of our different categories within the 5-year forecast that we spend money on. So, salaries, benefits, purchase services, materials, and supplies, and capital outlay, and then a few other items that are in there as well.

083You can see our graph growing from left to right is growing. It's increasing with inflation over time. Now, some of the things that are really going to affect our our five-year forecast. We talk about salaries. In 2023, there was a base increase and a and a stipen paid to all staff members. That's our that stipen's already been paid in September. So, as we move forward, you see that big line in 2023 where the graph increases significantly. The reason there's a smaller increase in 2024 is because that stipen now comes out of of the payroll in September. So the increase is incrementally smaller in 2024. We also added some personnel to offset increases to enrollment and grade the lower grades. If you think about enrollment for our school, it's it's a great great story that in

084the time of public schools are decreasing enrollment. Indian Hill continues to go up on a regular basis. Now, what that means for most schools is they would gain more revenue from the state of Ohio through the state funding formula. However, here at Indian Hill, that's a very, very small increase per student here. So, again, we go back to our property taxes, paying for those new students coming in, paying for the new staff that teaches them. We've also added some academic choices and some student enrichment at the higher grade levels. Again, we are trying to to have the best education available, not just in the state of Ohio, but nationally, not just compared to public schools, but compared to private schools as well. Now, the next category is benefits. Uh 2023 saw a great renewal. We

085had a 3.1% renewal. compared to um other sectors of both private and public entities 3.1% people would be climbing out of their chairs to get a renewal like that. So in my forecast I've estimated about 8 to 9% increase in health care for future years. Now where that makes me nervous is am I putting enough in because as we talk about the future of health care um inflation has not hit that benefit yet. And what I mean by that is if you ha if you know somebody who is in health care who that's a profession for them their salaries are increasing nurses are increasing significantly other other support staff for health care are increasing significantly companies like Anthem and Ethna and you and United Healthcare do their contracts two to three to four years long

086with with hospitals with providers. So those con as those contracts expire two to three to four years down the road, they're going to have significant inflationary increases that we aren't going to see as a year-over-year increase. So I'm very nervous about the predictions. If you think about 8 to 9% over the course of a 5-year forecast, um you're looking at about 40% to 45%. Um, and I want I've got to keep a an an eye on that to make sure that those are accurate. Purchase services is the final um expense line I'll talk about. So, a couple of things that are driving the inflation in this particular expense. So, outside services are increasing due to inflation. And what I mean by outside services are uh services we provide to students within our district that we

087are not able to provide. For example, nursing. If a if a student requires a full-time nurse, the district is responsible for paying that expense. Um you think of OTP also tuition for students who receive services outside of the district. So what I just talked about with the increase in nursing, so if we have a full-time nurse for a student, their their salaries are also going up. So our providers can keep getting those people to keep coming in and doing those services for that company because right now they've got a lot of competition with hospitals and everybody else who's raising those salaries consistently. We've also had strategic investment in professional learning that's targeted to the initiatives of our five-year uh IH promise strategic plan. Um these are are especially significant here in fiscal year 23 as

088we are putting it together those initiatives and putting together those different plans. Um we are making sure we get the prof the professional development that our staff needs in order to make sure that those are put in to the best that we can. We're also looking as the as the five years of this forecast goes through the the the timeline that those are expenses that we can control and those will come down as we start to get those initiatives in place. Will need less professional development in order to make sure that they work and function properly. Uh the final thing that I could find the most boring subject to talk about I wanted to talk about utilities. So if you know if you look at your u gas bill, your electric bill, you see them

089going up, you know, they're getting more expensive. Um we think about that right now. We are heating and cooling three buildings. In 2024, we will be heating and cooling four buildings. So that will increase our purchase services as well. That's something we have to think about. At the same time, the percentage of the the amount that we're spending is also going up per each unit of these these utilities. So, there's a lot of things I want to uh make sure that that people are thinking about. Um, as we get to the end, the final slide here shows our revenue expenditures and cash balance over the forecast. As you can see, that budget is balanced um projected through 2026. 2027 we begin to start to creep up with expenditures and we'll also see that peach line

090on our revenue side. Um that is revenue that would potentially we either have to again renew, replace or expire at the end. Uh we're looking at approximately 18.3 million in carryover. Um again topics of conversation moving forward is you know strategic ways of using that 18.3 million. um you know that that's about 130 days of carryover in 2027. So those are strategic conversations we will begin to have as we move forward. So with that, I always love this part of putting my picture up. I'm not sure how we can make that cameo any bigger, but uh somehow it seems to get that way every year. Um are there any questions from the board? >> Mick, thank you. That's always a great and super exciting report to go through. Um, I had gone through the five-year

091report that you forwarded to us last week and I guess my takeaway and really for just anybody who's listening to understand is just how little control we have over revenue in this district. Um, 95 96% is coming from the real estate tax and we can't control the value and when values go up the voted millage goes down. Um, which makes all the more important we pay attention to the expense side of the ledger because we do have some control over that and I know your team is regularly looking out on behalf of the district. Uh so thank you for the report. Um be anxious to see what the real estate values look like next year. Um and we'll go from there. >> Um Nick, I just want to first of all thank you. You do

092actually make this interesting and exciting if that could be. Thank you. >> Um but a couple points that I just like to make. Um first of all, do you at this point what is our per student um income from the state? Do we do you know? >> I don't have that number. It's probably as far as what we get. >> Yes. Per student, >> it's about $400, >> right? And that is a ridiculously low. So, I just want to make the point to the community that we don't we don't depend on the state really at all. Um, so our property tax income is so critical. And you can also see from this, I know that we when we had the bond and operating levy together, it felt like a huge amount of money, but the

093reality is that the operating levy itself is not that much money. It's important and we need it because if that were to go away, if you can see the it's not there, the peach at the top of that bar graph. If that were to go away, the only thing that we could cut would be programming and staff. >> Correct. So that is that is so important to be thinking ahead and how critical that renewal will be or whatever we all decide to do. Um, and then I had one other point. Let's see. State, I think that was it. >> One last question. Echo the comments. Thank you for your energy and putting that all together. And it's important for us to have a good vision for the district, but the people that are watching, how

094conservative is the is the analysis that you put together as far as what you did and looking at the next five years just to kind of give those people an understanding. So what I what I try to do when I create my five-year forecast is obviously to be as accurate as possible. Um I think it's important for everybody looking at that document to um have a sense of that's going to have some accuracy over time. But at the same time um the you know there there is some of other five-year forecasts throughout the state that are produced that have some really you know out of out of reality years four and five. So years four and five, you know, we really try to do the best we can, but at the same time, I want

095to be conservative enough where I am showing something that's accurate, something that's meaningful, but not, you know, but make sure that I try to come in with those numbers above or, you know, where those like for expenditures for example, I want that number to be above and then be better. I feel that's the best way to kind of look at it in those years four and five. >> And is that something we'll we'll add on as far as going forward? Will you continue to have a fiveyear and a year drops off? Maybe a year goes on. >> Yeah, that's the way through the the Ohio Revised Code. That's the way the uh 5-year forecast is presented. We do three years of history and then five years of projection as far as the forecast. Now um

096we are able to analyze of course history preceding that and then at the same time where we talked about capital expenses I really want that to become not just a one through five uh conversation. I really want that to be a 1 through 25 so we can really start to project how much we're going to spend and really get an idea of maybe some other ways that we can um continue to bring revenue into the district um that may be outside of the box that we're we're typically thinking of how to redo our our capital assets each year. >> Thank you. >> Y >> I just want I think Mr. Davis the reason why the picture is so big is because you do such a great job. Um, but I think it's important, you know,

097you're running a $40 million a year business, right? And our business is schools. And I think about, you know, last board meeting, we had Mr. Damado here presenting being recognized as the number one high school in by niche. Think about the strategic plan that was led and what we're doing. Will you share with folks and I'm not advocating for more folks to work underneath you but what is your accounting and finance department look like in terms of number of people that work there? So I right now have uh a payroll person, an accounts payable person, a uh EMIS coordinator which does a lot of the data, student student data. She also does uh registration in the district and then um I have one executive assistant who is about maybe half or threequarters to the treasures

098department and then that's what we we use to run our department. So, I just want to, you know, we get awards for the district for how tight and accurate our finances and accounting are. And I think about from a business perspective, we have these four facilities, a fifth facility, if you think about transportation, and all that's being run with a $40 million budget with that lean of a staff. And so, you guys are really doing great work, you and your team. And just appreciate you guys very much. It's commendable. >> Thank you. I appreciate that. >> Thank you for that, Mr. Marks. And thank you, Mr. Davis for a thorough report. Again, I I would just like to echo what the other board members have said. Uh really impressed. We have one of the most

099accurate 5-year forecasts around every year because of the work that Mick does with the team. And I truly appreciate that Mick works with the cabinet team on a weekly basis uh to make sure that our resources are aligned for our strategic plan and vision initiatives. Uh and he cares about those things and he talks to us about them and that dialogue with principles. The other day I walked by his office and he was taking time with an assistant principal to teach them about budgeting and thinking about forecasting and I can tell you and assure you that that does not happen in many districts at the state of Ohio, but our CFO spends time with his colleagues and we truly appreciate that. >> So I think with a lot of hard work I can get that

100assistant principal to do the May forecast presentation for me. >> Yeah, maybe ask him later. Um, okay. Okay. Any other comments about the 5-year forecast? Moving on to the superintendent report if that's okay, Mr. Telus. Or what? Under uh seven, letter A tonight, we have the approval of a couple of overnight field trips that are coming up in the future uh for quiz team and for basketball programs. Uh letter B is our typical personnel actions with some tuition reimbursements, professional meetings, payments for fall supplementals. Um, we have the approval of a couple of new non-certified staff members, which I'll talk about in a moment. And we have a few retirements resignations uh to approve. Um, if there are no questions, I would ask the board to entertain uh item seven, letters A through B for

101C. >> I would just make a note if anybody's paying attention to this. The boys basketball trip is a self-funded trip from the team. I did ask that question because it was kind of expensive. >> Yes. and and this is this is expected to be a new annual effort um that our new head coach Ricardo Hill and the program have brought uh which I think uh the students and parents are very excited about. >> That's because we're getting ready to dominate our league. >> That's right. Starting now. >> Is there a motion to approve? >> Motion. >> Second. >> Mr. Mr. Summer >> I. >> Mr. Marks. >> Yes. >> Mrs. >> I. >> Mrs. Singh. >> Yes. >> Mr. Tullus. >> Yes. >> Thank you. Uh members, I would just like to point out

102before we move on to the treasures report, um two of the new staff members we want to welcome to Indian Hill uh that'll be joining us are our two new executive administrative assistants uh Jennifer Burton and Rachel Price. They'll be beginning after the holiday uh weekend. We have uh I want to just give a kudos to um the head of operations and everything again, Mr. Nichols, who helps us with our human resources and got the team to work together to do one of the most efficient searches for two people I've ever seen in public education over the last four and a half to five weeks so that we could identify key personnel in our district office to work with the team. And I think it was a cut-throat competition for amazing talent in the pool

103and we found two people we're really excited to have join us. So, welcome to Jennifer and Rachel. I know that the uh district office team is excited for that week after the holidays. >> That's my report. Thank you, Mr. Kcki. Back to Mr. Davis for the treasures report. >> Thank you for my report this evening. I'd like to approve the minutes of the October 18, 2022 meeting. approve the financial reports for the month ending October 31st, 2022. Um, a little learning session for the board. We have not had one of these um since the three new board members came on in January. Um, what these are are called a now and then invoice. Um, it simply means that um we did not do the purchasing uh purchasing of this particular item in the proper order.

104So that proper order is a requisition purchase order and then we order the service. the service is done. The invoice comes in, we pay for it. That was not done for this particular service. So, if it's over $3,000, the Ohio Revised Code um says the board can authorize the payment of that and a now and then invoice. So, that's what we have here this evening. Uh the first one in calendar year 2023, Jason uh learning teacher training workshop, $5,500. Item D is to approve the following construction contract. American Sound and Electronics Incorporated for the primary school intercom system. Um this is actually outside of Scansa's contract. This is directly entered to with the district. Um item E and F are items that we do each year around this time. The first is to request uh

105the county auditor to make advanced payment of taxes so that way we can get them before they're all collected. Uh item F is the author authorization to file a modified tax budget for the 23 24 fiscal year. Um as we do this, you'll see some improve up some things to approve in January in order to get this done. Those go back and forth between the county auditor and myself. And then we get the uh I believe in about March or April the uh issue to approve those rates. And item G is the approval of the 5-year forecast with the presentation that you heard above. Item H is a change of appropriations as stated. Um you can see item four as we got that um our lease purchase in place. We're increasing the amount that we

106appropriated for that fund. Um the other items are uh grant funds and a severance fund which is funded from general fund benefits. Um, we just simply had more payments this year than I anticipated. Um, item I is the acceptance of donations. There are four of those this month. Uh, the PTO donated for spotlight funds for art and music, $947.69 each. Uh, the boosters had IH Primary, the Brick Motion essential Lego kits, $5,000. Uh, the high the boosters donated to the high school for a student scholarship, $2,000. As always, we are we're always very appreciative of those donations and how they supplement our learning and our activities and all the great things we do here in the district. So, with that, I will stop and ask for approval of treasures report A through I and we

107will finish with Jay here in a moment. >> Make a motion to approve items A through I. >> Second, >> Mr. Marks. >> Yes. >> Mr. Solo. >> Yes. Mrs. Iikultz, >> I >> Mrs. Singh, >> yes. >> Mr. Toss, >> yes. >> Thank you. And then we'll we'll go to item J. This is another one of those now and then invoices. Um what this one is is this was part of a grant fund um that we paid back in 2001. You can see the date of the payment was October 8, 2021. Um, our state auditors asked for some information and I caught this in the process of giving it to them. So, well, now what I'm doing is I like to call it putting the toothpaste back in the tube. I found the error.

108Those people that the the great folks that work for me, we process over 10,000 transactions a year. So, to have a have a few mistakes, it's understandable. And I I I hate to point them out here at a public meeting, but in this case, I have to. Um this is just simply doing it in a rears. Um this is for WCNSM Enterprises. It was for a Wel Air Protect 900W. The date of that payment was October 8th, 2021 and that amount was 4,688. I ask for a motion to approve that. >> So moved. >> Second. >> Mrs. Zikols. >> I. >> Mrs. Sing. >> Yes. >> Mr. Marks. Mr. Summer. >> Yes, >> Mr. Tullus. >> Yes. >> That concludes my report for this evening. Thank you very much. >> Thank you, Mr. Davis. Uh

109Mr. Ki, you want to roll through the policy updates? >> Uh yeah, the next part number nine. This is the second reading of our um package of Neil policy updates. Again, I have no uh uh questions or comments over the last month, and we've all reviewed those policies at this time. So, asking the board to approve the slate of 9 A through R. Make a motion approve 9 A through R. >> Second. >> Mr. Marks. >> Yes. >> Mrs. Sing. >> Yes. >> Mr. Solo. >> Yes. >> Mrs. Zikols. >> Hi. >> Mr. Telus. >> Yes. Thank you. Uh, do we have any other business? Mr. Kcki, Mr. Davis, Mr. Nichols, Dr. Stewart. >> I just want to thank the primary building again. Yeah, >> for all that you guys did. It's awesome. I'm excited

110about that opportunity. And I've got one coming. It'll probably need some intervention. So, that'd be good. >> Hearing no other business. Is there a motion to adjurnn? >> Yes. >> Second. >> All in favor? >> I >> Thank you everyone. Thank you.