001Okay, we are meeting to review the new monthly financial statements. Amanda, over to you. >> Um, okay. Yeah. So the purpose is yeah to uh review the updated financial statements um collect any input that you all have on them and answer any questions that you may have. So it's kind of a lot of information. I'll start um the pages are in order and how we will go over them. So we can just start with that first page uh which is the general fund revenue. So, what you're looking at is a um it's basically from our our fiscal year starts July 1, ends June 30th. So, you're looking at from July 1 through December 31st because we're always going to go through the last day of the month, obviously. So, um we really liked these financial
002statements because what they do is they give you a little more info about what you're looking at. So these particular ones give you two prior years of exactly where we were um with revenue in each of these particular sources, the local, state, and all other sources at this point in time last year and at this point in time two years ago. So it gives you a little bit of a better idea about where we really are and kind of what that means. So, uh, up at the top, um, year-to- date local sources, you see that, uh, 4.755 number. Um, what that's saying is that we have collected from July 1st, um, of 2025 through December 31st of 2025, we have collected uh, $4,755,69 in local sources. Um, so that's going to be um your taxes
003basically. Um, and so that is 88% of what we budgeted. Now, that sounds like a lot so far at this point in the year, but it's really not because we um it's pretty much right on target because we actually just collected uh the November payment for taxes, which as everybody knows who owns a home, you know, now is when property taxes come in and you pay your property taxes. So, those have just now been dispersed to school districts um last month. So, we're pretty much right on par for that. Um, going over to the right, year-to- date state sources, 2.8 million. That's 59% of what we budgeted. Going over a little farther to the right, year-to- date all other sources. So, that is going to include our beginning fund balance. Um, and any of the
004the 2,000 and 4,000 sources of revenue as well. Um so any um intermediate revenue and any um federal revenue into the general fund which we don't get a lot of. So what you're looking at in these graphs is if you start with that local sources. So you're looking at that yellow line that says 911. So that is what we had collected in 2024 at this point in the year. and then so on. You can kind of go over 2025 we had collected 4.7 22 um and 2026 right now we collected 4.755. So you can kind of see our local sources you know are fairly flat. We've increased a little bit which is good. Um state sources same exact format and then all other sources um same exact format. And in all other sources, you see
005it going the opposite direction. We collected more in the um two years prior, a little bit less last year, and less this year. Um and that's coming from the beginning fund balance lowering each year as we expected. Um so that's why you see the decrease there. Uh yes, it's because our beginning fund balance each year has been going down. So 2023 it was like 5.2 million and then 2024 it was 4.6 and then now this year it was 3.6. So each year our beginning fund balance is going down. Yes. Yes, that is that is correct. >> Is some of that the federal money that is decreasing or is that going to show up next year? >> Federal money is so this is more this is general fund. So you will see that hit the general
006fund but more so federal funds are going to be in the the 200. So the special revenues like the title funds um things like that which is outside of the general revenue. However, when federal funds go down, say we get less in title, um then we're going to have to spend more in general funds. So, it is going to impact. And yes, we we did receive less uh federal funds in special revenue this year. So, we have had to, you know, spend a little bit more in general fund to help make up for that. If that makes sense. Did I answer that question? Okay. [snorts] Um Okay. So, going down a little bit, same page. I'm just going to briefly try and touch on these things. Um, I think it's pretty self-explanatory. Just talks about
007year-to- date amount, current amount, um, what the annual budget is, and what percentage of the budget um, that we have the budgeted amount that we have collected for that. So, for instance, in that local revenue, you see um, that we've collected 93%. Um that again that's only because we just got our um our local taxes. So that's a that's where we would expect to be right now for that which is great. Um so uh moving down we have there's local revenue, intermediate revenue, state revenue, federal revenue. So these are the ones that are going into the general fund of these of these items. So local revenue would be your taxes. Um intermediate revenue would be your um county school funds, your heavy equipment um fees that we receive, which aren't much. Um and then any
008state or um state revenue or federal revenue that goes in there. Um going down. So this is to answer the question a little bit more. Beginning fund balance. This is where you see the past history of our beginning fund balances. So um in the previous year our beginning fund balance was 4.6 million this year 3.6 million. So that's why you see that graph up at the upper right hand side going downward. So no good question. Um the other revenue so you see other revenue and it says 77,290 for current year-to-ate amount. What that is, this is kind of a special situation. What that is is a payment from PACE, uh, our insurance company from when, uh, Harbor Lights gym floor um, was flooded. So, PACE gives us, um, they gave us money to towards helping
009to fix that. Um, and this is where the auditor wanted that coded is into other revenue. And as you'll see on the next page, you'll see where that went out to pay for the gym payment. But that is what that 77,000 is. Good question. Um so we went over the beginning fund balance and then total resources right underneath there that just um tells you the total resources. Last year um we had collected 11,935 um $20. This year um to date we collected 11,357 uh 671. So a little bit lower as we expect. Um, and then moving down, this is one thing I wanted to highlight with these particular financial statements is you see this revenue insight. Does everybody see where that is? Uh, these are fantastic. It kind of explains a little bit about what
010you're seeing here. So, this is telling you the general fund source 5400 has been removed. So, 5,400 is our beginning fund balance. So, it's it's removing that and then it's giving you insight on what what you're reading from above. So, it's saying general fund um beginning fund balance removed. Here's what you're seeing. Here's the changes you're seeing. So, it's saying year-to- date revenues totaled 7,694,881 through December of 2025, which is 421,376 or 5.5% more than the amount received last year for this period. The year-to- date difference is driven by, and it tells you, this is what I love about these, um, driven by an increase in 300 to 399 state sources, um, which is our state school fund, an increase in the 5,000 to 599 objects of 77,290, and again, that's that payment from PACE
011that we received for the gym floor. um and an increase in [sighs] uh 1,00 to 199 local sources, which is our local taxes. So, I really love this portion of it because it gives you a little bit of insight on, you know, what it is you're looking at and explains it a little bit more. Uh so, moving down, this is something else I wanted to point out here. Um you see general fund balance down at the bottom. previous year. So last year at this point in time our general fund current balance was 7,423736. This year at this point in time it is 6,967498. So that seems like a large number which again it's not because we just received that uh the local taxes. So we just received that big bulk of money to get us
012through to the end of the year. So, that's going to be going down each month when you see this. It's going to be going down. So, we're at the point right now where it looks nice, but it won't last, unfortunately. Um, so yeah, I did want to point that out. That that will not be our ending fund balance. That is what we are at currently right now. Um, okay. I think that's it for that page unless anybody has any questions on the revenue portion. Good. Okay. Okay. Moving on to the next page. Um, same exact Sure. Yeah. >> When you say that this will be going down the current year to date amount, >> is that going to go down in the amount that we approve to pay at the board meetings or will it
013be going down in other ways as well? You know, when we pay the bills, >> it'll Yes, it'll it'll be going down based upon what has been appropriated by the board. So any expenditures that have been already approved by the board for instance um at the beginning when we um when you adopt the budget you adopt um at certain appropriations. So you'll adopt the at each level like 1,000 2,000. So 1,00 would be like all of the um uh the salaries for um instructional purposes and then 2,000s would be all of the um we'll go over all that but it's going to go down based upon what has been appropriated to spend. So mainly like salaries and consumable supplies and all of that. Um it's not going to >> Did I answer a question? Yes.
014No, that's okay. [laughter] because I I think we can see that go down as we pay the bills each month. Almost in that exact amount. >> Exactly. Yes. Yes, >> we're exactly right. >> Um, okay. So, the next page, general fund expenses. Um, and like I said, same format. So, up in the upper right hand side, you'll see year-to- date salaries and benefits. Um, 3,536 424. and that is currently 33% of what we budgeted. Um, this that does not include incumbrances, meaning what we need to pay in salaries and benefits throughout the rest of the year. Um, and we'll get to that here in just a minute. And then over to the right a little bit, year-to- date purchased services, um, we're at 32% of the budget. And then year-to- date supplies and materials, 27%
015of the budget. Um so going down to those graphs again you have your two years um your two prior years for context kind of saying showing where we were um if you look at that uh to the far left that orange color 2024 that is where we were um with salaries and benefits going over to the right in the gray and then over to the right one more 2026. So, as you can see, salaries and benefits are, as expected, going up each year. Um, 300 uh purchase services, that's kind of, you know, been up and down here and there, but um and supplies and materials, as expected, those are going up. Uh so going down a little bit to the salaries, it shows you exactly um exactly the salaries where we um where we were
016previously, which at this point last year we had spent um 1.8 million, now we're at 1.9 million. Um, going down a little bit, benefits, it talks about retirement, um, which would be PERS, employee insurance, which is our OB, and then all other benefits, which is, you know, like our paid leave Oregon, our unemployment, Medicare, etc. Um, so that's what those are and where we were last year, where we are this year. Um other expenditures uh so purchase services what those include that's um are water, electricity, garbage, um audit services, travel budgets, um anything like that is in purchase services. So um supplies and materials, that's pretty self-explanatory. Capital outlay. So, here's where um cuz generally we don't have a lot of capital outlay in the general fund, but this year we do. You see 61,271
017there. Uh that is because that was the final amount of payment that we needed to pay for the Harbor Lights gym floor. So, generally you won't see a lot of capital outlay in the general fund, but this year um because of how the auditors want it recorded um you you see that there. So, that's what that is. So, and it does show, you know, obviously well over budget. Um, which is [clears throat] okay. That's where our auditors wanted that coded. So, we're good there. Um, other objects. So, that would be like our liability insurance, our dues and fees that schools and um and everyone needs to pay for certain things. Um, and then transfers. So this year um we budgeted 432,819 for for transfers. So that would mean a transfer from the general fund to
018another fund and generally that's going to be either a 200 fund which is special revenue fund or to like a capital projects or something. So this year in the adopted budget we have um budgeted transfers to food service which we do every year because our food service we don't get enough revenue to cover it. So we have to transfer out of the general fund to to food service to cover that deficit. Um and then the other thing that was budgeted was for transportation equipment fund which we have in fund 220. Um and that is to go towards um bus payments, interest, um anything having to do with transportation vehicles. Um going down contingencies, uh this year we have budgeted 415,2001 for contingencies. That is something we hopefully will never have to touch. That's just for
019emergency purposes. So fingers crossed that's just going to stay right where it's at and then we'll be able to budget for whatever we can afford to budget there next year. And then um so again in the same format you see that expense insights down at the bottom. So general fund year-to- date expenses uh totaled 4,390,173 through December of 2025 which is $121,111 or 2.8% 8% less than the amount spent last year for this period. The year-to-ate difference is driven by a decrease in 700 to 799 transfers of 48,405 and an increase in salaries of 105,000 and an increase in other objects of 72,000. So I'll explain what those are. Um so the starting up at the top um so the year-to- date difference driven by 700 to 799 transfers of 408 405. What that is
020is that 408,000 that was budgeted uh the prior year for um a transfer um from the general fund that was special revenue in the general fund that needed to be transferred out of the general fund because it's restricted revenue. special revenue. Um so that got transferred last year at the beginning of the year um to fund 254 which is where it still is. So there are a bunch of different um donation type grants in there. So that's that's what that 48,000 is. Um and then an increase in salaries of 105,000. That's self-explanatory. Um and then an increase in 600 to 699 other objects of 72,743. Um and what that is that is um mainly liability insurance like our insurance went up quite a bit this year for you know through PACE. It's you know all
021of for buildings and vehicles and all of that. So that's the that was the main driving factor for the increase center. Um any questions on this page? Okay. All right. Moving on. Um, this one I'll go over a little bit um more quickly, but what this is is this is showing you a revenue breakdown in the general fund um with just a little bit more detail. So, these this page and the next page, this is what um I've been um doing every month and I give this to Shauna and we kind of go over it. any questions? Um, and it just kind of breaks it down in a little bit more detail so we can see where we are with each of these functions. So, this is revenue for, you know, current year's taxes, prior
022year's taxes, interest, um, etc. You can kind of just go down and you can see exactly what was budgeted, um, what was collected yearto date, what's projected to be collected, and then the total. So, I like this sheet. Um, this is just one I've I've done since I've started this job. Um, because you can kind of play around with it a little bit with the with what you're projecting. So, say for instance, um, we have an adjustment in the state school fund and we need to think like, okay, we have we have less we have a decrease in students. We know we're going to be getting less money in the state school fund. um we can we can estimate for that and project so that way at the end of the year we're not slammed
023with a big you know $200 or $300,000 deficit in the state school fund um payment. So this kind of just helps us project um where we are what's going on with the revenue and what we're expecting in the future. Uh, so going down at the bottom, um, the only other thing I wanted to point out on this page is you see down at the bottom other sources and then you see 5400 twice. Does everybody see where that one is? So the top one it says beginning cash fund 100 and beginning cash fund 101. So um, beginning fund cash 100, that's just our normal general fund. Um several years ago it was broken out I believe for the first time in the 23 24 budget. Um 200,000 was moved to fund 101 for curriculum rotation. So
024that way the district always had that little bit set aside because curriculum is extremely expensive. Um and there's not always room for it when we need to adopt new curriculum. So that was uh something that was done in 2324 to just kind of help plan for that a little bit better. Um, so that's what fund 101 is and um $200,000 is uh is there currently. So with the beginning fund balance total in the general fund and 101, um those two add up to um to the 3.6 million that you saw on the prior sheets. So those two are broken out there just so we can keep track of those. if we end up spending um money in fund 101 then it'll it'll track you know exactly where we are with that. So um as you
025can see the budget 13,518,241 that's our budgeted revenues and you'll see on the next page that's also our budgeted expenditures because those have to match in budget. So moving on to the next page, it looks very similar, but this is the expenditures that are broken down um kind of same way. We have, you know, instruction. So we have primary, elementary, middle, junior high, high school, etc. You can see um how the instruction functions are broken down there, what we budgeted, where we are year to date, what's been encumbered um in those functions. meaning any salaries, benefits, um anything that we're expected to pay throughout the year, those have been encumbered so we don't get a big surprise. We track those. So at the beginning of the year, all payroll possible um is encumbered. We're always
026going to get time sheets and, you know, extra things for activities. So, not everything is going to be there, but we do our best to encumber everything um that we [clears throat] know of and that way we can, you know, plan better for the end of the year. So, that's where encumber that's what encumbered is. Um requisitions, those are just um purchases or um fees, anything that's been encumbered uh or anything that's that's in the requisition process and it hasn't quite become an actual encumbrance yet. So, sometimes you'll see something in there that just means it's going to be encumbered. [snorts] Uh, and then you'll see, you know, the total, that's everything. So, that's going to take your year-to- date amount, the encumbered amount, and the requisitions, and that's going to be your total incumbred
027amount. Um, and then, um, this is this is the the most important thing I think I wanted to point out on this sheet, um, to you all is that when we do, um, when you adopt the budget each year, you adopt it at the function level. So, you'll adopt it, the appropriations are 1,000 levels, 2,000 levels, 3,000 levels, etc. So, that's what the auditor looks at each year. Are you guys staying for the general fund? And they do this for each fund, but so for the general fund, are you staying within what the board appropriated for the 10,00 levels, for the 2,00 levels, for every level? So that's what they look at. They don't look at each tiny line item. They look at the instruction for instance. So all your 1000s. So you'll see over
028to the right here, committed, 76.5% of instruction in the general fund has been committed, meaning it's been encumbered. we know we're going to spend that and it's probably majority on salary and benefits. Um however that that is what we need to watch. So um if that gets up over 100% then we're going to need to do um either a supple depending on how much over either a supplemental budget or we're going to have to do some sort of resolution to you know move um some appropriations from like a 2000 level to a 1000 level or vice versa. So this is what um this is what we kind of go over each month and just make sure like are we staying within what the board appropriated to spend. So this is this is one of my
029favorite tracking sheets. Um so as you can see 76% committed for the instruction level 1000s um 79.4 54% for the 2000 levels um etc. You can kind of go down. So right now right now we're in fine shape as far as what was appropriated. So I think this is an important sheet um for for all of you to kind of just look at and kind of see where are we um as far as what was appropriated and you know do we need to start looking at something? Do we need you know are we getting close to going over in you know instruction or debt service or something like that. So I really like this one. Um, so speaking of debt service down at the bottom there, that's what So debt service in the general fund,
030that's going to be cop copier contracts. Um, transfer of funds, that's what uh I was talking about earlier. That 432,819 transfer of funds that was budgeted, that's the um the budgeted transfer that we were talking about that would go to food food service and um transportation equipment um as needed. So that's what that is. Um, [sighs] and then as said before, the operating contingency, we don't touch that. We leave that alone unless it's an emergency. And we have one more. Any questions on the expenditures page? Nope. Okay. All right. So, last but not least, um, we are on to, um, this would be our, um, this helps track our special revenue. So, grant funds um and then our debt service and our capital project fund. So, what you're looking at here is um over to
031the left you see the fund number. So, for instance, starting at the top uh title one is 2011 and it just gives you a little information about um you know the the ending date of that grant, the grant amount, grant co that's carryover. So th what this is saying um is that this year for title one the grant amount the 2526 grant amount that we received um was $387,69 but we had $12,87089 of carryover from title one from the prior year which we try to we try to have a little bit of carryover to get us through that first part until we get that first dispersement. Um so that's good. And then amount, that's just adding those two together. So in title one funds this year, um that 399876 is what we're dealing with for
032this year. And then going over to the right a little bit, you see year-toate revenue. That means grant claims that we've placed and OD has reimbured us. um projected. That's just projecting um what we are going to receive in grant claims um for Title One this year. And then going uh over to the right a little bit farther um we have year-to-ate expenditures. So you see that 133,88079. That's how much has been spent in Title One year to date expenditures encumbered. That's exactly what we were talking about from the prior sheets. That's going to be your salaries, benefits, um purchases that aren't uh fully closed out yet. So, anything that's, you know, been encumbered but not yet paid. Um and then, um over to the right, you see the balance. So, for instance, in title
033one, 23,14839. So that's what we have right now uh left over in title one after you take into account everything that's been encumbered cuz we always want to think okay well we we know we're have we have certain people charged to title one we know that you know per their contract or you know per the way the year is going to go this is what we are going to be paying them. So once all that is said and done, the balance that we have left over to either um add something to the um the grant budget because there's especially in title one, there are certain other things that you can um you know potentially charge there if you end up having enough overage. Um or you can plan for how you're going to use that
034for carryover for the next year so you can properly plan and get through until you get that first dispersement of title one. So we do want to have a little bit of a carryover if possible at the end of this year um for that. So it just kind of depends on what grant you're looking at um whether you want to balance. So um for instance, if you you know go down a little bit to um like early literacy for instance, you know what? Let's not do that one. Let's do this one. So student investment account, that's one of our big ones. SIA. So that's fun 217. you see the end date of 6:30 2026. So that one at the end of this year, we want that to be zero because it's ending. We're not going
035to leave a penny on the table if if we can avoid it. So certain certain grants we want to be totally zeroed out at the end of the year and you know get to wherever we can possibly use them and benefit from them um for you know students, programs, etc. And then there are other grants where you kind of need to strategically plan, you know, hopefully for a little bit of carryover to get you through. So, um, so the top part, those are our grants. Um, and over to the right in notes. Um, we've made some notes just talking a little bit about what those grants are used for. So, that helps explain so you can kind of see where those funds are going. Um, going down a little bit more, nonood funds. So non
036um non OD funds would be our our transportation equipment replacement fund which I've talked about a couple times that we um that we budget transfers there sometimes that's for our uh buses and vans etc. um food service, self-explanatory. Um student body funds 250. So that's where we have all all three schools, that's the fund that all three of the schools student body funds is under. Um and then we have the donation funds. So Ocean Crest uh their fund number for donation 251, Harbor Lights 252, etc. Um and then that 254 that's where that uh that 48,000 was budgeted and transferred back in 24 the very beginning of 2425 um to get those out of the general fund um as recommended by the auditor. So um so that's those and then below a little bit uh
037we have debt service which is fund 300. Uh that is the account that we use to pay our um our [sighs] debt service audit. So, it's just anything um any uh principal and interest towards the bond is where that comes from. Um and then capital projects fund. So, that includes our capital projects and our bond. They're both in fund 400. Um and consequently, I just talked to our auditor about this. Um and they said perfect, like we can do this. Um, fund 400 right now has both of those in it. So, it was recommended to me by somebody else to potentially split them so that way it's easier to track. So, the bond would be in fund 400 and then our capital projects would be in fund 410. So, the auditor thought that was a
038good idea and said we could do it. Um we have not done that yet but that's something that you know may in the future happen for easier tracking of you know interest and expenditures etc. Um but uh yeah other than that yeah and that's where uh so that fund 400 right now that's um I made a little note here that is where our um construction excise tax is going into and it's separated everything's separated by a sub area at the very end so that way we can track kind of where things are. But I think that wraps that one up. Any questions on that lovely material. [laughter] Okay, thank you. Oh, thank you. Do so after reviewing all that is that going to be too much info, not enough info, any >> the the point
039of this was so that this is how we will get the budget pages from now on in our packet so we can figure it out. Okay. >> Correct. Yeah. Yeah. Just just to be able to explain what it is you're seeing in the word packet. Um because I know it's a lot of information and um it's you know once it's explained it it makes sense but when you just look at it it's kind of hard to discern what it is you're looking at. So >> leave it to interpretation for you guys to figure out. So we didn't want to blindly lead you. So these are this is part of um our new format that the district has uh adopted into it. We've been playing with it for a while and it just was a little
040early to put it in front of you before now just because we were still learning. Well, not me. She was still learning. We is after fact you know. Um so that's why when Amanda talked there was other months that we said but it just we needed a little bit more time. So yeah this is how it will be and it feels real clear and this is something that we hope that we can put like on the website with explanation at some point too. Um, and then because it is public record, all this is public record. And then hopefully there is some other gadgets that I really like in there and um I'm hoping that we'll be able to use those as time goes on too. I actually saw this at one of the conferences and
041um I sent a picture. I feel sorry for them because they always get like do we do this? Can we do this? You know, kind of thing. And this was uh another district used this that was in a really um bad situation financially and and adopted this so they could see the ongoing of the improvement areas or the areas they needed to improve and it just was so clear and once it's explained to you because this system has so many things that we can do with it. We I haven't learned hardly any of it. And I know Amanda's eye has got to be just like all the time cuz everything's so small and tiny, but yet there's so many things to do. But I just thought this would be great. And you can put your
042own colors in it. So it makes it ours. Um this will be great in the future for like when you go to do a bond or anything like that because they have all different kinds of resources within there to do financial graphs and things like that. I'm a graph person. I like visuals. This is a very nice visual. Thank you. You do such a great job. >> This be the only time that you talk us through like this or can you do this every month for a while? >> Yeah, you can always ask you can always ask questions and as we're you know going through I'm happy to you know go through whatever page you want during the board meeting and um and ask any questions. So absolutely. Yeah. as long as as long as
043you guys need to. And you're always welcome to come in too if you have any particular questions, you know, in between times. >> Will you have will you have things like this for the budget meetings? >> Yes, lots of them. Um [laughter] [gasps] um I have to figure out, you know, exactly which ones, you know, how we're going to be putting that together. But yeah, hopefully this year for the budget meetings, you know, we'll be able to have, you know, incorporate a lot more graphs and, you know, easy to understand formats of, you know, what's being budgeted where, where it was last year, etc. So, so yes, hopefully, yeah, lots of >> Thank you for the vision and thank you for implementation of this. This the first time I didn't have to hold my laptop
044at a finding angle. [laughter] >> You are welcome. >> Oh, I know. Well, this is great. Thank you. You're welcome. >> Thank you for the explanation and holding our hands all the time when it comes to this. We are may have a motion to adjurnn. >> I make a motion to adjurnn. >> All those in favor? >> Oh, sorry. Second. [laughter] All those in favor? Passes unanimously. Thank you.