001Welcome everybody. I aliance to the flag of the United States of America and to the stands one nation indivisible with liberty and justice for all. I am unhappy to announce that once more we have lost what one of our students in Lancaster County this time at Donnie Eagle. Uh it tears my heart out every time I read about a young person uh dying this way. But will you please join me in a moment of silence and respect for Joy Williams and the family and friends he leaves behind. Thank you. Mrs. Martin, may we have attendance? We have seven school directors present tonight. Mr. Gensel and Mr. Hurst are absent. >> I would note in attendance are the board officers, vice president, secretary and treasur, the superintendent, and the administrative cabinet. This is our work session,
002the first of two monthly meetings at which we receive most of theformational presentations as well as discuss and deliberate future decisions. There are also some action voting items required on timely issues or to meet time restrain deadline. Our meetings observe all legal requirements and and our of school of school code and our district policies to the best of our understanding and ability. All agendas and related public documents are available on the district website. Are there any changes to the agendas, deletions, additions, or corrections? >> There is not. >> If not, I would accept a motion to approve the agenda. >> Motion to approve the agenda. >> Second. >> All those in favor say I. >> I. >> Opposed to abstensions. If not, we approve the agenda. And we will start with the superintendent's comments. >>
003All right. Good evening everyone. Uh few updates from around the district. I I typically don't comment too often on athletics. Uh but it's been a great fall season and just wanted to point out we've had three of our teams already win the the section 2 regular season. We our golf team, our boys soccer, and our girls uh field hockey uh to go on the Lancaster Lebanon League playoffs. Uh and our football team, as most people are aware, is doing pretty well to still undefeated. So should have a hopefully have a fourth team there winning a a fall uh section 2 regular season championship. Uh hopefully all of you saw in Lancaster online last week there was a really nice article on our boys soccer coach Dave Hartlo for his 300th win. Uh as you know
004Mr. Hartlo's a teacher at our high school and uh been a coach for I believe about 25 years in the district. So a really nice write up on him. Uh on the other end of the spectrum, uh if if you did uh see our the Buckskin blast that went out last week uh that Katie sent out, I encourage you to look at it. Uh our Leola PreK students made the news. They were on WGA for the morning wakeup call. So really encourage you to check that out if you if you have a chance. Uh and then today we had our common ground conference uh in the district. Our all of our teachers participated in over 30 different presentations that took place throughout the day on topics on things from a variety of topics. Everything from
005AI to uh yoga for teachers to intellectual engagement, STEM related topics, poverty and homelessness. It was just just a great day. Really well organized. So kudos to Dr. Koser and her team and a whole whole bunch of people who work behind the scenes to pull it off. It it was a really big event. Uh and got a lot of positive feedback from our teachers on that today. Uh remind the community that this Wednesday is our community bonfire. A big annual event we have leading up to homecoming weekend this weekend. So a big big weekend around here. And one final uh piece of information. This is just specifically for the school board. Uh a reminder, November 18th is the Saxton Stump Education Law Breakfast. if any of you would like to attend. Uh we did get
006a little bit more information on it. I believe I shared the save the date a while back, but uh the topics this year are going to be parental optout rights and generative AI policym. So two pretty important topics right now uh that they'll be focusing on. So if you're uh it's 7:30 in the morning on November 18th. If you'd like to attend, just let Maryland know and we'll get everybody RSVPd. That concludes my report. Are there any comments from the board on district activities? >> Well, I'd also mention that even though we only have a couple more members that qualify, uh, three of our districts had their old dad's present breakfast, uh, and that was started, I can't believe it was 15 years ago at Brownstown and it's still going on to two other elementary
007schools. also uh presented was a uh a co-op between uh the siege bridging the gap and our pupil services on IEPs and 501 plans and uh Dr. Hartman already mentioned the upcoming bonfire. This is the next the time in the agenda if anyone in the public would like to address an agenda item. If not, we'll move right on to the review of the BAA grants. Mrs. Myers. I'm back. Okay, we only have two this time. Um, the first one is from track and field. They put in for a request for um tents. Unfortunately, last track season um you would have thought was football season with the weather and the wind. So, they got pretty damaged um where they're completely bent so they don't really stand up the right way. So, they wanted to go with
008the easy up and it came as a complete package uh which is quote number three if you go down. Yeah, quote number three. So, it was quite a cost difference for that one as well. So, that was a good choice. So, we approved that one. And then the other one um comes from Miss Maggie at Bowling. uh she would like to finally get a tablet so she can video what they're doing at um practices and what they're doing at their games when they're in the different bowling alleys and be able to use it all the time. And that was I just told Janet whichever one works easier because it's all the same price across the board. >> Questions or comments? If not, we'll put this on the consent agenda. >> Do you need them approved
009tonight? >> No, they said that they'll do it next week. Okay. >> Yeah. No, it's No, because we we'll be back next month. >> Okay. >> Yeah. >> Okay. Thank you. >> Question. >> Oh, >> for me. >> Yeah. After I mute, they always have a question. So, sit back down and get comfortable. >> Oh, not necessarily for you for a I keep forgetting how this works with the grants. this one and >> put your mic on >> and the um the CBD whatever that Jerry Hkin is with. Is there a specific budget for this? >> No, it's uh for for the education foundation um they provide us with money. We spend it specifically on the grants that work. There's no specific budget for us. Okay. >> It's a wash that's out. >> Okay. And
010for for these for the Buckskin Alliance, >> we do fundraisers and stuff. >> Yes, >> we do fundraisers. That's the craft show and the Harlem Wizards and then we get portions of the um participation fees and the light rentals and what else am I miss? There's a couple other things in there. So, we our craft show and our um wizard game and it used to be the elimination dinner. Things like that we would be put into that. I have a I'm doing an update this evening on the finances for 2425 and I have a slide that I can point out to you that'll show you some of the breakdown of all the different funds and that'll answer your question. >> Thank you. >> Like I said, I just I need to be reminded. >> Sure.
011>> I think your question is is it taxpayer funded? >> The answer is no. >> It is not taxpayer funded. They funded themselves. And I think to add to that because I think it's an excellent question. It does get confusing. Typically in a lot of organizations like this like the the BAA and CVEF they're not they're outside organizations. They're their own organizations. The only reason that we even go for schoolboard approval is and correct me if I'm wrong because we kind of take we allow them to use our accounts. >> Like the money passes through our accounts but it's really their own fundraising. >> Yeah. We have a contract with BAA. that includes the bylaws and these approvals. >> Right. >> Thank you. >> Okay. You better sit down quickly. >> Thank you. >> I
012I I will tell you I had spoken to Mrs. Huninger about all the different funds we have cuz I got lost, you know, which ones have funds, which ones are allowed to to to carry um uh surpluses. And when that's all clear, she's going to present it. It it's something I figured everybody needed to be clear on. >> Yes. >> Okay. You have three issues on our agenda. >> I sure do. The first two are going to be very quick, I believe. So, the Konosuka Valley Education Association is looking to rent the Smoketown Elementary auditorium uh next Tuesday, October 21st, to hold a forum. Uh they are requesting um that the rental fee of $55 is waved for this use of uh the auditorium. I think it's a matter they have the $55 without a
013strain. However, I think it's a courtesy for the services they give us that we not charge. >> When was this? Sorry. When was this request submitted? >> The request was submitted. I have it right here on September 25th. Okay. because that's outside of the 30 days from the 21st. 25th through the 21st. >> Okay. >> So, >> do we have a 30-day requirement? >> Yes. >> It's in the limit. >> My guess has to wave that too. >> Eagle eyes. Good. Actually, it it may have been put off because originally uh the district had uh I I think a uh an email or or communication to see if we wanted to be part of this and my idea was absolutely not. we we accept uh whoever's um elected and I didn't think it was good
014for us to get our fingers into any sort of election >> right >> work. >> Um now this is coming from CBEA. >> Um are they hosting it or are they asking for the wavel the fee waiver for somebody else to rent it? >> My understanding is that they are hosting it. >> They're sponsoring it. >> Yeah. Yeah. >> They're sponsoring it. And they're they're bringing in I I think it may have shown on here they're bringing in people to uh ask uh their their position on certain issues. It's not going to be a debate or >> right my if if this goes to vote, we have to one approve the without the 30-day notice that was not presented for the paperwork filled out. So, there's a couple things here. >> Would you like to
015make a motion to cover the whole >> to cover both issues? >> Well, I think that's something for next week when we go to vote for it. But they're outside the 30 day 30-day that is in policy 707. >> Mhm. >> To fill the paperwork out. So, I think it's kind of a moot issue. What are you suggesting we do? Do vote to wave the policy? >> Well, it's one is for review. It's not for vote. But if we like right now, they're in violation of policy 707 because they're not in that 30-day window. They already violated the policy just to fill out an application. So that's like right now it's a moot point like you didn't follow rule number one so why should we consider it when you didn't hold up your end of
016the bargain to come to us to ask for these things that's where I look at I look at policy >> is that an issue for anybody else >> I would I would just add and I I don't see all the facilities requests that come through they go through the business office but >> I think there are times when outside groups ask to use our facility on pretty short notice. >> Yes. >> So, the policy allows us to say no if it's not within that 30 days, but I can't say for certain whether or not we have or haven't always honored that. Uh the board approval is for the waving of the fees. We don't not all >> facilities usage always, >> right, >> through that. So, I'm I'm I mean, Adele, I'm I'm assuming you
017do. We sometimes get requests that are on a pretty short notice that if we can accommodate, we try to accommodate or or do we always say no if it's outside of 30? I don't know the answer. >> If if the facilities are available and we can process the request in a timely manner, we have permitted groups to come in if they've uh submitted an application within that 30-day period. Do we need to relook at this policy to add verbiage such as, you know, if it's within 14 days or whatever? So, it's not because it says 30 days. >> Are you suggesting we not wave the fee because they weren't timely? >> Well, if it's precedent that we let other groups do it under that 30 days, we can't say yes, it's okay for them, but
018not okay for them. So, that's my like, are we going to follow policy? Are we going to follow unwritten? Like then why do we have a policy in place if we don't? >> Well, to try to keep it in uh as reasonable a time period as possible. If you have no time period limit, then Lord knows what kind of short notice you might get, >> right? But I think you usually let them know that that they're late and apprise them to be more careful in the future. And could you repeat that please? >> Do you usually apprise them if they are late that that they're late? They need to be more uh timely in the future. >> Yes, I have not been involved in the approval process or the processing of uh facility usage requests
019for a couple years, but when I have been involved with it, we've had groups that would come to us with a week before they want to rent. I'm like there is we can't turn it around that quickly >> and we're not going to uh be able to get everything we need from them and to the entire approval process. They can't use our facilities without that approved. >> Well, I I think what what um what what's being suggested is possibly in the future we should make up our mind if we're going to stick to policy or not. >> Right. Well, we should stick to policy. That's why we have it. And like like Adele says, if she has time, she has time. If it's, you know, the first week of school, no, there's no time. But
020if you come at a different and it's it's pick or choose. Are we busy? Are we not busy? Can do we have it? Do we not? Like it needs to or not >> be here in policy and follow. >> Our advice would be stick to the policy we have. Anything outside the 30 days, we'd prefer you ask them to apply for a later date. Okay. Meanwhile, I've heard you >> we have this request in front of us. Does anyone want to make a motion related to this request? >> I have another issue about this. Um, since Diana and I are both running for school board, I am wondering if does this might this at all be a conflict of interest for either of us to vote on this? >> That's my thought. So of abstaining
021because we are involved in this. That's up to you if you feel it's a I don't see it as >> I don't see a conflict >> as a conflict. But if you do if you feel it's a conflict, you may abstain. >> If we have a motion, you may abstain. >> That's time for a vote. >> I would first need a motion. >> But this is just a review, right? And a vote next week. Correct. >> Yeah. >> I'm sorry. >> It's just a review. >> Yeah. >> This week. >> Oh, you're right. I'm sorry. >> Yeah. >> Do but do we do we usually uh vote on facilities usages or not? >> Uh this is the second time in many many years that we've had anybody requesting a waiver of a fee. The last
022one was just last month. >> Yeah. But I think she's asking do does the board vote on all facilities usage requests? Yes. Not w not waivers but just all request. >> Oh no. You don't vote on all requests. No. Sorry. Misunderstood. Okay. Yeah. >> But the waiver >> That's why we're taking this to the board because they're requesting a waiver of the rental. >> Something we should have to vote on. >> Yes. The waiver. Yes. >> And we can put it on the consent agenda. >> Do we have time? >> Do I have time? >> Do we have time? >> Yes. Because the 20th is uh Monday, our next board meeting, and their request to wave the fee is for the event which will be the next day. >> Is there anyone that objects to
023it going to the consent agenda? Okay. Then we will put it there and those who feel they have to abstain are, you know, welcome to do that. If you want, we can make it a separate item. Okay. >> Um, I was advised that I really should talk to the solicitor to make sure that there was nothing. >> We could we can ask him we can ask him if he considers that. >> I would appreciate that. >> Yeah, no problem. >> Okay. Okay. Review of a lease proposal. >> Yes. So, there is a parcel of land and I know we've discussed this before over at Brownstown. It's like 3.4 acres of land and it's um has been farmed for a couple years by a gentleman. Uh that lease agreement has expired. Someone else had uh approached
024us about their interest in uh leasing that u those three acres of land. I pulled together an RFPO request for proposal. I sent it out to both um both parties and uh first deadline, nobody replied back to me uh second time and I sent it out again because the one gentleman said he just totally lost the paperwork. So I extended the deadline and one gentleman um who had expressed interest had submitted a proposal. So it's number one, it's the only one. uh we were requesting a minimum rent annual rental fee of $600 which will cover the taxes that we have to pay to the the city and county and that's what he submitted to us. >> What what what's be what up until now is being paid for the use of that land? >> Nothing.
025>> Is that the piece of land that isn't connected? So we can't make it a parking lot or extend a playground or anything. >> It's connected to uh to Brownstone. It is like right uh in the when you come in the entrance and you're kind of going back into the parking area, it's a large plot of land over to the right. So, it is right there. >> So, my question is, do we need that land >> over >> at the moment? No, >> we just bought it what, five years ago? Six years ago, >> something. Yeah, it's pretty close. >> We bought it six years ago recently. There's a lot we could do with the land, but whether we want to put that money into it now or later, like soccer fields or extra parking
026because Brownstone still doesn't have a lot of parking. >> So, originally it was land was available, but land doesn't grow. So, right, >> it was at a good price. So, we decided to grab it in case somebody wanted to use it >> in the future for another expansion or just something just to be able to have it. And then the whole process was to keep it mowed and at least somewhat maintained >> and and it covers let a farmer do it. >> It covers the tax on it, right? >> Yes. Yes. >> Yeah. In order to do something else with the land, I spoke with Ken Johnson about it. And there's um it's kind of at an angle. It slopes down. We'd have to be doing uh putting in a lot of work to level
027it off, but that's something we can certainly >> soybeans and Yeah. And it has access to Newport Road there. So that rather than >> Mhm. >> which is kind of handy for the future. There's a lot of potential there. So >> yeah, >> it's a good piece of land that we bought. >> Yes. Yes. >> But there's no plans for the land. >> No. Is everyone okay with having that put on the consent agenda for next week? >> Okay. Um our next issue is uh the finance update. >> Yes. I just wanted to give you a brief um review of our 2425 results of operations. Um this is still preliminary. The auditors are not completely finished yet. If we have any uh changes to the this information provide you this evening, I'm sure it'll just
028be minor. Uh tenatively um typically I should say uh our schedule has been that the auditors come out and present at the first uh board meeting in November. um uh we give you a brief update prior to just so you know what to expect. Um I reached out to them today to confirm that date. So if anything changes, I'll certainly let you know. Uh but on the first slide there, I'm giving you some highlights of uh as far as our revenues go, how we fared against the budget. And overall, we were overbudget revenues by $800,000. And that was primarily due to some of the additional readyto-learn adequacy adequacy supplement funds that we received from the state in 2425. Uh had some overages there too in the expenditures. I wanted to point out two areas in
029particular and I feel like a broken record. I've been repeating this for a couple years. Our special ed costs continue to increase. um that is because of the number of students that are in need of our services. In addition, the cost of the services continue to increase. Um what we're also finding out too and uh talking with um Robin H and with Sarah Schaefer on a regular basis, uh it is getting harder and harder to find placements for some of the students and that just keeps increasing the costs. We had quite a few uh students that moved into the district in 2425 and then um they were in need of um PCA's personal care assistance. So because that was written into their educational plan, we had to provide that also. So that continues to increase
030those costs. Um our cyber school tuition also was higher than budget. Uh I did a kind of a deep dive into this last week and looking at the cyber tuition numbers. We had quite a few students that were moving into a CV school district during 2425 that had already been uh with a cyber school um but they lived in a different district like uh Calico or you know some Octterare or something like that but they moved into CV so they continued and uh with services for the outside um cyber school. So those are some of the two big areas that really uh took us over budget. Um, we had some other unexpected on the next slide. Some other unexpected capital uh costs. We had um the cost for running uh the fiber trenching water electric
031for the freight farm was $100,000. Uh we had some um issues with uh the high school chiller and some floor repairs that were needed. Fritz water heater. Uh so I'm looking at those items, those first four items um to instead of taking them out of the general fund to move them out of capital reserve fund um and because and the capital reserve fund is very specific on what you can use out of um the their funds for once the money goes in. It's very restrictive. These all would qualify. And then the last two are related to um the Fritz uh the Fritz roof that really should be coming out of the construction fund anyway because when we start the Fritz repairs in a year uh we'll be tackling that uh roof as well. >> Quick
032question while we're talking about Fritz. I know there was that with the township and the crossing and the flashing like what's where's that budgeting and >> Okay, good question. I'm glad you brought that up. So, one, uh, we had been working with the township to get a flashing school zone signed. Uh, there's there's a grant that we were going to apply for. It did not open until just recently, like right in the summer, and they would not award that money until January. Well, fast forward in June, we're going to start um renovating the building anyway. So, in working with a gentleman at the township and also Kim Johnson, uh we purchased a school zone signs that um one of our grounds um gentlemen put in in the Fritz area. They also said that uh the
033township came in and they were putting some signs there as well and that it seemed to help. I did um check with um um Lena Cordiero at Fritz to see if she'd had any feedback from any uh residents regarding the traffic and the speed. And she said so far everything has has been fine. So what we'll do is with as the Fritz renovations continue is then make sure that we um apply and get that grant and then have the flashing school zones signs put in. Good point. Thanks for bringing that up. Okay, next slide. So, uh, Mrs. Grath had had spoken to me a couple times in the last year or so. Uh, >> I've bugged her to death before I've died. >> I wouldn't call it that. Uh, you're just seeking uh confirmation of
034the terminology. So, a lot of a lot of times, you know, in our world, certain terms mean certain things for us. And some people have referred to like, oh, we'll take um we'll purchase this and we'll take it out of reserves. Well, what you know, reserves might mean to one person, it might be something different to somebody else. So, I tried to uh schedule this out for you so that you can see where is all of our money is. So, when I talk about fund balance, that's really the same thing as reserves. It's your savings account. So, we're starting the year uh in the general fund with $15 million um fund balance. And then here's our actual revenues and expenditures. So we end the year with $13 million um uh in the general fund u
035fund balance. Our athletic fund is at a break even. Um food service, we have 3.5 million in food service there. Um I have athletic fund in there twice. Please emit the second one. Uh construction fund has an ending fund balance as of June 30th of $17 million. That does not include the $15 million bond issue that we floated on July 15th. So that's an addition. Capital reserve fund that has an ending balance of $6.8 million. That's where I was recommending taking some of these other repair projects out of the capital reserve fund. Uh that $6.8 million reflects that uh transaction to um use capital reserve funds for some of those repairs. healthcare fund, $3 million and um to the discussion we had earlier about the uh Buckskin boosters baa uh their current fund balance as
036of the end of the June 30th was $262,000. So that's been an accumulation of all the fundraising efforts uh participation fees and some uh facility rental fees that are allocated over to the uh BAA. And then the last item is Market Street Sports Fund. That was an account that was created at least 10 years ago. Um that consists of monies uh the sponsorship monies that we get from Market Street Sports. It all those sponsorship or all those commissions that we get go right into this fund and we can use it for any uh the intent was to use it for any um athletic type capital improvement. But just kind of the nickname for us internally, we've just called it Market Street Sports since that's the only thing that goes in there. We have not paid
037any um anything out of this fund for quite some time. When we worked on the uh stadium project about 10 years ago, uh we did use some of these uh Market Street sports sponsorship funds to pay off some of the cost overruns for that project. It wasn't much, maybe 150,000 or so. Uh but since then we've built up that uh balance and um >> can we go back to that a minute? >> Sure. >> Now the Buckskins boosters uh that's the BAA now, right? >> Yes. Yes. >> They have in reserve $262,000. >> Yes. >> Yet we continue to provide them with funds. >> Yes. >> I question that. Dr. Hartman and I have been uh working having discussions about this. Uh that's one of the um goals that we're going to work on. >>
038I mean, it's not taxpayer funds, >> correct? >> But it is student participation fee funds. >> Yes. >> Uh that could go elsewhere. >> Yes. Now, we've been um >> I'm sorry, I didn't mean to interrupt. >> No, that's okay. That's okay. Okay, we've been having conversations and trying to look at some options and what would be um a reasonable um method to spend some of the money down without you know have a plan a planned um project have something planned in place for drawing funds. I don't mean to pick on them over over others because uh I could probably if I knew what everyone's doing, you know, I have an issue right now and we've been working on it with CBEA that they give us a gift of a freight farm and we spend
039200 or more thousands of dollars to accept it. >> It's a funny sort of gift, but we're working with them on that. But uh I I don't know if you have guidelines for maximum caps on funds. >> Yes, >> there are some bylaws. I can't um I can't tell you what they are off the top of my head that easily, but there are guidelines on awarding of uh certain projects. >> I think we should start applying it. Mhm. >> So if I can add to that just to to add some clarity to the Bucks the BAA um going back to last year Adele's mentioned we we've started having conversations. BAA operates a little bit different than most of our outside organizations like booster clubs in that it is the only kind of district affiliated organization
040that we give some district revenue to support them. We don't give them taxpayer money, but we give them some gate money, market street, like some of that goes to BAA. Uh, however, the majority of their money is fun is is their own fundraising. Um, so we've had the the same question you just brought up. I we've we actually started appro uh addressing that last year. To BAA's leadership's credit, they're very open to conversations. We're sort of in a holding pattern till we get our new our new athletic director is settled and we want to re-engage in those conversations of of just the organization and what what their mission is versus what a booster club mission is versus are we giving money to this group and not to this group and so on. So, it is
041a top it's it's an ongoing conversation we've been we've been having. Yeah, as I said, I don't mean to pick on them because they do outstanding work, you know, and and they raise a good deal of money and I've always felt as if uh they seem very fair and spreading across all of their members, you know, from their applications. It's just to see that much money be sitting there. >> I wonder if that's necessary. I assume it's >> invested somewhere making whatever minimum interest people make nowadays, you know, half a percent or something. >> Yeah. You know, no, in all in all fairness, the the money that's generated from marching band, football, basketball, track, clubs, they're all represented by BAA. And when they make an application, if you notice, they have to declare what they've
042what they have been uh raising on their own too. >> Yeah. So, a lot of these revenues that is generated is attributed to the >> that's not that's not in that's not in this reserve that that's in their that's in their club accounts, right? >> Like ticket sales and and fees from students that want to participate in the BA. Does that go when when uh >> so when an individual booster club raises money >> stays in their own bank account >> that that goes in their own bank account >> they have their own separate account separate from school >> anything affiliated with CV that uses our name has to follow certain financial guidelines >> uh and I don't know if I even want to ask are there any of these clubs that are carrying large
043balances But if they were if they went to the BAA for uh >> a gift, they would have to declare that. >> Each year we summarize all the financial reports from the booster clubs because we have to do an IRS filing to maintain their nonprofit status and I again it's been a couple years since I've gotten into the weeds with that reporting, but I don't recall any significantly large balances. Are you saying that you don't like that they have this much in their savings account? No. And you want them to spend >> I always like to do the savings, but we give >> If you look at their revenues and expenditures of last year, it's barely $2,000 that they made. >> Well, we kind of give them money. It's money, in my opinion, it's money
044that's generated because of a BAA activity. >> Because of what? >> Of a BAA activity. Like football is is part of the BAA. Basketball revenue is part of the BAA. That's it that goes into a big a pot. >> No. If if a booster club raises money for itself like football, it stays in their account. >> Yeah. It's not reflected on here. >> Well, where do football revenue ticket sales go? Does that go directly to football or does that go bucket? >> So that um if you recall in February of each year we do that athletic cost by sport. As of right now, Dr. Dr. Hartman and I have been, this is part of our big overall conversation. >> Uh, as of now, ticket sales are deposited into the general fund. We get about 5560,000
045a year, >> not into the BAA, goes into uh the general fund, but then each year the general fund transfers about $170,000 over to the athletic fund to help support the athletic fund. >> And Dr. Dr. Hartman's question was why don't we just reduce the allocation from the general fund to athletic and then give athletics the um the admissions. >> I was just like understand why they have that much and if it's necessary to maintain that that's all. >> I'm not accusing them of you know hiding money or hoarding money. >> I just want to understand it better. >> Does it come from participation fees? Uh, some of this comes from participation fees. Yes, participation fees. Some of it goes into the athletic fund to we can't make this more complicated than it is. >>
046There there's a lot there's a lot of conversations to be had about our whole booster ecosystem, I would call it. It's it's rare that our setup in this district that we each sport has a booster club and then we have an overarching bucks act like >> and whether a district with a 54% free and reduced lunch should even be charging participation fees or if there's there there's a lot of conversations I think to be had around that whole topic. I don't want to take away from Naidell's overall finance update but I think that's an area that this year with a new athletic director is going to be a major focus. >> Yes. Let him know it's coming. >> Thank you. >> Next slide. >> Yeah, next slide. Uh, >> go ahead. >> Yeah, next next
047topic. >> Next. Yeah, next slide. >> Yeah. Yes, I was moving them to put them in a certain order. So, yeah, it was a duplication. >> Duplication. >> Yeah. Thank you. >> Even though it's off top dollar. >> I know. >> Okay. >> I knew you'd see that. >> You saw that. >> I knew you'd see it. Yeah, I saw it, too. I was like, "Oh, shoot." Um, each year we do have to have a resolution approved by you uh in o in June u nearing the end of the budget process and then again when we have final numbers. Um PTE's uh requirement is that our unassigned fund balance cannot be more than 8% of our budgeted expenditures. This is a reallocation of our uh total fund balance and by doing so we have an
048unassigned general fund balance of $6.9 million which is under PD's requirement. So you will be seeing a uh resolution on the consent agenda next week. I just wanted to be able to provide you with this snapshot for now. And I thought since I was um up here, I'd b um bore you a little bit more with updates on the state budget. Um crickets. Uh there's obviously not much going on. There was a bill that was passed last week, but they're saying that that isn't even going to be the final budget. So um we're still waiting to uh find out what's going on. Um some of the challenges we have, of course, are decreasing interest rates. So we're going to lose some revenue there. We had a real estate uh tax assessment appeal that we lost
049uh for a large retail um um business and that cost us about $300,000 in real estate tax revenue for 2526 that was already factored into our budget. So, we're aware of that. But that's it's not just a onetime deal. It's every year we're going to continue to uh lose that revenue. We are going to be going into reassessment in 2027 and that usually generates a lot of assessment appeals then too. So we'll be seeing a good many of those coming through I'm sure uh when we get to about the July August time frame of of 2027. Act one index is decreasing from 4% for us down to 3.5. Um and again, we're just um dealing with continued uncertainties right now. Uh from a cash standpoint, I know that um School District of Lancaster has been
050in the paper a couple times that they've had to uh borrow funds. They rely uh very heavily on state and federal subsidies. Uh we do too, but uh we have a bigger tax base. So, we're from a cash flow percentage or standpoint, we're fine for now. I I I need to backtrack just a minute. Do you have a number for last year's tiff? >> Do I could you repeat? >> Have a number for last year's tiff. >> You know what? I was wondering if you were going to ask that. I did not get the total combined, but I think back um uh about nine months ago when we were talking about the budget, I think the tiff was I wanted to say about $690,000 maybe. Um I have not got >> but that's total. I
051meant for last year. >> Just for last year. I have not received their invoice yet, but I my estimated calculations say it's going to be about $150,000. >> That keeps growing every year. >> Yes, it does. >> Thank you. I'm glad I did support didn't disappoint you. I Well, I always look for everywhere various ways you you show us the budget. It's not always a line item. Yes. >> Thank you. >> That is all I have for you. Anything for me. Any other questions? >> So, for for uh for next week's consent agenda, it'll be the uh fund balance commitment. >> Yes. And the year and budgetary transfers. >> Okay. Any questions? >> All right. Thank you all very much. Dr. Hartman, would you like to discuss work wisdom? >> Um, >> or would you
052rather not discuss? >> I would rather not discuss. No, I mean we're it's uh I you know I provided the board with the information requested on the contract extension and happy to answer any questions before vote is taken. >> Can we back up one? What is tiff? T >> tax increment financing. >> It was something we agreed to eight years ago. Some of us approved of it and some of it didn't. The idea is that any property that does improvements, the commercial, they were thinking of the commercial properties on the ship. If they do an improvement uh in their facade or their building that increases their assessment, we give the township a certain percentage of the that increase and it goes into a fund that's supposed to go for general improvements in the area. They
053they had what I considered at the time a questionable uh defense as to how it helps. It involved uh the the more um the the more that strip was active, it provided jobs for our kids and taxes for us. And I still couldn't see any reason to give them our tax money. But we are stuck with that for is that 20 years? It's a 20-year agreement. We will continue to give them a percentage of the tax increases that any of those properties uh develop. Very few school districts have actually approved tiffs. Uh they like to give you an example of Mayheim Township, which got Belmont. We're not going to get a Belmont here. Uh but that's that's always the kind of example they give for you know how much money the tiff can give and
054we went for it. So every year I ask how much it is just so I can grind my teeth. Any other questions? Okay. work wisdom. >> Any questions? >> I guess just some comments since I was the one that was asking about it. So, thanks for um providing the follow-up information. um you know as we talked about before like kind of reducing consultants and things um and bringing things inhouse you know we've spent at least in the last 12 months I think 120,000 with work wisdom um you know maybe we want to look at are there other companies um that could do it you know for less cost so but I'm Okay. Moving forward. >> Yeah. And I think that's a good point. I mean, we're always looking um I I know and that's one
055of the reasons we provided the the feedback from our admin team. I do I think we've gotten the value added from from what they provide. But I think >> I think it's always prudent for us to look at what what's out there and and where we can cost. But I do think, you know, leadership development, I think I think if you do that well, you get the return on your investment. That's my personal opinion. And so, uh, I I I agree, you know, and that that's kind of one of my pangs, too, is how much we're paying for outside services if we have the team here to do it. But I do leadership development is one area where we we sometimes overlook look things. We provide a lot of training and a lot of professional
056development to teachers. Uh, but we got to make sure our leaders are supported as well. So, I do the coaching they provide is from my observation is high quality. Uh but you know as as we continue to evolve as a leadership team and and we had to keep in mind the turnover we've had uh that that we've been slowly that's slowly been subsiding not slowly quickly been subsiding but we had a relatively novice admin team here for a few years who really need a lot of support as they as they grow and evolve that need I anticipate changing. Uh, what and what was the answer? You sent a question about whether that or not that was a two-year cost or a yearly cost. And I didn't bother looking it up because I figured somebody would
057answer it. The amount that we're shown is that for the two years, >> so typically it's about 50,000 per year for those coaching services. >> 50,000 per school year for those coaching services. The 20,000 additional that we're requesting is because we added in the assistant principal coaching this year. That's the new dynamic that we added on this year. Um but typically it does run about 50 for the school year for the coaching and workshops. In the past we've been able to cover it through ESSER. Um for the most part I have to go back and no last year was ESSER as well. So I think this might be the first time it's this school year is coming from the general fund. Yeah, this cost caught me a little bit and then I remembered something. Uh,
058we approved Dr. Hartman's goals for the year and one of them was improving professional development for admin at the administrative level. So, if we approve if we approve the goal, we have to approve the program. But you're right, if we could find something more economic. Uh, I'm going to hold this because we have another contract to vote on so we can vote on together if you don't mind. Uh, Dr. Hartman, do you want to talk? >> Do you have a question? >> No. >> You had a comment. You're Can >> No, I'm good. >> No. Okay. >> Do you want to uh discuss item F, the uh >> Sure. Miss. Schaefer couldn't be here tonight. She's actually at a at a training um a leadership development training actually. So, uh, speaking of that, but, uh,
059uh, so I'm going to I'm going to pinch hit for her. This is a this is a supplemental contract, uh, for Solient, which is an organization. They provide pupil services and special ed, uh, staffing uh, staffing services. Uh, typically when we need to hire a personal care assistant or or pair professional, we go through Saucil. Uh, they're our third party contractor. However, there are times where uh they can't find somebody for us or if it's somebody that needs a specific training or skill uh in on local. So, uh not to go into too specifics because it's dealing with a student situation, but this is for a very specific need for an individual student who actually is attending a uh attend a school outside of our district. it's a district student uh who attends a school
060I believe in Anola Pennsylvania uh who requires transportation and requires an aid on that transportation uh due to uh requirements for harnessing and and things like that. So it's a very it's very specific need that based on the child's IEP needs to be fulfilled uh and Saucel couldn't meet that demand. So Solan is the organization that was able to to give us a qualified individual for it. These are positions that are really hard to fill. >> The minimum hours, is that per week? >> Yes. Yeah. >> Thank you. >> Yeah. >> Any concerns about this? If not, I would uh accept a motion to approve items E and F. >> I move to approve items E and F. >> Second. We have a roll call, please. >> Dr. Martin. >> Hi. >> Mrs. Fischer. >>
061Hi. >> Mr. Tally. >> Hi. >> Mrs. Capka. >> Hi. >> Mr. Eie. >> Hi. >> Miss Trobridge. Hi. >> Mrs. Graf. >> Hi. All right. Thank you. Uh, and Dr. Hartman, would you go over the uh state golf tournament request? >> Sure. So, this is a request for an overnight field trip due to our uh two members of our golf team qualifying for state uh the state tournament and state college. So, it's fairly fairly standard. I know in the original proposal uh they didn't have specifics on the uh the actual hotel they were staying at. I do have that information uh due to it being students staying in the hotel with chaperones and parents. I don't know if I want to publicly announce where they're staying. We might have some crazy fans out there.
062Uh, you know, but, uh, I I could share that with any board members who would like to, but we do have that information if anybody was wondering why that wasn't included in the original proposal. Um, and as always, I'm not often happy with the information they give us on these. Uh, in the past, we paid I guess they're saying that we should pay again, but it had no cost. Uh, and I believe the event is paid by the district with question marks. That's not an application, but I understand Dr. Hartman is working on a more standardized application. We would actually see the costs. Uh, have you any concerns about approving this field trip? >> I thought I would take a motion. >> Help me again. The cost will be is something that we've already approved.
063Is that what you're saying? >> It's not new money. Is it come right? It come out of the athletics budget. Yeah. >> Yeah. >> But we don't know how much it is. That's right. >> Yeah. Okay. >> Okay. >> It would be about the same as last year, whatever that was. that that's why I've been asking to have a more specific standardized application and they are working on putting one together. >> Meanwhile, we have this request in front of us. >> I move to approve the request for the golf team trip. >> I second it. >> All those in favor say I. >> Any opposed or abstensions? If not, they get to go. Okay. Okay, the next thing on our agenda is a look at the tenative agenda for next week. Um, the technology to
064provide you with that advance is is a little complicated, >> but they're still working on it. And many of those contracts we don't have >> now. They may be posted, if I'm correct, between now and Friday. So, you may want to check back on your website during the week to see which ones are there to give yourself more time. That's the best we can do right now to fulfill that request. And it will be under drafts, right? >> We have a couple options there. >> Okay. Yeah. Where do they go to find the one that has any um >> attachments? >> So, there's a couple options. Um, and I guess the board needs to decide what option you want me to do. Um, the one and I talked to several other school districts who use
065board docs and use this method to today and last week. So the one option would be I make the meeting public on say Tuesday, the week before. The meeting being public is the draft agenda. Then on whatever time we decide prior to the meeting be it be one day prior or two day prior then it goes public to it goes active to the public automatically like that's a setting within board docs. >> That is probably the easiest and best option at this point. I talked to Etown who does it that way and I believe Manheim Township also uses that option. Right now our setting in board docs is the public sees it when I make it active and that's when you see it too >> except for board president vice president you see it you
066can see it earlier the draft um so what I would need to know is what day of the week do you want to see the draft agenda active knowing it's not really finalized till maybe like Friday of the week before and then when does it get released to the public um because of a Monday night board meeting when you say one day before it's midnight of the day before. So like a Monday night meeting going active to the public would be Sunday at midnight. Two days before would be Saturday at midnight. So you just have to make a decision of one day before, two days before, three days before, whatever. And that's when it automatically goes active to the public. Then >> is there a law on how long pri prior to the meeting that
067the public has to see the agenda? >> 24 hours according to our board policy and school code. >> Okay. >> And when does the public see it now? Is it just the 24 hours? >> No. Public sees it when I post it active which is typically Friday noon. Friday sometime during the workday. I have a problem with posting it that the public could see too soon when really it's not the agenda. >> They won't that won't change for them. It would still >> they won't see it till it's finalized. Just there's a difference between active and public making it active. Okay. we would choose. >> So the only what we just saw is kind of the unintended consequences to keep in mind, you know, sometimes Maryland's working on it a few agendas ahead as we
068get information. >> So if you're active, you may be able to see something for later in November and stuff. And keep in mind, a lot of times it's just a duplicate of what was on that agenda from a year ago that we just haven't gotten to update yet. >> And if and if you read it carefully, it'll say for 2425 or whatever. So, you know, it's not this year, right? >> But we can't we can't give you an agenda on Monday or Tuesday. I guarantee you'll have all the attachments. >> Correct. >> Yeah. They come in as the week goes on. And that's where we talked at a retreat as I would send on in those situations on that Friday. I would send you here's what's changed since we've made it active until now. I
069guess I'd say since the public typically sees it on Friday now, we would use Friday as I don't know if it's if you set the time or whatever, but sometime Friday is what I would recommend. >> Well, it's always going to be a midnight. So, it would be Friday at midnight. >> Okay. >> You know, >> basically that's what you have now when it goes public is when you see it. Mhm. >> Mhm. >> And is it concerned that that's not soon enough? >> Are you asking? >> I I I'm not sure I understand what our options are. >> Well, with with this, we would see the draft copy whenever it's posted. >> The draft copy is always there. It just keeps changing or cannot be changed for for the board in general. >> Right
070now, you and Diane always have a access to the draft copy. The rest of the board does not. >> Yeah, >> we can give them access to draft copy just like you have. That would be one option. But >> the con of that is you would see all future draft copies in there that are not even anywhere close to being ready. That's what he's saying. Because like right now in my draft I have out through December that I'm working on already >> like in various stages. >> Well, my guess is if they could get to the draft copy, the only thing they're going to open is the current one as long as they understand that that's the only one that has any relevance. And even then there are sometimes leftover items in that from previous
071the previous year >> probably more often than Yeah. >> Yeah. or or the or the agenda item might be there and might be updated, but we might not have gotten all the documentation that goes with it until it's usually published at the end of the week. >> It can be a very a very rough thing and you can't, you know, >> take it as gospel, but if you want, we could make the draft copy available, >> right? We can make a draft copy available without doing the first option I just talked about, but then anybody going in there to look at the drafts, you need to know that you're only looking at the next meeting. You're not looking for that. >> Just be board members. >> Correct. Correct. Correct. When I say anybody, I meant
072all board members. Yes. >> There's no way you can open it to board members later in the week. >> Like I get it by, you know. >> Well, you have access 247. >> Yeah. In time for the agenda meeting. Well, no, you have access 247 >> before that. Yeah. Uh, would everyone have to have the same level of access? You can't have two levels of access for draft. >> Yes, there can be two levels of access. Yes. >> I I >> which is me going in there and doing a toggle switch. >> I recommend that. I think the board should get access starting Monday. >> Okay. >> Tuesday. >> Monday or Tuesday. Okay. because >> and then make it active to the public on Fridays like we always do. >> Yeah. But uh you when
073you click on meetings, you hit draft and by Tuesday you'll be able to access it. >> I I think making what what I see earlier than that available to everybody is going to be really confusing. Believe me, I I trip over it a lot. So yes, there's a setting within board docs that I can on a t if you choose Tuesday, I make I make all board members have access to draft agendas. Then on Friday when I post make it active for all public, then you would no longer have access to the the draft again. Like I just go in there and so it's basically I want to call it toggling back and forth. >> Yeah. >> Does that work for you? we can get into a draft as of Tuesday and when she posts
074it publicly then you have to get it that way. >> Is that okay? >> And all we can do is hope that these uh people will get us the contracts and time for you to read them in advance. Okay. Um addressing the board. Is there anyone in the public who would like to address the board on a general issue? If not, we'll move on to uh board matters. I I would like to to bring your attention to the thank you letter that we got from the middle school music department. I think that was ve very nicely done. Um, as I mentioned, agenda items. Um, and again, uh, I I have the 15th down that Dr. Hartman mentioned. And after that, um, I do I do have a general announcement for you. In this board member
075election year, we will have our organization meeting on December 1st. When I moved into this position, some of us remembered how unprepared many of us were to understand what we had to do, what we couldn't, couldn't do, do do and how to do it. You did the work to become a functioning unit without losing our individuality and we struggled sometimes to continue to move forward, but we continued learning and became a great and focused board. And I have given some thought as to how to handle past situations more smoothly. And the first step was to appoint Mr. Tally to head to leadership advisory and Mrs. Tobbridge and Mr. Hurst to work with him in accordance with policy 005. They will discuss who can best lead the board and let me go back to my usual
076seat and perhaps identify opportunities to prepare future officers to understand the two available offices. As you know, I think of it not as a nominating team, but as a leadership advisory who could share the deliberations from year to year. And to that end, I'd encourage anyone interested in serving in a board office either now or eventually to notify Mr. Tally. Note, we will be welcoming four new or returning directors. I would like to take this opportunity to thank Dr. Hartman who will continue to fulfill his responsibility as the 10th board member and serve as a vital resource and to work cooperatively with us. Are there any other issues the board would like to address? If not, I will take a motion for adjournment. >> You said you had a letter, a thank you letter. >>
077We all got a copy of that >> as an attachment. >> No, >> I think that may have just been sent to uh administration and maybe you >> I'll be glad to share my copy of anyone else that wants to see it. We can pass that around. >> It had to do was what what program was that? Um >> I think it was uh Mr. Maggaro as the as the department chair for the music department thanking uh letting us know that they the music department was thankful of the middle school administration for their support. >> Yes. >> Their program and being willing to meet with them about schedules and things like that. But it's always good for us, I think, to see feedback uh from staff on something that that they think is working well,
078be it uh a specific program or a general support from administration. I'm still waiting for that motion to adjourn. >> Motion to adjourn. Second. >> All those in favor say I. >> We returned and