09/04/25 School Board Work Session

001[Music] Is that what you're I'm sorry. I'm a paper person. I like creep in. >> That's okay. >> That is okay. Um Control. What was that? All right. Good evening. I'll now call this September 4th, 2025 board work session to order. Can we start um with the district mission read by Dr. Rosa? The mission of the school district of Habford Township is to educate and to inspire a community of lifelong learners who become well-rounded global citizens. Thank you, Miss Lee, for the goals. >> District goals, academic excellence in an evolving world, prepare future ready learners who persevere, adapt, problem solve, think critically, and are supported by engaging learning experiences and intentional use of technology. belonging to honor every individual's inherent dignity through equitable, inclusive, and diverse practices. Social emotional growth. Build a learning community that

002prioritizes social emotional wellness as a foundation for academic success, resilience, and strong relationships. Community pride and civic engagement. Empower students to be active, responsible, and contributing cit citizens through shared responsibility and community partnerships. >> Thank you. As a board, we value diverse viewpoints and act as advocates to make decisions in the best interest of students. In order to further inclusive practices and increase community engagement and board cohesion, we are moving to a two board meeting a month process in which we will engage in one board work session and one board action meeting. The board work session will be the first meeting of the month. At the beginning of the meeting, we will have some limited agenda items to conduct routine business such as personnel matters, financial approvals, and people's service matters that may need consideration

003before the second meeting. These items will be deliberated and voted upon by board members as official actions. When the short action portion of the meeting is completed, we will transition into the work session portion that will consist of presentations from the administration and our consultants with discussions amongst the board, more similar to what previously occurred at our committee meetings. No official action will be taken during the work portion of the meeting. The second meeting of the month will be the board action meeting where official action by vote will be taken on items after a chance for board member deliberations. We intend to use a consent agenda process at the action meeting each month to streamline the process of approving items that have been considered and discussed thoroughly during work portion of the prior meetings. We

004will continue to hold two public comment sections at each meeting. We believe this approach is aligned with our district goals of belonging and civic pride and community engagement and will allow for a collective informed and inclusive decision-making process. Tonight's meeting is a board work meeting. We have a few items at the beginning for consideration and action followed by a work session where no official action will be taken. We will announce when moving from the action section to the work session. Mr. Bea, will you call the role please? Miss Miss Lee, >> Dr. McCay, Mr. Schwarz, >> Dr. Shelton >> here, >> Miss Nris >> here, >> Miss Vitali >> here, >> Miss Weedman >> here, >> Dr. Larson >> here, >> Dr. King >> present. Uh, Dr. McKay is out due to illness. So before

005we receive public comment on the agenda items before the board for action at tonight's meeting, I need to make an announcement to clarify one of those items. Item 3 C includes a motion to approve payment of the bill list in the amount of 1,9919,35549. That amount includes dispersements of $1,213,851.71 from the general fund for the 2526 year, $72,640 for the district capital projects, and $632,843.78 from the bond capital fund for a total amount of $1,919,33549. Attached to the agenda are three account registers that provide the details of all the expenditures that total 1,919,35549 and a summary table. Last night when the agenda for this meeting was posted to the public, the three account registers listing the expenditures totaling 1,919,33549 were included and made accessible for public view. However, the summary chart was not the summary

006chart current for this meeting. This clerical error was corrected this morning. So, the summary chart in the agenda now matches the expenditures listed in the three account registers that were posted for the public review yesterday. There has been no change to the expenditure amounts nor the expenditure items from what was posted yesterday. We apologize for this clerical error um and any confusion that it may have caused. So, we're going to continue now to um section two, which is public comment. So, there are two opportunities for public comment in the meeting. Um the first opportunity for public comment board community members may make a comment or statement about items listed for a vote listed on the meeting agenda only. During the second public comment, community members may make a comment or statement about any school related

007topic. I did not have anyone that signed up for this section of public comment. So we'll continue section three which is items before the board for action. So we have three items on the agenda for approval by consent vote. Um does any member wish to remove an item from the consent vote for this discussion? All right. Okay. So, hearing none, I will ask for a motion to approve items B through D as listed on the agenda. >> Moved the second. >> Moved and seconded. Any discussion? >> All in favor? >> The motion passes. So, that concludes the action portion of the meeting. We are now moving into the working portion of the meeting in which items are being provided for information and discussion purposes. Please note that none of the items discussed are being considered

008for official action at this time. So for section four that takes us to committee reports. Um 4 A is policy and personnel. Miss Nagress. >> Thanks. And I think I'll actually hand it to Dr. Hayes. Um because what we're not doing tonight is going over any specific policies um because we have not decided um or haven't looked at those yet and revise what the next batch will be. Um but instead we're reviewing the policies that we have already taken a look at during our policy audit and um then deciding where to go next. So I guess just briefly I'll give a recap of the policy audit which started about two years ago. Uh we're going through our entire policy book to make sure that all of our policies are continuously reviewed and updated as they

009should be and aligned with the current practice of the district as well as as well as current law and um best practices. So it really has given us a chance to review the policies um to make sure that they that we are transparent with the community that our policies that are posted align with the practices that are within the district. And oftentimes it's also led us to learn about new best practices. Um, and so we've been uh had the opportunity to adopt new policies that we didn't um didn't have prior to this audit because they were best practice. So this is just a continuation of the audit um to see where we are and where we want to go. >> Thank you. Um, as Miss Snaggress stated, we're really looking at the policy review calendar.

010Uh, what's being proposed, um, attached to the agenda for tonight. Um, as you can see, are a number of policies that the committee has already engaged in. Um, since 2022, the committee has already reviewed and revised over 100 policies uh for our school district. uh in looking at the policies that have been reviewed and revised. Uh we've looked at um continuing that discussion tonight uh to ensure that we're th able to thoroughly address and identify policies based on timeliness and relevance. The policy calendar that was attached um is ordered in a similar fashion in terms of mirroring a trimester which should allow for fluidity in terms of being able to address and discuss policies that may come up uh as mandated. um by law or legislative changes um but also allow us to strategically go

011through um and ensure that our policies match our procedures and that we are we are making sure that we have the right things in place for our staff, our students and our community members. Um so we've arranged this policy calendar in association with timely school matters such as reviewing enrollment guidelines during the start of the year. Um you'll see on there one of the policy suggestions uh for revision during the during the fall time spring timeline would be for the AED and CPR uh policy. We just recently uh at last meeting uh received approval for training for AEDs and CPR. Uh so that matches up making sure that our policies uh support our procedures and vice versa. Um so it's not an exhaustive list. Uh it's just a proposed calendar to ensure that policies that

012are important are being addressed um while also making sure that we continue addressing policies that come up um in timely manners. And um with that, if there's any further information uh from Miss Snuggress or from any other members regarding the detail or context of um policies to review over the course of this school year and beyond, we can certainly open that up for discussion. >> Yeah, thanks. I think it's really important to have goals and and um a timeline for when we want to review our policies and especially like Dr. He said the um you know making sure that we're reviewing them in a timely way so that they are effective for when we need them but also this is is should not only be not an exhaustive list but things can be changed around.

013Um and so this wouldn't be something that would be like the viable for um our policies um to make sure that we review them um exactly in this in this order or in this time frame because we we've had laws change, we've had practices change. um we've we've uh you know our administrators take part in um in in their learning and they and they come back with uh you know additional best practices that we weren't aware of. We have PSBA that recommends new best practices all the time. Um so we have a really good resource that that we don't even know yet maybe what's on the horizon and what we would need to do at what time. So want to leave ourselves that flexibility to do that as well. But I do think that it's

014a good idea to just take a look holistically at the at the next year and see, you know, if nothing else changes. Um, you know, these are these are good goals for us to review these policies around these time frames. just want to say that I really appreciate the fact that the um policy 819 suicide prevention awareness and response which was revised um I want to say in October 2023 um with guidance from um PSVA and state regulations that we're finally going to have that I had asked um previous board leadership and previous administration for us to look at that. I know other board members had interest as well. it is really important for um our students as we're considering the impact of social emotional wellness and mental health. So I very much appreciate that

015it is on this list to be addressed in the winter. >> Yeah, I think this calendar is really useful. Um one one thing I when I interact with the community there's certain things that would they would like to be have addressed. uh one of them is electronic devices which was last adopted in 1999. So I don't know what consideration we might have on in terms of the priority order. I think I think there was a a goal previously stated that we might review all the policies within a certain schedule make sure they're updated on a certain time. But that that's just one that I that's been brought to my attention. Yeah, just um so in kind of stepping things out uh that policy can be under consideration. One of the policies, you know, in structuring

016this 76.1 for example, looking at the disposal of district owned property, making sure that we have the right administrative regulations in line. So you'll also see with certain policy revision proposals the accompanying ARS that as on the administrative level um we'll be revising and tackling to pair with the policy changes that the board would wish to make. Um and then those would collectively help inform future policy uh revisions as well. So trying to make sure that um policies line up. Sometimes we may have to group policies together that are applicable across multiple categories. Um, and just being really intentional again that um, the policies we revise and the procedures we put in place really align with each other and allow for efficient school-friendly implementation um, as well as community transparency. >> Just to piggy back

017on to what Dr. Shelton said there there there is in the draft policies PSV policy four four policies two triangle devices. So that one that one's a bit more update. That one I think was like probably 2015 I believe is when it was first written by PSBA. So we wouldn't start from scratch if we were doing a review of of prices and that's when I guess but constantly as well. So I would just echo the fact that that when it should be put on the radar um sooner than later. >> Yes. Some of the policies you're right are in draft form. Some policies are kind of easier lifts because they're just language or legality revisions rather than indepth focused and again structuring it out to make sure that we're tackling some simpler ones while also

018really diving into the uh complexity of other ones that may be more impactful. >> I think one of the things that I appreciate about this list is having a review of policies that's already been explored. I think that's helpful not only for board members but also for members of the community. And I know that the work that goes into reviewing policies oftent times if you look at one policy you're going to be looking at several others. And so having this sort of plan I think keeps us all on track with with what are the policies that are linked together and help us to be intentional with our review. But also as community members are wondering what policies are coming up what things can be reviewed. It's it's it's clear it's posted certainly um it's not

019edge in stone as Mrs pointed out but it certainly gives us a direction to go to go through with the board. So I don't know if you have anything else to add, but just again um this is the proposed calendar obviously amanable to changes as things come up but just really intended to guide the work to make sure we're continuing with that policy work um and include collective voice for it. So >> yeah, absolutely and I agree and I appreciate the suggestions from my colleagues for the additional um review. Um Dr. Shelton, our aim was to try and review every policy once every five years. Um it's it's a little bit impractical just because of the number of policies we have and as you can see u maybe not in the last two years but

020it since we've started this we've reviewed some policies a couple times just because those have changed um either you know best practices have changed maybe that's why we originally made the policy but then the law changed and then we had to change it again. So, you know, um we're we're trying to keep on some sort of calendar to um for once every 5 years, but uh we haven't even gotten through all of our policy book yet since we started. Um so, we're not quite there yet. Um but, you know, at the same time, I don't think everyone wants to be talking about policy all of the time. So, we also want to be, you know, mindful of of what we're going over at each one and make sure that we can take bite-sized chunks so

021that uh they can really be considered. um and and have deliberative conversation around them. So um but I do appreciate the suggestions and and you know we'll um you know take a look at that. >> Yeah, I think having a calendar helps you know prepare and have the discussion. Um yeah, that's just I just cited one example that has come up and um I I think if there are ways that we can streamline like we were talking about the number of readings that I agree it's very ambitious because there are a lot of policies. >> Yes. All right. So thank you Miss Nrass and Dr. Hayes um as well as for the other board members. I think we had a a healthy discussion there. We're going to continue on with uh 4B, which is academic

022and pupil services. Dr. Larson. >> Thank you, Dr. King. Um I'll open it now um for discussions and information from Miss Saxa and her team. Um first, we have um educational service agreements which are proposed actions for the 91825 board meeting. Is there any additional information you can provide this? >> None for me. None for my colleagues. that study. These are the typical kinds of approvals that we would see. Okay. >> Um then moving Oh, sorry. Any questions from the board? Number one. Okay. Moving on to number two. Um looking at out of district placement proposed action again for the 91825 meeting. We have two items here. One for Green School and for Foundation's Behavioral Health. Again, typical agreements that you would uh normally see. So just uh providing information to the board that you

023will see them at our upcoming action meeting. >> Great. And those two are attached um here on the agenda. So if board members had any questions that we might be able to address. Seeing none, we'll move on. Okay. And then lastly, we have an update on the reading development tutoring program for Monoa Elementary. >> Yes. So uh thank you and many thanks to Mrs. Christina Carter who arranged for us to learn a little bit more information about this program and is going to start us off with a little bit of an update on what we've learned since the great questions that you posed at our last. >> Thank you. So in our work session in August, we brought forward the Institute of Reading Development program. You all have very thoughtful questions. So, we wanted to

024bring them in for us to be able to ask some more detailed questions, have a presentation, and just be sure that we knew everything we needed to know based off of the questions that you shared. So, one of the questions that came up during that time was around how do they um monitor the progress of students? So, they actually do weekly updates for the principal, if the district would like it, get parents, get a weekly update around the progress of the student who is participating within the program. They also um provide a time on task so we know if they're actually utilizing the program that is intended or if it's just they're sitting there idle and not doing anything at all. So that that was helpful for us to hear with addition that they also

025provide a postprogram. So like a student may not need the program the whole time. So when they're done with the program, made the growth and met with that we needed them to meet, then we would get a post-p program update about how that student performed. And they did assure us in our call that we can reach out at any point in time if we have any questions to be able to get an update on how students are doing or if they realize that they're struggling to um get in contact with a family or a student, they reach out to us to make sure that we're aware and we can touch base with the family as well. The other question that was asked and we kind of talked through was around data. So we have anou

026that we have signed with the um company and we asked a lot of questions. Dr. Hayes asked some of the really detailed questions to get in depth and get into the weeds of what's happening with our student data and ensuring that they were not selling our student data and there were no third parties um who would be advertising to our students. So we are very comfortable with being able to move forward with that and that they will only have contact with the tutors and the programming that they need throughout the time. Uh another question was around who's doing the instruction. So they actually provide live tutors. So it is a synchronous piece over the computer. So the students would have their Chromebooks and they would actually be able to get that one-on-one time or sometimes

027they have a 4 to one small group that students will have access to depending on their level of need. So they do have highly qualified um Mr. Tudson's been working to make sure we have all the background checks and all of the things needed so that we're making sure our students are with the best individuals possible who are receiving the program. And just to reassure you that it's not a company that is brand new to the area, they have actually worked in the state of Pennsylvania for about 10 years with a total of 56 years in general in history. So although they may be a California company, you looked at the um in boys from before, they actually work with Temple University and they have worked with others within the state of Pennsylvania and have

028a history of it. So that is about it. Oh, I wanted to touch base on the four pillars. I thought that was very helpful that they shared with us about how they create their tutoring program. So their four pillars, the way the program is structured is they have live classes which are the lessons. They also have lessons and activities which include books that are mailed out to the students so that they actually have real books in their hand and not just things that are on devices as they're trying to read. So that that made us very comfortable to know that they would have as a reading specialist myself I like book handling. So they actually get real books in their hands. So that made me happy and they also have independent reading and writing practice

029that they do with that onetoone or one to four time where they work with the students. That's about it. If you have any other questions I will be happy to. So, I just had a question, but just to recap for people who might not have been here, this is supplemental that this it's Manoa Elementary School. These students are all getting reading intervention at Manoa Elementary School by our our teachers. This is extra because we had extra money that we had to use that they would be doing after school um virtually, but synchronous they would be with a live tutor in a small group. Um so, that was very helpful to confirm all that. So, you said that we'll be able to check um you know if they're actually participating, if they're just um how often

030will the district or I don't know if it's you in charge or whoever be monitoring like okay this person this child or is never logging in and they should be logging in or they're logging in once a week instead of four times a week. How often do we plan on monitoring this? >> So, they said that they provide um the weekly communication. So, our building principal will be receiving that so they can stay on top of it. And we have our reading specialist at the school as well. But I did ask about like if we had questions, Miss Sax and I will be able to get that report so then we can follow up on top of it from our end to see if there's any like challenge or barriers that might prevent the student

031from being able to access that we may be able to help figure out. Okay. So, like for example, if they may struggle with Wi-Fi or something like that, we can kind of think through what that barrier is with their family. Or it could be something as simple they're not home yet from school and the time is okay. Perfect. Thank you. >> So I just had um one question as Carter and I know you've explained this previously but for the sake of the public can you talk a little bit about as to why this program is specific to Manila Elementary? >> Oh sure absolutely. So I probably should have started with that. So thank you for the reminder. So the reason why um we are working with this program is because we have additional title one

032funding that is specifically aligned to Monoa from our 23 24 school year that rolled over into the 2425 school year and we have to use it and engage students in something before September 30th. So we looked for options and our building principal found this program that she thought would be very helpful as addition to as we were saying to the strong instruction that's happening from our teachers so that students can have the additional support as they go through. >> Thank you. You're welcome. >> Carter, are they using a structured literacy approach to this? I know that's a big initiative and push now in Pennsylvania. >> So I'm going to hand it over to Miss Sex because she exed those detailed questions. She was very excited to exit. >> Yes, I was I was um very

033aware of making sure that students are learning after school the same kinds of things they're learning in school, right? We don't want them to become confused by wait a minute, we do it differently there and they are aligned with structured literacy. There is these are going to be our younger students. So um it is aligned with how we uh use foundations and how we explore everything from FME segmentation to phonics to oral reading fluency and so forth. So they are doing uh a similar approach to what we're doing and I felt satisfied that it would not present um any kind of issue for our students in participating in both. >> Um and I guess this is related to data sharing but how are our teachers or district communicating students reading needs um to the tutoring

034program to make sure that they're getting the level of support that they need rather than maybe skills that they've already mastered or are above where they need to be. >> They do give their own pre-EST as well. So they have a pretest that they give and then it's a related post test. Um and then they make available to the teacher the information that they are tutoring in or the information that they're sharing with the child. And then the teacher could have some contact with the child and the parent, but they wouldn't necessarily be reaching out directly to the tutors or anything like that. Um, and I understand this is like one bucket of money, one time, but I think it would be helpful to look at this kind of as a pilot because I think

035there could be an equity issue with some of our students who may have similar literacy needs that are not at Monoa. Um, and I can speak from experience, the cost of tutoring in literacy is prohibitive. Um, so related to this, like any outreach you can do to families, just really let them know this is an incredible opportunity and will potentially save them thousands of dollars. That's that's sort of the thing we were saying after hearing the presentation was, you know, I know we only have this right now, but seems like it's really good. This will be a good way for us to pilot and see if it's as effective as stated and we see the results here in this district. Um because it's definitely a very um appealing offering that would be lovely to be

036able to share out wider in a wider way. The other thing that I wanted to add for you when you were asking about do they communicate the needs for the students in addition like if our students do have an IEP they do work with us on the SDI for the students so that that can be addressed as well. >> Can you just refresh my memory? Does do we have this program at Monoa just till the end of the calendar year or the school year? I forget. I'm sorry. It's to the end of our academic calendar. >> Okay. >> Thank you. >> Just touch base real quick on the title one for um community members and all. I appreciate you saying it is kind of a one-time bucket of money that we get. It's not necessarily

037always built into our budget. It's federally funded. Um but it also comes with some constraints. Sometimes students or families who receive title one funding may have limited technology need technology access at home. Um we were uh intentional to ask uh talking with um Mr. Anderson uh and Miss Carter if students would need technology obviously it meets a curricular need we will be able to provide that for them so uh that limited access at home is not an impediment for their participation. >> Any other questions or comments from the board? >> Okay, Dr. I'll turn it back to you. >> Great. Thank you Dr. Larson. We'll continue with um item 4 C which is facilities. I will turn it over to Miss Weedman. >> Thank you. Uh we have one agenda item about updates on our

038facilities and I'll turn it over to Mr. Ta to introduce our guest speakers. >> So I have Ken Matthews and Jeff Straw. Jeff Zar the architect and Ken is oversight on the project. I'll start off quick. Is that on? Uh, good evening everyone. Um, so for Chadam, uh, good news. The building opened. As I said last time, we couldn't have done it without J.R. and his staff. So, really appreciate that. Uh, seriously, >> they were they're unbelievable. Um, I I would have uh I don't know what I would have done without them. Um, but the building opened. It looks amazing. Uh, little pieces, you know, continue to get done on a daily basis. We'll have probably about a monthish of, uh, finishing work, uh, doing punch list, getting all that stuff done. Um, so we

039will be working at night. There's flooring guys there right now. Uh, working some weekends, but, uh, it should clean up, uh, and get even that much more done quickly. Uh, things that, you know, a lot of people won't even notice. So, uh, it really it really turned out well. It was a it was a difficult August, but it really came together. So, um, the workers did a it did a great job as well. They worked they worked a lot on weekends and, uh, but they got it done. So, it it it's great news. So, I know tonight uh we're here with the presentation. Jeff uh is here from Crabtree uh just to kind of walk through uh some of the budget items we talked about. Uh I don't have a specific budget update this evening.

040uh you know as we spoke at the last meeting there's some funds being carried over from Coopertown to Chattam um and then you know I'm hoping that we can have final estimates here and see where we are by the end of the month as as the last of the changes trickle in uh and we get to a final budget. So um hopefully for the 18th but it may end up being at that first meeting in October with a a true budget update. So, uh, that being said, um, Jeff, why don't you go ahead and walk through the presentation. Okay. And do I just Okay. We're just going to do sort of uh some uh sort of where were we a year ago when the bids originally came in for the project and where we at

041right now. and along with uh J.R.'s team, the contractors, Ken and his team at CD Development, just, you know, really sort of leading that whole construction team uh and getting everybody across the uh the finish line uh for the start of school. Um so what you're seeing up on the screen is uh just uh we had reviewed this a year ago when the bids came in. Um and actually what it was sort of a spreadsheet looking at not just base bid but what were sort of components. For instance the uh the middle school was added to the project as an alternate as well as a series of other alternates. Everything from tack boards to uh potential uh roofing or types of flooring throughout the m throughout the project. Ultimately that that uh equated then to

042the total uh budget uh for each of the contractors uh that you see up on the screen uh for uh uh for general construction, HBAC, plumbing, electrical and and roughly ended up at about $26 million and we also had a contingency of $1.5 million uh for the project. We've been tracking uh against those numbers now then for the for the the past year. And what you're seeing on the screen now is uh it's very similar to what uh Ken presents to you on a regular basis. Um but um because really throughout the project you have both uh the architectural team uh the construction management team continually monitoring the progress of everybody and then we continually go back and forth between our our teams just making sure everything is is accounted for throughout the project. And

043so, um, up on the screen you see the original contract change orders for each of the four prime contractors, um, with actually the mechanical, electrical both being, uh, the same contractor. So, really, we had three contractor, three, uh, uh, prime contracts on site. Um, in the green, you've got the, uh, total contract to date uh, once those change orders are accounted for. And I would note some of these numbers are very fluid um and may be uh uh slightly off from Ken's numbers or what has uh present be presented uh for board approval. And that's because the pay pay applications for contractors are are continually coming in. And so what we tried to do for the presentation this evening is if you'll see on the very far right highlighted in yellow uh we went on

044just in past few days and uh pulled off the contractor's most recent pay application. So and it says uh two of the contractors August pencils that means their preliminary pay applications and then two of them actually haven't submitted their their August pay applications yet uh for even for review. So, we have their July uh final uh pay applications that were processed. The takeaway uh when you look at all that is uh roughly the projects um about uh 94 95% uh complete with uh payments that have been submitted at this time. Um which is what you see in the yellow in in the middle. And then to the right of that is the retainage. And we're right now we're holding about $1.2 million on the contractors. And so that's to verify that everything is uh fully

045installed correctly in the project. Um and before that that retainage is released to the contractors. Um we'll we'll verify which Ken mentioned we're going one of the things large things that we're going through right now is punch list verifying that everything was installed properly and what the contractors have to do uh to wrap up the project. Um there's some larger areas for instance the gymnasium. Uh that's that's still a lot of work to go on in those areas, but then there's also just touch-up work for instance in classrooms and things that that have to be addressed before that retainage can get fully uh released to each of the contractors. Okay. Um so including the retainage plus what's what's owed, there's still about $2.7 million uh for the contractors out there. Um, also what you see

046on this sheet is the bottom left is we're track we're tracking contract days for the project. And this is uh we actually track substantial completion and then final completion. Uh, and what right now there's 471 days to final completion. So that means everything's been addressed. The the punch list that I just mentioned. Um, and so we're tracking that right now. It's we're about 91%. So, as Ken mentioned, uh really we're going through about another 30 days, 30 40 days, uh to really till everything's addressed and throughout the project. Now, there is some anomalies. For instance, the gymnasium that I mentioned that uh is sort of falling outside that just for some of the things that's uh being addressed. Um then what you're seeing to the right to the bottom right is us tracking on the

047contingency. A few of the following pages are going to be much more detailed. um just sort of showing the level of uh of of what we've been looking throughout the entire project, but this is sort of summary. Um on the previous slide, we had showed about $1.5 million for contingency. Um so we're we're tracking that. There's also allowances that the contractors had to be utilized during construction. Uh there's $70,000 worth of that remaining, so about 1.57 and we've used about 76% of that. But at the same um at this time we're also in process uh about a little over $50,000 uh of uh change orders that have been processed and the contractors will be sitting submitting in their upcoming pay applications. And then we also have about another 250,000 that's under review right now. Um

048and I think that takes us right up to about just under 96% completely or or utilizing all of our contingency. And I think that's where some of the follow-up slides Ken and discussions have been with with uh at the board level of uh transferring some money uh into the contingency fund if needed uh as we as we wrap up the project just to uh to be uh will be >> will be. Yes. Yeah. Um so um that that's sort of a summary and we can go back and and I can answer any questions that you would have. Um this following slide, not that we're going to go on every every item on up on the screen, but I think what we wanted to show and we had discussions with the administration was uh this is

049the overall tracking document of every change order on the project. Uh roughly it's eight pages. Um and there's quite a lot of time spent sometimes change orders will be a month or a few months in discussion before it does come to the board for a final approval. uh uh either bouncing back and forth with the contract contractors even though we're trying to work within that contingency fund though we're we're having to supplement it a little bit. Um we take it very serious uh unfortunately um you do have change orders. None of us like to see that. Um but uh because of that we track everyone very closely of uh before it's finally approved and ready to come come uh forward to all of you. Uh the next slide is just an excerpt um from uh

050from those pages and uh so along with sort of a general description and then each of these lines actually translates typically to a two to three page document along with supplemental backup from contractors. Uh but we'll be tracking the price. Uh we'll also be uh is it is it under review? Is it ready to go to the school board for approval? Processing with the contractors. Um, is it an owner request? Is it an unforeseen condition? Is it a a mission? Uh, something that was not included in the documents? And quite frankly, was there an error uh by the design team? And and an error typically is when something's installed and that has to be redone. Um, and we we will typically step up and take some ownership to that. In fact, I think there's a

051few of them that we've been discussing with Ken's team. So, we track all those across the board um and review them periodically. um uh with with the district and the construction management team. Okay. Um Ken, I can either jump into this, but really you wanted to slide. >> So, we uh you know, as part of our recommendation, this is just kind of a reminder of the these items that occurred at Chadam that we know are not going to occur at Cougar Town. Uh so that this was just kind of a summary, just a lot of things. site utility work. You know, we replace uh the whole water line at Chadam that was never originally in the job. Coopertown has all new water lines to the building, so that's not going to be a cost. Coopertown

052already has a gym. Uh so, you know, just that alone, I mean, the gym, you can see, is $120,000 alone. It's even more than that actually at this point. So, um, that's why we just wanted to show this for context that, you know, you have $650,000 of changes that are, you know, are not going to happen at at Coopertown because it was either picked up in the documents or it's just a different building and the these things aren't happening. Uh, so that that was the point of this and this was in the memo we had sent uh back in the end of July, I believe. >> And is this part of the Sorry to interrupt. Was this part of the slide deck that was shared with the board? I only asked because we don't seem

053to have it in our deck. This was an uh updated added slide. So, we'll make sure you have the updated presentation. >> Can I just ask were were the plans the design reviewed for Coopertown? Um if what I'm understanding is that there was potentially some some design errors or or missed um facets to the project at Chattam Park. So, so was the design did that have a second review or probably more than second um but additional review to make sure that none of those problems present themselves at Coopertown >> on Coopertown or CH? >> No, it appears that there were some design issues at Coopertown and so or at Chhattam Park. So my question is was anything done to ensure that there's no design issues going forward at Coopertown? >> Um yes, but uh I

054want to add to that too. There are we went through extensive reviews on Chattam Park, we did on Coopertown as well. Um but um there are going to unfortunately there's always going to be um you know we're we're human beings putting together a one-of-a-kind set of documents. So we are going to run into those. However, I would would note that there was a lot of feeding information as we were running into things at Chadam Park over the last year. Uh that was that was being directly brought to the Coopertown design team and then we were incorporating those into the documents. Um so, uh I think and that's part of you know what you're seeing up on the screen. Um so for instance uh some of the wall repairs in the classrooms that was something that

055was was picked up from what lessons learned that we were we were seeing at Chattam Park. Uh another component is uh we had much stronger doc existing documentation on uh Coopertown uh frankly about half of the the building for Chattam Park uh we didn't have we had very limited existing condition drawings. It was just the nature of the age of the building where Cooper or with Coopertown it was much more extensive. Um, so I think that's part of uh, so to answer your question, I guess very directly, yes, the information uh, lessons learned was being incorporated from Chhattan Park into Coopertown. Um, we have a few other uh few other slides, but they're more for reference purposes. The existing uh, site plan and floor plans. Um, just if there was anything specific that the board

056uh, wanted to discuss, we could go to those specifically. uh but really more open it up to questions uh or we can jump back to any slides for discussion that you would like to have. >> I had a question about the documentation on Chadam and um do we have any plans to sort of digitize or try to rectify and I know some of our buildings go back a long time. one of the learnings you took away or >> um one thing that you will at the end of the project there'll be asbuilt drawings that'll come out from the contractors um and that that really will be um typically that will be digitized and then kept by the district um and um that's probably a lessons learned and it's not just uh it's not picking on

057uh Chadam Park it's just that's the nature you see it with school districts throughout the state of Pennsylvania really actually throughout the country uh it's very often that you the the documents that are kept from 40, 50, 60 years ago, they just sometimes don't no longer exist. Um that is the advantage that you had with digitizing. You will now have those asbuilt drawings. Um and then that'll be a resource that the district will have moving forward. >> Okay. >> I guess just a follow-up question is where do we keep these old docu I mean where does the district keep the documentation? So, you know, electronic files for everything are turned over. So, there's an electronic copy, PDFs, thousands of pages of every piece of equipment, carpet, ceiling tile, light that went into the building. So,

058there's that. Then, we have a printed copy that's turned over. Um, and then the drawings are turned over as well. A lot of it is kept either in the building uh or of course the electronic version as well. some the older documents from, you know, >> yeah, lots of the older documents, they're all housed in the high school now in the basement. All the original documents are all labeled and in barrels uh from, you know, 1903 and uh so yes, there's a lot of them. Um I think the one thing just to kind of answer the question a little bit more, Chadam, as I had mentioned, there was a lot of demo scarring, I'll call call it old walls, things falling apart as we cut into them, door frames. So there was there was just

059a lot of that that really uh kind of existing old conditions that had to be dealt with that's difficult to to really document. >> I think the item you have there where the blackboards and tackboards were installed and then there was no wall behind them. >> There's no finished no finished wall. So no no finished plaster. So at CH Chattam Park we surveyed it checked it. It was the same very strange construction. So now those walls it was included to cover that. So that's an example of, you know, 100 plus thousand dollars of work saved, but now it's built into Coopertown's project already. >> Um, I just wanted to ask Mr. Strob, um, we've worked with you for years on other projects. Um, I think this is the first time in my tenure on the

060board. This is my eighth year that we've really seen, um, larger issues than anticipated, some related to the architectural side. Um, I appreciate that you're here this evening and thankfully we were able to open our school on time. Thank you to Mr. Matthews and his team and his work and to our facilities team. Um, but I'm concerned that it took until September 4th for us to actually see and hear from you in person. And I would love for you to explain to this board um, why we had not heard from you in person um, throughout this entire fiasco. I'm going to call it a fiasco because it was. It truly was. and we are grateful that everything worked out and is working out. Um, but for me personally, I would like to have my confidence

061reinstated that we can not go through the same thing when it comes to Coopertown. I understand there's lessons learned, but there were some mess ups and I do think this board is owed an explanation. >> No, I'm I'm fine answering that question. Um, the short of it is uh and I apologize. Actually, I was going to uh the uh to back up the administration, there had been a request for us to come this this summer. I I quite frankly apologize. I was on vacation. I just couldn't couldn't make that meeting. Um but why why weren't we here before that? Um that's simply we were not requested to to come to a previous meeting. Um you know, if the you know, moving forward with Coopertown, if you would want us to do report every 3 months

062or or uh you know, come and show up with Ken, I'm more than willing to do that. uh just uh the district just needs to give me notification and I'll I'll schedule that. Um and I and I want to be careful. I don't want to play down uh the change orders. I you know um whether it's $1,000 or $10,000 or whatever the amount is. We take everyone serious uh every dollar amount serious as well as I'm sure you do to your constituents. Um but um we are within the error of margin of what you would typically expect to see uh change orders on on the project. Um we are human beings putting together a one one of a kind set of documents and sometimes we we discover a lot of un unforeseen or hidden conditions

063especially in an additions or renovation project. That's why the the contingency is actually a little bit higher uh typically on a project like this. And in fairness to the or or and thanks to the construction management team, we were actually initially looking at that maybe having the contingency a little bit lower and it was recommended to keep it higher because of the potential for unforeseen conditions which which occurred here. Um each project is is difficult. Sometimes you you don't hit a lot of change orders. In this case, we did we did hit quite a quite a number of them and we we did try to to categorize those um into into the different categories. Uh but some of them uh so again I would be more than willing to sit down maybe separately with the

064administration and if we want any followup with all of you we could do that but um felt that the unforeseen I think we were right around 1.2 1.4% 4% uh which is um depending on who you talk to the industry standard can be 3 to 5%. So it felt that we were within an error margin u but still I don't like to even come with that percentage and have to to answer those hard questions for you. Um and again more than willing on Coopertown to for us to come and present to you more often. Uh but a lot of times it is uh the construction management team or the owner's representative a lot of times is doing that presentation to the board. Um so >> and I just want to um follow up with Dr.

065Larson's comment and so that the board knows one of the things that I asked of Dr. um and for him to share with the administration is that when we're having um any sort of third party vendor outside organization that we're having formal presentations and so we should be seeing slides um regularly we should have very formal clear updates um I recognize that our community meetings are more informal but we're still conducting business and so I want to make sure that the presentations that we're receiving are are provided as such that we're able to ask questions that we're able to read information and certainly have a regular consistent follow-up. So, I do look forward to um consistent follow-up as we continue going ahead. >> Could I ask you to go to um slide number five in

066my packet? That's the prime contractor payment log and it's got the different colors in the box with the that one. Yes. Um I in my professional job work on facility financing and understand this is a time with stresses and pressures on budgets and um see uh contingency being used at a higher rate than in prior years. So appreciate the um you know that that's just kind of the state of the construction sector these days. Um I do have an issue with a presentation. I wouldn't want because it's my understanding that this project has gone over budget and we actually needed to reallocate additional dollars to top off the funds that we had designated for Chattam Park. And this slide makes it look like 95.7% of the contingency is used and that makes it sound like

067there might be dollars left over and that's not the case. So, if we could be clear in presenting the total cost and that this is is one that has an over overage um one that we were able to handle by transferring other capital funds from the bond dollars that we raised, but um I just wouldn't want the board or the community to look at this and understand that there were um there's kind of savings on this project when we've allocated additional cost. And if I can uh add a little bit more emphasis to that and I I did try to say it earlier but maybe it didn't come across quite clear. What this is doing is taking the contractor's pay application logs along a along with what change orders they have formally submitted. And I

068had said this was in process so it doesn't exactly match up to the construction manager uh information along with what's been submitted to the district because it's sort of a very fluid process. Um I'm trying to go off of their most recent pay application. So, for instance, uh good very good point of for what they've submitted, um we're at 70 76% of the contingency. What has been approved and they should be submitting this month, we would go up to just under 80%. And then change orders that have that have the paperwork has started to been submitted, we have another 250,000, which you are correct, it takes us up to roughly that my eyes aren't quite quite as good nowadays. uh but right around 96%. Uh but you are correct. There are other components uh that

069has >> correct good point. >> Yep. >> Yeah. I agree because even the total project that line the majority of people don't have um I mean I don't have Miss Waitman's background in in finance right and so I think a lot of people are in my boat and when you look at this it just says total project 94.5% that looks like the final amount and and so that I do I agree that this this slide is very misleading um and so to Ken's point next time to have a projected end something like that and even if it's a range because I do know that things are fluid and you don't know necessarily how much things are going to cost but to have a projected range of final amount um so that we can see that

070it it is over budget and and and to see too on this maybe would have been helpful what we did pull from Coopertown to cover that. >> Okay, we can do that. And I guess on the note of the request to do a follow-up meeting or or maybe a I threw out the opportunity of a c maybe every 3 month or a quarterly presentation on Coopertown. Uh possibly what we do is a wrap-up presentation on Chattam Park. I would offer when we do do that uh that Coopertown presentation potentially to all of you. I was going to comment that, you know, we want more frequent updates, but at the same time, we want we don't want the information to be seen, you know, so if we can find some way that we could really label,

071you know, what that this this is just a on balance sheet or something budget that we keep daily and what is that real This all lags behind easily. >> I was just going to follow. We're going to have the final when will we have the final overrun numbers. >> So that's that's what I'm working on right now trying to gather all five calls. There still are some calls coming in. So I feel by the the first October the October work session we should be very very close certainly by the end of October for sure but I'm pushing on them get ahead last right now. This is always the end of project all all of a sudden has work that comes out of nowhere and you're arguing negotiating was it real or not. So that's kind

072of we're at the tail kind of start of that and hopefully over the next four weeks a lot of that gets weeded out. >> The um middle school project was also done and um it would be helpful to hear >> how that did in terms of uh getting finished and ready for school and also um >> what it's budget. It's a much smaller portion of the overall but >> yes that was uh 1.2ish million. There were some uh change orders there which are all included in this total project budget. Uh the middle school wasn't a separate budget. It was encapsulated uh into this total project budget. But uh it it did come down to the wire, but it got cleaned up and it opened up. There's a few little things to clean up, but uh

073it actually turned out well and it was open for school on Tuesday. Uh so we we again we have some punchless items to do there. Uh but I think it Oh, Dan was here. Um, >> but they were, you know, able to open it and use it. So, that was great. >> They appreciate the extra space for all the middle schoolers. >> Yeah, it's another 16 tables. So, it's another 140 four uh kids can fit in there and really spread out that they need. >> So, it worked out well. >> I'd love to see in a future presentation like this, too, some some updated pictures. >> Sure. >> Um, so I'm I don't have a child at Tadam Park or the middle school anymore. Um, and so I don't frequently go inside those buildings and

074I can see out the construction outside of Chattam Park and everything that happened. But it would be it would be nice for us to see the changes that are done inside of the buildings and for the public as well. >> I think uh I I think based on the discussion, we're going to just do, you know, a brief update. We'll have a spreadsheet and we'll do that at each each work session. We can talk about that uh with a few pictures and progress. And just uh looking forward since we did transfer it was $400,000 from Coopertown to Chattam Park. Can you just reiterate what contingency that remains at Coopertown and what percentage of the project that is? >> Uh so that we have uh Coopertown had 1.3 million. So if if it's all used, you'd

075be down to 900,000. So we'll do the same thing. We'll have a spreadsheet update because there are, you know, changes that are occurring there already, regular >> things. So we'll we'll uh we'll include that at the next meeting as well. >> Have one question. I I I I still do have my son at at Ctown Town at Shadow Park rather. So I'm wondering there are 40 days left in the uh in schedule here for the for for the contract. At what point will we get down? I mean there's still things that are not done in there yet. Some fairly big things. There's the gym. I guess there's a large pile of dirt out front. I guess I I guess I'm just curious from timeline standpoint at what point would we be down we be down

076you just pay to punch those items to to the stuff where it's you know going to be >> sure to like I mean like how far I guess to until we can see the finish line there I mean we're we're in there it's operating thank you very much for getting it all done but um there's some significant clean up and house >> so it was always in the project for the exterior was not going to be done until September 30th uh just because of the growing season and all of that. So that pile of dirt is going to start moving within a week and they will be gone uh probably in about two weeks from now. Uh and then the contractors next week or all those se boxes are gone next week. All their tools,

077equipment, everything that you see in there. Uh so really in in twoish weeks it should that should be very cleaned up and so by the end of the month it needs to be seated, you know, hay thrown down uh so that we have grass growing. So, we're going to leave the fence up for a while just so uh you know it can start to to grow. But, um that that will really be the only thing. So, site work-wise it it will be very cleaned up uh as far as finishing the work. So, right now uh the gym has about two to three more weeks of work and then the key is the flooring goes in. Um so, the gym flooring once that's done, we're going to open the gym. Uh we're working on that projected

078kind of final schedule now so that we can keep uh administration and and the school of course informed. Uh then there will be some things that will have to finish on second shift or weekends in the gym. So the gym will probably truly wrap up uh at the end of October. Uh but all punchless outside of the gym should be done in the next four weeks. And um just one other request as we move forward and take lessons learned from Chattam Park and apply it to Coopertown. I think the um page seven of the slide deck that I have that has the change order tracking document and it has the columns for the reason for the change order. There's owner and foreseen, omission, value added or error. um that kind of presentation, not necessarily every

079time, but um when there are decisions that come to the board about approving the change orders and things to add, having that characterization, I think, >> is helpful and useful. Um because >> you can add that to our change order recommendation memo. What what category falls under, >> right? What's driving it? because um the board can't be responsible for unforeseen or errors and emissions and things like that. But the owner driven ones um if those are more at our discretion and having more of a view of how's the project going, what are the pressures on the contingency, is this the right choice to make with the remaining funds I think would be helpful for us to control those things that we can. >> Yes, no problem at all. Any other comments or discussion on this

080facility update? Seeing none, Mr. Ta, do you have anything else for this portion of the agenda? >> So the next item JR will come up and give us an update on capital. Okay, I think that's under the finance um portion of the agenda. So, I will uh turn it back to Dr. King to move formally through the agenda. >> Thank you, Mr. D. So, for finance, which is 4 D. Um Dr. Sh. >> Thank you, Dr. King. We have two items for information and discussion. The second item will be uh for proposed action at the September 18th meeting. Uh but first up is a state of the budget as there are two presentations the state of the budget from Mr. Testley and uh the facilities plan from JR will be presented whatever you want to

081go. Well, good evening and uh I just want to thank my whole staff, my supervisors because without them, we would have got you out of it. They did a great job. They even worked over Memorial weekend, just so you know, to get it going. So, Dr. Hayes and Mr. Ta asked me to go back over our capital projects that we did the facility study a couple years ago. So, we're coming to the end of it. So, as you can see, it's like 25 26 26 27 in future. So, we're pushing it three years is what we got. I wouldn't recommend doing another facility study because we know what our issues are. Um, all the costs are estimates. Um there's a couple things that I would say that there's a need and like just at the

082high school the controls I've been talking about that they all need to be upgraded. They're they're seeing the end of life. The hot water system, the instantaneous hot water system that I put in 10 years ago has seen an end of life. They're like two major ones. But Chadam, Chadam, Chess, no, Chadam, Coopertown, Lynwood aren't on here. So, my advice it would be we need to look at the high school, middle school, um, Chesall, Monoa. Um, the high school and the middle school are probably the most expensive. So, if you go to It's that one. So, you go to middle school. Right now we are doing a small roof replacement. Um Ken is actually handling it for us um over a section of the coral room. It was beyond repair. So we're and you approved

083it. So we're doing that right now. But something we need to really look to is next summer is look at the whole roof replacement of the middle school. Um, it's something that is no one can give us really the age of the roof, right? >> Middle school 15 years ago. At least 15 years old. >> So, it's 30 plus. >> Yeah, it's 30 plus. So, the the roof is a real need at the middle school. Of course, the mechanicals at the middle school and the high school are both in dire need, too. They're starting to see. We've never addressed the high school mechanicals. When we did the the additions, the music, the free story, and all the work there, we've never um addressed them. So, the mechanicals are big at the middle school and the

084high school. Um the other things are, you know, boiler replacements, you know, at the middle school, we got five boilers in there, old oil boilers. So, there's there's a lot here. Um there's a lot to look at. Sure, things can be spread out, but it's something we need to start looking at um now that the buildings, you know, all the other buildings got renovated. >> Before you move on, sure. >> Go ahead. >> And I apologize for my ignorance, but what do you mean by mechanicals? >> Um the air handlers, chillers, boilers, the controls, >> like HVAC, >> all the HVAC. Okay. >> All the HVAC included. Sorry. While while we're on the middle school, can you um just talk about the Jim D renovation? I thought Jim D was recently >> Oh, that's my

085typo. Should be gym AB. >> Okay, that makes more sense. That makes more sense. >> Sorry, AB D. Um yes, Jim AB. Um >> big gym. The >> the big gym. Um just like the high school baskets are seeing the end. They've been there a long time. the the bleachers are now becoming unrepable when they break down. Um so they're seeing the end of their life. Um so Jim AB at the middle school, I'll change that. Sorry. And the high school gym both need to be to be looked at um to be renovated, need upgrades. Um so then you're going to chass them all. We got some roof roof duck work to do up top. chiller starting to see at the end of its life. It's coming up, you know, 20 years, you know, 20

086plus years. You got to start looking at your chillers. Chess wall gyms, an old Mondo floor. We've been upgrading to wood floors. It has the old Mondo floor. So, and it's starting to see the end of life. Chest wall needs little upgrades. It's not a ton. Um, we already chest wall. We're putting in the new boilers now. Well, the one to threey old boilers from Chadam are going into Chesmo right now. We upgraded the instantaneous hot water. So, um, chest was in a good shape. The roof eventually case work eventually. All the generators that are left in the buildings that we haven't touched all need to start being looked at to get replaced because all the buildings that we have touched, we've all put new generators in it. Um, Manellas basically the same way. Chillers,

087we replaced their boilers last year. Gym floor, uh, they got an old Mondo system. fire alarm systems, generator, uh, manel and chest wall are kind of a lot alike. Um, and to the roof, it's getting up there. So, you know, you can push some things out. Um, but some things need to be looked at. Um, and then like Oakmont, the building you're in here, um, boiler replacement, chiller replacement, um, exterior doors, um, control upgrade, generator, um, interior doors, roof replacement eventually. So there are it's all the mechanicals that we need starting to look into and the doors for safety and security and stuff and you know energy efficiency when we look at the boilers and the chillers. And then we come down to the Mnt building which is it's in great shape really. It's just

088the old bus garage where they fix the buses, the roof and the lot the employee parking lot probably needs to be redone. Yeah, besides that, that building's in great shape. And then the big ones is the stadium. So, the fencing really needs to be replaced around the Bfield. If you drive down um Golf Road, just look at the fence, you'll see what I mean. The turf is going to be needed to be replaced. It was 10 years ago when I started, we put in the the turf because it was a warranty issue before I got here. And astroture turf you probably remember right? No before you. So the the turf did get replaced because there was war is with astroturf. So it's been 10 years. Um turf depending on its usage 10 to 15 12.

089So you're looking at a turf replacement coming up. And our turf is used a lot. Um as you see you guys all go to the games and stuff. Um, tennis courts, they need to be replaced. Um, they're not in the greatest shape. And I think I missed I didn't get it on there. Should be on there is the stadium lights. Stadium lights. I think I missed that town. >> We've had them resurfaced, but now they're cracking. And where it is, I think there was an old pool up there. So, it's over. There used to be an an outdoor pool back there way back when somebody told me. I know who told me, but uh Blue Taylor, Mr. Taylor, who's our historian in the district, he told me. So, um but that's over. It's cracking. It's

090going to need a replacement. But then you can look at the whole property and look at a whole complex. So, not pick one or two. You might want to look at the whole property as where the baseball field is, where the band field is. So, you could do a lot and just put as that one big project and look at it that way. The one thing I did miss and I will put it on there. It's my fault. Um, the stadium lights I don't know how old they are. I know there's probably five or six lights out now and you just don't go up there and change one or two bulbs. usually change them all. So, you're looking at about a $750,000 lighting upgrade to change all the stadium lights out. Um, and nobody can

091give me a time on how old those lights are. So, that's one thing I did miss up there. Sorry about that. I will put it on. So, that's another big one. So, you might want to look at that whole area as one big project. >> I have one one question. Um, so I happen to notice that as we're going along, we're kind of relying on our memory as to when and I appreciate those that have been here longer than us. Is there a list that exists that we can look up and say we replace the parking lot XYZ year? And that way as a board we're able to to keep track of how often we're getting a life out of light fixtures or parking lots or turfs. I think that's helpful when making informed decisions

092in terms of repairs versus replacement or do we go back to that same vendor again if it's not lasting a long time. So does something like that exist? >> We have the facility study, >> right? >> I have something for the 10 years that what I did. >> Okay. >> Before me >> No, there's nothing that we have. I have my facility study was with that >> facility studies was what five years ago >> should have some >> of it just to get some of the basic >> I mean I can give you the last 10 years >> okay >> of what we've done with the facility study work what I have done and put something together >> but before 10 years >> okay >> if we could just start somewhere that way we have

093a documented list and maybe something already exists I don't want to have to recreate but I do think it's important that as a board and the district, we have an idea of how long um things are lasting. >> Yeah, I I can put something together at least and then we can also we know when Chesall was built, we know when we know it was built, so we do have that information that we can put something together. >> Thank you. >> No problem. >> Um looking at this plan, I'm wondering is there any consideration for alignment to sustainability? Um one thing that's standing out to me is the turf replacement. I know um you know, these companies can they'll claim that the turf is recyclable when in fact it's not really true. And I don't even

094know if we've tested our turf before, but typically they have um can have heavy metals, lead, um just different hazardous substances within them. Um which again could potentially have impacts not just on the environment but also the players on the field. So, I I'm just wondering if there is some sustainability um alignment that we can do as we're considering capital needs. >> It's something we can look into when we go to replace the turf when we talk to different vendors. Um the only testing we do on the turf now is the GMAX, which is the compression, you know, when a when a child falls, you know, when they're playing football or whatever, hit their head. That's all we do. But besides that, I couldn't give you that answer. I think that would be an important

095consideration too to know um what the cost would be to not have turf and go to grass and what kind of upkeep that would be because I do know in um professional sports that there has been a move away from turf due to the concerns that Dr. Lson brings but also other concerns especially soccer players um getting much more injured on turf than when they play on grass. Um but that wasn't actually my question. Um, so I I see Monoa and and Chestnold on here and um when thinking about facilities upgrades for them um a little bit surprised to to not see some sort of addition discussion um especially when it comes to Monoa um when I and maybe this isn't true you know I'm not I don't have a student at Monoa I don't

096go into Monoa but I hear a lot from the community that that um and I think from PTO meetings that that building in particular particular is um full to say the least and um and and I think maybe overt taxed sometimes and certainly doing their best to serve the students with what they have. Um but was there any consideration or um uh I know I think we've discussed it before as a board at least with with regard to Chestnut Wald um and I don't know that we've seen anything specifically with regard to Monoa. Well, Mano and Chess Wall, we've done a lot of work inside to make a lot of room, like a lot of space, extra space. >> So, we're pretty much maxed out at Mano and Chess Wall. >> I know Chesimol and

097Ken, you can um back me on this one. Chesimol, I think they did look at some sort of addition, but we didn't move forward, did we? >> Was part of the facility study to add addition another 12,000 >> in the back hill. >> Yeah. at the time was discussed. >> Yeah. >> Cooper town chat and that chestnut wall would be discussed further down. >> Yes. So there is a design out there. >> Yeah. I remember I think that was on the kindergarten playground back there, right? and and that was the fill in the be right and I guess my point is if we're discussing all these different facilities and certainly if we're discussing large issues or not issues but you know large um expenditures with Monoa and Chester world I do think that potentially those

098should be part of the conversation is um you know if there are roof replacements or something well are we about to put an addition on is that needed um those those types of conversations I I think should happen alto together and um I don't think that we've ever done. Correct me if I'm wrong. I don't think we've done a study of Monoa and and the the capacity that we have there. I think that those are pretty recent issues, but um I also think on the um what we see enrollment wise at Monoa that it continues to be one of our highest enrolled schools and I don't think that that is going to change anytime soon. >> Um Monoa, we never we never looked at doing any kind of an addition there. >> Yeah. No, >>

099I think it's a it's a more recent issue, but it's one that I think has gotten um exacerbated over time and doesn't seem to let up. At least that's what our our study shows. >> Well, you're you're 100% correct. If we wanted to look at Chesmo and Monoa with some sort of addition or something like that, a lot of these mechanicals can be put into it. >> Yeah. >> Because that's what we did at Coopertown. That's what we did at Chadam, right? So we can put them into it and get the work done with the addition or the roof or whatever we wanted to do because that's what we exactly did. But we never looked at Manoa. I know there's a a design for Chesall somewhere. I might have it. You probably have it. >>

100I think we all have it. I think the the board has I don't know where one that was. We have it. >> We have it. So >> we're looking at that and and and we chestn it seemed like was having >> wasn't having sustained increased enrollment. >> Yeah. um that it does appear that potentially Monoa is having and so it's you know the changes that that your team has done and that they've done there seem to be acceptable there and and I don't I I can't say that I know if that's true today or not but that's I think what we decided when we went towards Coopertown and um Chadam instead >> I top of my head because I was um running numbers for my staff because of our um our buildings have grown our

101teachers more teachers teachers, more kids. So that means more staff for for my people to clean these buildings. And I'm thinking Manoa is around 700 kids. I could be off. It is 700. >> Yeah. So you're correct. I mean, it's something we can look at. Was there some kind maybe I'm miss I I may recall quickly here but I thought when we looked at the study that there were things in Monoa that could be like reconfigured to add more space. I seem to recall some some conversation about that during our facility study. They're saying that because I mean that your point is well taken that that it's packed. I've heard the same thing from from parents as well. There was something in there though where they when they redid it back in 200 what 11

10210 something like that that there was additional space that was that was unutilized. I I could be wrong about that but I thought there was some >> we we've taken all the space inside that is available and we've turned it into >> teaching spaces and everything. I I know people exaggerate but people say working in closets and stuff you know I mean I it Monoa seem I think this board should consider giving giving Monoa facility some attention in that regard just to understand what's going on inside the building and capacity and and looking at that with enrollment figures and seeing you know understanding that it's it might not get better. >> I mean that's something we sorry we could look into. >> Yeah. One of the things I was interested in was um scheduling a

103tour with the board to see Chadam and progress at Coopertown. And I think adding Monoa into that tour would be an interesting comparison because one of the goals of this um the capital plan that we've undertaken for the past years has been to add more par across the buildings and the amenities. And it sounds like um we may be back in a cycle where things are a little out of out of balance in terms of space and amenities across the buildings. >> I mean it's a good idea take a walk. We used to do that years ago. Um go through the buildings and that's something we can look at. >> I have a question because I I think we've talked about feasibility studies um numerous times. as a newer member to the board, I would

104love to to see that like I would love to see if it's somewhere if it's a hard copy. Um, and I would also like to see because I wasn't here for whatever study or consideration was given to Monoa. I would love to see that also. So, are those documents um someplace where the board has access? Can we get a binder? >> I I have one at my on my desk. >> He's got you got electronically. Yeah, >> thank you. >> I think it makes sense to just resend to everyone so everyone has as an we're all working off of the same thing. Mhm. >> I wanted to comment on there there's a strong push in the community for full day kindergarten and and so just to add to the pressure, you know, to look at

105Monoa and you know, the facilities parody that you you mentioned, but I I think looking longterm, you know, it we're sort of an outlier in terms of not having full day kindergarten in the area. But that's going to require more expansion, more classrooms and things like that. >> I mean, we could, you know, do a study on Mono and see what we could do. So, you know, if do you guys want I mean, >> well, and I think to your point kindergarten was actually I don't think it's it passed, but that was the agenda. I think the legislature to like mandate that at some point. it's it it impact that's definitely something that's in the radar and probably come down the pike. So, um, for us to consider, I think since we're looking at facilities,

106might I think it makes sense to to to look at wholesale upgrade as opposed to >> And Jr., did you have one more slide because you >> We haven't gotten to the bottom line yet. >> We haven't gotten to the bottom line. I was going to >> We didn't get to the bottom Yeah, we didn't get to the bottom line. So, we did this one. So, we're going to have to add like 750 to the bottom line because of the lights. Um the other one this is always in the facility study and it's always a discussion. So we do own property on Harford road which are as our like storage for everything. Um it's right next to um now DMI. Thank you. Thank you. Um and then we have that small garage that's on Manoa's

107property. Um we have outgrown both properties. Both properties are in bad shape. Um, as you can see, they crab Robuck basically demo the building. Um, so that's something we need to look into because yeah, we've out we've outgrown the Mnt building um between both departments, transportation facilities. Um, the Hford Road building is in very bad shape. And then the garage, you can see it at Manoa, is pretty much bad shape, too. So, that's something you guys got to discuss where facilities can call home one day. Um, there it goes. Wow. I'll read it over here. So the the bottom line is so for 2020 2526 you're looking at 9.3 million 26 27 8.4 million and beyond is 16.7. So >> and then beyond category uh just to maybe get a little bit more clarity is

108that that's pass the two that's beyond the two-year >> it's beyond the five the facility study. beyond the facility state, but it's something you've identified is needing potential. >> I mean, it's something we have to look at what is really, you know, what what I feel is needed, what you feel is needed, and what the district could afford to do. >> And JR, just to clarify, and speaking of the the total summary, when you're saying total 25 26 of that nine, that would be inclusive of doing every project recommended on the schools listed. >> Yes. Obviously given certain financial constraints, if we had to make decisions, it wouldn't necessarily be the full 9 million. >> Yes. >> But that is under the consideration of every single thing each year. >> Correct. >> And JR, I

109know we've talked about this at other finance and facilities committee meetings, but um and I know this is like a summary presentation, but um it is helpful when the board is making decisions to like understand what the driver of some of these are. Is it um the mechanicals are at the end of their useful life? You've tried to repair them and they're limping along. Is it a safety and a security issue? Is it an opportunity for I know there was a question about sustainability? Um that factors into lots of these things with HBAC, the lighting, things like that. But um trying to identify uh what is making these the priorities I think is is helpful and and just kind of the impetus because uh this is um outlining another significant wave of capital investment and

110you know how do we prioritize that and um try to do the investments in a timely way to be able to protect the ongoing operations of our schools and you know the safety and comfort of our students and staff. Um but it would yeah it would help um as we dig in further to kind of see what that benefit and the driver of um this list is and and kind of coming up with this time frame. >> Okay. But you're you're 100% right. I always look at >> I always look at energy efficiency, safety and security of the buildings. The bottom line, >> I think related to that, if we become aware of any grant funding, I know in the past there's been security safety and security um grant funding. If those things become available

111within a certain time frame, maybe some of these um I know 26 27 on future items could be pushed up because the money is available now. >> Knowing grant money is scarce, but maybe some bucket will make itself known. I will notice that um that on the proposed policy review calendar there's a policy for advertising and sponsorship and it did occur to me if some of the things around our community amenities like the the stadium space and and others like that would be opportunities for sponsorship. >> Hopefully once the state budget is passed they are supposed to put money into capital improvement grants. So that would give us the opportunity once that comes out to maybe identify some of these projects that would qualify and we can kind of jump on that opportunity if those

112funds are are available. >> Any other questions or comments from the board for JR? Um okay. So perhaps we'll move on. Mr. Tess, did you have a budget update? >> Well, thank you. >> Thank you. and and also thanks very much for your effort with CH. >> Thank you. >> So tonight I'm just going to touch on um three financial years, but I'm going to keep it brief. I just have a little bit to touch on um for each of the years that we're going to um look at. Um, so as far as the 2526, but that's not the one. Let me go back one. I guess that's the one. Um, as far as 2526 budget state impact. Um, this kind of gives us where we are preliminarily. Look, we're looking at ending 2425. Um,

113obviously we still have the audit that will be coming up, but this just kind of gives us um a picture of what fund balance looks like and what that capital reserve looks like within those within the fund balance. Um the net impact to the fund balance at this point is um a deficit of 1.341 million. Um and that's something we had anticipated because part of that is for the capital projects where we have funds reserved specifically committed in the fund balance for capital projects. Um so that is somewhat anticipated. Um but we did have favorable uh results as of now um prior to doing the audit that um have been favorable operations in the district. Um and just to note that you know fund balance um would be completed by December when the audit is

114presented to the board and then the board makes that acceptance um at that voting at the action meeting. Um but what this shows that we uh began the 2425 fiscal year with a fund balance of 19 million um 384 and we're going to settle the year in total fund balances um at a little over 18 million. Um, and the nice part is that the unassigned fund balance is unchanged. Um, it's really just your capital um, that has some movement in it. Um, and you were also able to reserve um, the um, portion to balance the 2526 budget in that as well. Um when we look at the uh 2526 budget and we look at what's left in fund balance um if we start if we're starting off the year with a fund b unassigned fund

115balance of 10.8 million that's going to leave us about 6.8% um and I know within our fund balance policy um we're looking at between um five and 8% to stay. So that does um keep us in that comfortable category. Um, if you consider your budget and break it over a daily rate of 365, basically the district would spend a little over $436,000 on a daily basis. So, if we were to take our unassigned fund balance and divide it by that number, it leaves us with about 24.92 days of fund balance. And really, the reason we stress that is because, you know, the re our reserves are vital to managing any unexpected changes. um similar to what we're going through now with a state budget impass um any emergency repairs or any economic downturns. So, it's

116important to know that you know that we really want to hold that money aside for those um one-time items. And then if you consider 24.92 days out of a month, we really have about 83% of one month's expenditures on hand in the event that there was something dramatic that happened. Um so to know that that it's not a um excessive number. um you're kind of within that. And then just noticing as well um if you take those expenses and look at it on a monthly basis, it's about $13 million that we spend on a month, which would be 8.2% you would need um to reserve in order to cover a month's expenses. And right now with PTE, we are eligible to hold 8%. So just to know that truly we would we would need more

117than what we're allotted um if we had to cover a month's worth of expenditures. Um and then talking about the current year budget. So we are without a state budget right now. So the um there are items that we have received and items that are on hold. So right now our property tax relief payment has been received. Um and I I would imagine because that's a number that's certified based on the gaining revenue um early on when we do the budget. So we know that th that dollars those dollars are um due to the district. Other items that we have not seen yet are your basic ed funding, your special ed funding, transportation, social security, um, and retirement. But the one notification we did get from Pasers this week is that districts will not be

118responsible for making the, uh, Commonwealth portion payment of the Pasers retirement. So that 50% we don't have to make until we are made whole um, by the state of Pennsylvania for their commitment for the Pasers for our Paser share. So just to know that that's out there. Um, and that's the the good part is that we are about 86% collected on tax revenue. So for us, we're we're a district that's favorable as far as not getting these state revenues right now because we do have a significant tax base that we are um receiving taxes on on a regular basis. So there's no concern there that we would need to go for any kind of tax anticipation loan or something like that to cover expenditures um from payroll to any kind of supplies or repairs needed

119in the district. And then just looking at a budget forecast for the upcoming fiscal year um as we get ready to prepare for that um the base index has been certified at 3.5% by the state um that was published on uh just this week. And so just to know that um tax revenue so even though if we were to increase taxes um it would be less of a tax increase if it were 3.5% compared to the four that we did this year. So, just to give you an idea of resources, um that additional 5% gave us about $581,000 in additional resources. I'm just considering the the total assessed value of properties we that we have now. Um taxpayers would see a difference of about 00945 mills. But again, this is just showing a less of

120an increase, not necessarily a tax decrease, just to kind of make that distinction um for taxpayers. Can you just explain to me how we would increase like let's say we could increase up to 3.5%. But that would lead to a decrease of $581,000. I don't understand. >> So I kind of took it as if you were looking at the current fiscal year that we're in where we increase taxes by 4%. If we only had the ability to do three and a half, you would have 581,000 less in resources to work with. Um, so not necessarily that >> the budget would still go up, but it wouldn't go up by as much. >> Correct. >> Okay. >> Less of an increase. >> Okay. >> Right. >> Thank you. >> Sure. >> Less revenue basically, right? >>

121It would be less revenue. Yes. If you were to tax to that maximum index. Yes. >> Technically more revenue, but not as much >> of a increase as we had last year. >> Yes. Correct. >> Right. So, And this doesn't factor in one of the issues that we had in putting together this year's budget that um the 4% act one index and our tax increase was eroded by a decrease in the assessed value within the township. >> Right? We haven't seen a large amount of assessments come since that point, but the taxpayers do have that ability with the common level ratio kind of moving in a direction that's not in our favor, but we have not seen that uh change in assessment. >> Okay. >> And that's all I had had for this evening. Just

122to kind of give you a brief update of where we are um and where we're looking to go. >> On slide two, I just wanted to be sure I'm clear um because I just recently joined the board. Yes. >> But uh >> so effectively we're balancing the budget the last two years by transfers from the general fund. Is that correct? >> I think that's what you said. >> So for the last two years that's how we've adopted the budget. Um we were fortunate this year that we didn't have to rely um heavily on our fund balance to do that. Um we had favorable variances. It's really just where you're moving your committed fund balance over to your capital projects. So that's where you're seeing that that movement. And that as the fund balance tightens, which

123happens when we have this negative impact of fund balance over the years, then that restricts our ability to allocate dollars to the exact list of projects that J.R. just outlined. like some of those may have been things that we say, "Oh, we'll use some of our surplus funds, our capital allocated dollars to take care of some of these projects as they arise." Um, but when our fund balance is >> trending down, we have less flexibility to allocate dollars to that and means that we'd have to go out and raise dollars like raise bonds um to fund those kinds of projects, >> right? If you were to to kind of lump them as larger projects. some but with not being not having to touch the unassigned fund balance this year that would be that's beneficial in

124order to be able to move to think about moving um funds towards those projects. >> That's good. It's nice to see the general fund surplus. >> Yes, absolutely. >> Okay, that's all I have. >> Any additional questions or comments for Mr. Testo on the state budget? I know it's only um September, but you mentioned what we expect an audit in December. >> Yes. So, the auditors will be out in the beginning of at the um December work session to give a draft of the budget of the audit and then um at the action meeting, we will actually accept the budget. >> And then with those figures, we're able to have a more of a basis for looking at starting the budgeting process for next year. Right. >> Yes. And that would give you the ability

125to say, you know, here's what we have in fund balance and do we want to move money over to capital reserves. That would give you that confidence to know that there were confirmed numbers. >> Okay. Um if there are no further questions or comments on uh the state of the budget, uh the second item under finance is our two for discussion and information and for proposed action at the September 18th meeting are two contracts related to federal individuals for disabilities education act grants uh that will be passed through from the DCIU and uh Mr. just I don't know if you want to add any comments on the contracts. >> So these are um funds that we get for the services provided to in the special ed program. Um there's specific purposes that we can spend

126the funds on and this is just the board's acknowledgement of of receiving those funds. And what we do is uh when we make the expenditures, we actually send an invoice to the Delaware County Intermediate Unit based on the parameters of the program and then we get reimbursed for the spending of those funds. And we have till June 30th to spend those funds. >> Any questions or comments? >> Is the one really $1,788? >> So generous. Yeah. >> All right. There are no further questions or comments. That concludes the finance committee portion of the agenda and I'll pass it back to Dr. King. >> Thank you, Dr. Shton. That takes us to section five other items. Um 5A is 2025 2026 school calendar revision and I will turn it over to Dr. Hayes. >> Thank you.

127This is uh just an update to the calendar uh reflecting the change of teacher and service day from May 12th to May 19th uh due to the local primary elections. Um so with that change on the calendar uh just putting it on the board members radar um for that information as it will come up next uh at the next board meeting uh on the 18th for action. >> Thank you. If there are no questions regarding I'll keep going. >> Just to clarify, so the primary election date changed which is why we're not changing the calendar. Is that >> when we make the calendar the primary elections not available for us? >> I see. >> Yeah. >> Okay. We're going to continue. um for 5B PSBA officer candidates. Um I'm actually going to ask our PSBA

128leaison just to shed any light there, Stephen. >> Um so the PSBA is looking for its officers and has gone through a process of having volunteers and people step up. So, uh there is an opportunity for our board to vote for this slate of candidates. Um there is one from our local eastern zone, uh a representative, a school board member from Chester Upland. Um and then the others are uh statewide offices that uh people in PSBA have stepped forward for and they're seeking our vote and endorsement in their officer elections. >> One thing I will say I I I I didn't know I I I do know the uh individual for school district. I think is it Dr. Morales or or Miss Morales? I I I forget. But um Dr. Shelman I think has some

129connection with with her as well. She's very very impressive. I'm I'm a fan of her. She she spoken at at at a number of at uh legislative events and um I think she'd be a great person for uh for this area. >> I believe she's co-chair of the legislative council. >> Is she co-chair >> for the for Delaware County? right now. >> She's Yeah, she's very, you know, she very passionate individual >> if so then this would be um up for the board to vote at our next meeting. >> Just to clarify, these are non-competitive races or elections. Looks like there's just one. There's just one for each spot. Yep. >> Great. Thank you. Um section six, report on executive session. So, the board did meet tonight before um this evening's meeting to discuss with

130council two confidential personnel related matters. Section seven brings us to the second portion of public comment for the evening. Um the second section of public comment, you may make a comment or statement about any school related topic. Um I did have three individuals that signed up to speak for this session of um public comment. The first person I have listed is Rich McGory. And just a reminder that you'll have three minutes to speak. Um at the start, Mr. Tester will start um a timer there. And at the end of your three minutes, I do ask that you would conclude your request. Please state your name in California residency. >> My name is Rich McGlo. I live at 1246 Bill Road, Htown, Pennsylvania. >> Okay. Uh and and tonight I just want to follow up and

131finish what I talked about at the last meeting about the you know resolution of special ed issues. uh essential point of the article is that the school districts refuse to adjust the reading curriculum and methodology to fit the needs of the students. Instructional leadership is a collaborative process. It is not an adversarial process and when it becomes a adversarial it breaks down collaboration which hurts our students. We are all learners in this. Most everyone here knows that I am a strong advocate for a reading specialist for our autistic support students and my autistic grandson. As a late talker, he's he still is at the beginning stage of reading development. He has made little progress in reading since he left Manila Elementary School where he had a reading specialist and attended the middle school last year.

132Okay. He did not have a reading specialist and he did not progress in reading development. Every day without a reading specialist is a lost opportunity for Johnny to gain an essential concept for his development of his reading ability. That cannot be replaced. Reading ability is a complex process which requires children to develop cognitive structures in their brains which build upon each other to develop reading ability. Over time, children develop the ability to read. There is no quick fix. Each autistic child has different needs and requires instruction specifically designed and created to meet his or her individual needs. and unique interests, abilities, and background of experience. Authentic materials at each child's instructional level are essential. Instruction at a child's frustration level is harmful to children and causes avoidance behaviors. Back in the day when I taught

133reading University High School in Philadelphia from 1975 to 1995, that's how old I am. We provided every student with a reading disability a reading class taught by a certified reading specialist that was required by title one regulations then. We were so much smarter then than we are today. Our students receive small class instruction for a full period every day for a full year. That is what is necessary for struggling readers to make adequate yearly progress in reading. That is what Johnny needs. That is what I did for 20 years of my life. Now to sum up very quickly in our in our reading classes we had all types of uh of students special ed students dyslexic students English language learners and typically developing students. We provided formative assessment at the beginning of the year ongoing

134assessment throughout the year and summitative assessment at the end of every year. That is what Johnny needs. That is what all of our children with reading disability need. It is our moral responsibility to provide them with that opportunity. All children have the right to learn to read. All children have the right to be provided with every opportunity and resource that they need to learn to read. Johnny does not have a reading special specialist this year. It is in his IEP and I am going to enforce his right to a reading specialist. And if he doesn't have it already, I will go to the legislature and this department of education and ask them to design a regulation requiring exactly what I said here today. >> Thank you. I am not going to stand by and watch

135my little Johnny go through our school district and never learn to read. That is not happening in my lifetime. Thank you. >> So, Dr. Hayes, I would just ask that if appropriate, a member of the administration would follow up. >> So, for the second person that signed up, I have Joe Arena. And the third person I have is Carol Taylor. Right, that concludes the list of those signed up for public comment for this evening. The next regular board meeting is scheduled for September the 18th, 2025 at 7:30 p.m. in the boardroom of the Oakmont Administration Building. I'll accept a motion to adjourn the meeting. >> Second. Thank you. The meeting is >> adjourned. Make it.