Roanoke County School Board Work Session - December 4, 2025

001like to call our work session back to order. Mr. Hudson, will you please read us out of closed? Yes, ma'am. I move that the Rona County School Board come out of close session for the following. To discuss the investigation of a student matter pursuant to the Scholastic record exemption at 2.2-3711 2-3711A2 of the code of Virginia and to discuss the award of a public contract involving the expenditure of public funds including interviews of biders or offers and a discussion of terms or scope of such contract where discussion in open session would adversely affect the bargaining position or negotiating strategy of public body according to the exemption of 2.2-3711A29 2-3711A29 of the code of Virginia and to certify that to the best of each member's knowledge only public business matters lawfully exempted from the open meeting

002requirements under this chapter and only such public business matters as were identified in the motion by which the closed meeting was convened were heard discussed or considered in the meeting by the school board. Second, Madame Clerk. Yes, ma'am. Item 2.03 03 action from closed. Yes, madam chair. I move that student number ex 20225-2026 and number nine be expelled from Rono County Public Schools. Second, Madam Clerk. Mr. Greenway. Yes, ma'am. Abstain. Yes, ma'am. Thank you. Item 3.01, 01 review a feasibility study. Mr. Todd Kaggles. Madam Chair, members of the board, Dr. Sult, Dr. Nicely. Uh we were asked to commission a study to examine possible uses for the current BCAT property uh to look at our maintenance and uh transportation facilities and to uh look at the possibility of expanding AEP and the formation of a

003public day school. Uh, in order to do that, we employed Ballser Associates and RRMM Architects and we have Chris Burns and Michael Masher here to review their findings. Right. Thank you, Todd and good evening. Um, so Todd has given a general background uh about this study and I've created some copies there to to run through and what I have u projected here on the on the monitor. Um, it's easy to get into the weeds on something this this big. So I'm going to try to find the middle ground between real high level overview and more the detailed and keep it moving. But please ask any questions along the way if you have question about it. Um so with that said I wanted to just point out some of the important parts on the executive sum

004summary related to what is the fundamental criteria for why we do this study and that's we have recommended a process where we can quantify the programmatic needs of each of these components between maintenance transportation and alternate ed school um and in explore some uh viable design options at both properties. one being here at the admin site and then one of course being at the BCAT site. So um with that this is overall a delivery of a of a phase one macrolevel study where we're taking the program and looking at the building size and answering the question is this viable to do and then giving some rough order of magnitude cost associated with that. So we look at this study as needing two two parts. This is phase one completion and we would recommend going into

005phase two if there's agreement about a certain option that is um in the best interest of Ron County schools to move forward with. Um and that's because when you're dealing with an existing facility, there's still a lot to uncover and just to make sure that we're seeing things. For instance, at BCAT, we have limited information about asbestous. We have limited information about the roof report and and HRA systems and the exploration of those areas. Can go into a little bit more detail on the phase two part, but at least in the phase one, we're looking at the programmatic needs of each of these departments and seeing how they could fit in BCAT. And that that question is answered in this study of how it does work and how it's illustrated uh through through the floor

006plans and in the site. So, I'm just going to move forward here. Um, so overall there's um a summary given for what each option includes. I'm not going to get into the great detail of that for what's written. I'm just going to kind of move us through to uh first illustrating what the first step of the study is and that's the program. So we've met with key stakeholders and discuss the needs of what would be in the new alternative ed school. Uh so all of that is illustrated here on the um between AEP and uh special ed. And just to give you a sense of if you get into the detail of this program chart, if it's colored like that, that would kind of be a shared function administration wise between AEP and and a

007special ed school. Um and then turning the page to central admin. We program uh everything that was related to the building now and and we always ask key stakeholders to kind of step [snorts] outside the building and ask for what you would like um rather than what you have now. So that's what you see with in terms of the central admin. Each of these areas have been colorcoded to represent those departments with the various needs. Maintenance department. We've met with them and gone through all the things that are needed in the trade shops and spaces and then also the transportation department following a very uh similar process of what their needs are. So on your packet there in the first kind of pull out 11 by7 this is probably the easiest road map to follow

008as we come back to it especially when we get into I think the final part of this report is just to talk about the cost associated with it and it's probably easier just to follow this diagram at a high level. So I'm quickly going to run through it. Option one takes everything here at the admin and leaves it as is. And we look strictly at uh the BCAP property and and what would happen if public day would would would go into building A and building B. So what you see in brown that that all represents the special ed program while the blue represents AEP. So that's consistent throughout each option. The gray is is related to maintenance and transportation is related to um the the we'll say the purple color there. You'll see it's consistent

009that based on the needs on transportation, what you need on the site. We're really only finding it's it's uh feasible to put transportation in one part of the property there at BCAT. they need a lot more space when it comes to the amount of buses and vehicle in tra in circulation. So, uh option one would be including the most programmatically, right? And then then we broke this down to to option one A where public day school 60ome percent of it fits all in building A, parts that have to go into building B, but we've also included maintenance. So maintenance would fit into uh building C. Then through this process working with Dr. Nicely and Todd um we you can kind of start to the study starts to reveal some other options. So so option 1B

010is actually just minimal and looking at what if we just did public day school within BCAT. Now option two is is is a is is is a look at this property here turning over the existing building back to the school. We know originally this was a a trade school vocational school. So there is some merit there to to looking at how um public day and AEP could fit in here. AP we know is currently here but maybe the accessibility of that part being at the rear doesn't work so well well functionally. So some of the plans here will show how we brought that to the front and then there's a relationship with the site option two why that would make sense to put a step out front where a new entrance would be for the

011new public day. But of course when you brought a school into this part we have to create a new central admin. So in in the option two you're you're you're having to create a what we were showing as a twotory addition of of the admin connected to this building. All right. So, I won't go into great detail on this, but as as we look at this is a view of building A at BCAT. So, the upper levels on the right, lower levels on on the left, and all of AEP can fit into the lower level there. According to the program we have most of the classrooms and admin functions and autism class they're all shown on the right that building was set up for is set up for classrooms to begin with. So you know

012you have a main entry ma maintain a lot of what we it's working to get everything within this two buildings except for a few a few uh program components like we have additional classrooms that we need work rooms and then being a school you have you have to have some type of multi-purpose space dining function serving food um you can use that space to be determined as multi-purpose uh physical education activity could occur in it. So you don't need a dedicated gym per se, but you you still have to have a space where you can say is being used to serve food. So there you already have a kitchen set up, dining, so you'd be reusing those spaces. And then some of these other program components with art and music, additional classrooms, everything's kind of

013fitting right in there. So public day as a whole would fit up to kind of where my cursor is at, right in this area. And then we start to show maintenance in gray and all of transportation uh shown in building C. If you include maintenance and trans in transportation into these buildings, there are limitations on heights structure. That that's those are the those are the constraints that we know you're not going to fit a bus through some of these bays. So, what you're what you're starting to see in red there is where we're taking the size of the program that we know we need for the amount of uh shops within that area. If you look at the bottom right, and we'd have to actually have to demo that part of the building and build

014new just to get the heights that we need to functionally support buses coming through those areas. Maintenance can work within the heights of what's shown. Uh but in this plan option one where we're showing maintenance in building B you would have to actually add on to that building just to meet what is in their program now. So there's additional 4,500 square feet. Turning the page here just so option 1 A again is what if we kept public day A the way we just illustrated and we brought maintenance only over. Well, all of maintenance can fit into building C. So no additions needed, very little uh site work required. And then [laughter] um so so that that completes the look at the building impact at BCAT alone in option one. And before I look at option

015two, I'm going to come to the site plan just so you could see the impact of what's indicated on the site as it relates to these different programs. So transportation, everything you see in yellow down there, those are our buses. The amount, the quantity that we need. So you could see where the site kind of lends itself with the amount of real estate and what's open there that it only makes sense that transportation would be hosted in that part of the site on the on the plan north side the upper part of this page where which says maintenance facility. It's a pretty severe gray change in that and limited. So we didn't see where it's feasible that transportation could be in building B. it's really only allocated to the lower portion. Other things about the

016site for BCAT, it's good to know it's we've we've indicated it in the cost is primarily these buildings are in a flood plane. So we have spoken with the zoning officials um and based on code and what's required we we we would have to have some type of flood proofing mitigation that is then determined by the building official how you go about doing that. So we've had some initial discussions of what would be expected um where you have to protect openings deploy a plan set up panels that kind of thing. So at a minimum we know it's a requirement. Um identifying the cost that is part of this. We we've allocated an allowance for it. Um and it might it might be questioned. Okay. Why are we going to do anything in a flood plane

017to spend a million dollars just to do that? Well, to build these kind of things brand new at that size, it doesn't move the needle much just because you have to provide the flood proofing to meet the code in this area. So, just didn't want to hone in too much on the flood proofing requirement. And actually, we would say phase two could be a deeper dive into that of what would actually be required around these openings. Um, now Chris is civil engineer in charge of the site and study there. And is there anything more that we might need to touch on there? Uh, I don't think so. I mean, we know it's a requirement u because of the level of renovation. It's not going to be a grandfathering situation or anything like that. Um, and

018so we've tried to account for it the costs at this point. Um, but you know, more more to come if if this um if you decide to go further with it. That'll be on any redevelop any significant redevelopment on this site whether it's this or something else. So like option oneb it's limited. It's it's much more limited because if if you follow my cursor on uh on this plan, in other words, would you only have to do the parts that you're renovating? That's what I mean. Right. Well, exactly. Exactly. So therefore, the cost of it is lower, but you still have to do it. Yeah. So that's right. The first floor of the front building as well as the back two buildings are all at about the same elevation. So, yes, if you weren't renovating

019all three buildings, I don't think you'd have to flood proof all three. Um, if you start to get into significant renovations of one, then I think you would have to flood proof at least that one. Yeah. And it doesn't include the upper level building. All right. And then option two. Um, so overall looking at our building here now, everything that's in brown there is related to the special ed programs. Blue again is AEP and then the lighter gray like the board meeting room, print shop, you know th those those spaces we see could just remain as is as they are working. Um, and knowing that the new central admin is now needed as an expansion to this building, you could have where it's shown there, have direct access back to this board meeting room. So,

020functionally, it all could work well to keep the assets you have here and limit the expansion to 20,000 uh square feet per floor. It would be a twotory structure there. I think it would be good too just to look at the site plan impact on this, too. So in this view here, this is simply showing you how um your main entrance into the school uh would be located here. Provide for a good long bus loop on this side. Allow a step entry to be in the front where there's already a controlled vestibule and then allow the the admin building to be more at the rear. So you're not directly interfering with the functions of of a school going on as we're all coming in from this direction. And then we're meeting all the parking counts

021that are needed to to support both a new school and central admin. So overall that that's a look at the design concepts before I looked at any costs. Are there any questions? I got one question. Um, I know we pay a fortune for flood insurance every year and for some reason I want to say it's a quarter million. Does that sound right? Okay. Does that affect does anybody know if that affects our insurance? You know, if we are flood proofing, I mean, does that take us officially out of the flood plane for that section of building that we're modifying? So, I don't know the answer to that 100%. Um, what I think is I think you are still in the flood plane and so you would probably still have to have insurance. Um, it may

022factor into how much you pay if you've got a flood proofing plan to reduce that's approved by the city. Right. It doesn't I know it gets sketchy with all of that. Yes, I think you would still I think you would still need it, but it's possible that there could be some kind of a reduction based on [laughter] having that plan in place. Thank you. All right, if we're ready, I'll just go right into the the cost. And my thought is rather than go through every single line again going back to what's in front of you with this, this is probably the easiest to follow as as we look at the cost. So option one, complete renovations and additions over at Arnold R. Burton. We've we've ran um you know you essentially have renovation costs and

023you have to determine at this level what portions are reconfiguration of the space completely or should we determine or are heavy renovation and then what are light renovation whether it's just not a reconfiguration of the space but new flooring new lighting painting. So that's where the biggest difference on all these uh cost estimations are differing between heavy and light renovation. All of these costs have been verified with general contractor input. So they've walked through this study with me to determine what um what we could use at this level of detail. Um we we also know what we need to expect going into the following years of escalation, what those percentages should be. So that's what's in yellow relative to move moving forward over the next three years. So overall um construction cost for if it

024were to bid today the construction cost of of option one fully renovated including new public day maintenance transportation 33.3 million but the total project cost what we call the soft cost factor including your A&E fees technology FFN allowances contingencies Um that that's a general rule of thumb, a 085 factor. Your total project budget's 39.2 and then we carry that through escalation for next year and the in and the two years following that. So that's option one. And then we broke it down to lesser scope option 1A which would include adding maintenance the public day at BCAT if it were bid today 18.8 million total project cost 22.2 and a budget for 2028 would be 24.9. That made us look at option 1B which was what if you did not include maintenance and transportation at all

025included public date at BCAT we would be at 13.6 million total project budget if it were bid this year um with a 15.4 4 million budget in 2028. The good news about BCAT and these options are public A fits which we were really tasked to do to begin with. Does it all fit in building A? The answer is no. It has to go into building B. But you can come back to the idea of transportation were to move into building C. You can come back to that at a later date. um because the building's going to be there to serve that and receive that program. I think where what would have to be decided is the maintenance side of this because the option one A shows maintenance being an option in building C and if

026you remember um we've really said transportation can only go on this site in building C. I'll just pause there. See if there's any questions on the cost for included for option one. That doesn't include whatever your return will be on that. Yeah. Yeah, it's good to also understand this study is just looking at the cost of doing the new work. So, the resale of property isn't factored in, but you got to keep that in mind if you were to sell the market value for BCAD. I think it was appraised around $2 million in the recent report. And part of why we were trying to look at all of these variables and functions is because you got several things that could be at play, several problems you're trying to solve for. But to kind of bring

027it into focus, I mean, our first thing we're trying to so solve for is what would it take to, you know, stand up a public day school and of course expand a step and that was our, you know, first priority. But part of the purpose of looking at all these options is just, you know, is there a solution that could solve for multiple problems. So just you know that's that's what we were trying to do here but um you know I think in terms of our review initially of these proposals you know not to preempt the biggest selling point I think it's obvious about you thinking about this space here at Cove Road for the school purpose is is really the gym that's the big selling factor because it's already exists. Uh so that's a

028that's a nice thing, but uh you know obviously the cost difference is significant and we could probably accomplish what our main priority is a lot sooner and probably more realistically by you know focusing on these option ones and probably that 1B is what we were sort of thinking was you know let's keep our first priority you know looking at the let's for the public day school and get the AEP expansion with the idea that you know there's you you've proved the concept that that there's room to then move those other functions over there possibly at a later date. Not to state the obvious, but just to kind of focus the conversation here. Are we going to do a study on how much we're looking at in terms of staffing, how much that's going to cost

029us because that's obviously going to make a difference, too. Right. So, yeah, this is this part is just focused on probably need to get moving on that as well, operating cost, right? And I agree with you. I think that most of the board agrees that 1B is probably the most feasible thing right now and it's the most important thing to me. understand that we do need to address the infrastructure issues for maintenance and for our garage, but we are definitely in a high need for this and u we had a great discussion yesterday with the board of supervisors, chair, vice chair about these needs. We'll get back with them on this piece, but I would love for staff to go ahead and start kicking that up, getting that going because we're going to have to

030address that as well. Right. Legislatively, we have a whole other hurdle to tackle. So, yeah. try to get some additional funding, you know, for especially the the operating side, which you're exactly right. We're going to need to now's the time to go ahead and look at that as well. Yes, we can the legislative pieces of expos [snorts] we're probably going to have to fight for that and it would be nice to have all the information available when we do that. Dr. Mercy, the the appraisal for um the transportation building is a million dollars. The the associated shed that's over there. There's there's actually three properties over there. One of them is a garage across the street for maintenance. That's 450,000. [snorts] And then the m the maintenance building itself is 985. That's about 1.3 million.

031I think Okay. Um, so just to re recap here, bring it to a close here. option two conversion of the whole central admin into the new alternative ed public day school along with getting new maintenance transportation facilities hosted at BCAT. Um this is your most expensive option because it's including everything along with the new central admin expansion to this building if it were bid today 54.2 2 million and 63.9 million all-in budget and then escalated up to 2028 71.9. There's always going to be questions about escalation. We just don't know enough to to reduce that this time. We know enough to say a 4.25% is what the industry is telling us for next year. And then from there we've just moved it down by 0.25%. Oftent times these demands of the market changes, things tend

032to neutralize for a while. They never really go down unless it's a major market correction. Um, and then an all-in budget, if you were to just look at this property alone, $40 million in 2028 for new public day being here with the new admin expansion. This doesn't include the sale of ECAT. So that's it. Overall, it's still a lot of information to kind of take in. Um, our recommendation would be to to choose an option or or more than one option and and go to a phase two level just to provide a little more detailed study on the existing buildings, fine-tune the cost. There's enough in these unit costs for quantity that we have it the macro level the this still tells us on a square foot basis as a vehicle to um give us

033the subtotals and and forecast that we need. we would do a little finer uh detail of costs going into the next phase. As you know, we did the studies for the elementary schools follow the similar methodology and know it was always a challenge to say that the elementary schools could be 50 million. We always showing a little higher just to give you a sense of what how that works at a macro level. Square footage is still the main vehicle determining the cost. Next time we receive CMP funding is 2027, correct? I think 20 28 C the CIP CIP. Yeah, you know that Susan keep asking questions. Well, you she already got the flood insurance question. So the current price on flood insurance is 52,344 a year. It it went down drastically a few years ago.

034It was like 257,000. Okay. I remember it was like Yeah, it went way down nationally. that apparently that's something that happens what Miss Peterson said, but it's currently about 52,000 to answer that question. Very good information, Mike. It's um I don't know. Before we move on to phase two, we better figure out funding source as to Yeah, it's hard to move. It's not even on our CMP yet. We probably need to put this onto the CMP and when we reevaluate that in in the spring. Well, maybe sooner. We And we still have aging infrastructure in your district. We do. as well as mine. So, which is why what we've been advocating for is really because the part of the, you know, what we're trying to solve for is to mitigate the rising CSA cost, which

035is a joint issue, you know, pressure point for both the county side and us. So, ideally, we would like to, you know, try to find some solutions as far as paying for this outside of our current funding model. Yeah, understand. That's going to take some convincing for us. 2028 and then we're off the years and then we'll get in 2031 and 2030. 20 million something like that. 20. But as you mentioned, there's already things on that list, right? So ideally what we would like to have is these additional funds right on top of that. Um and we will of course talk about how we're going to get maybe the funding from the state and maybe changing some of that. But that in in my mind is probably only going to be for the actual program

036for our students and not really probably going to be incorporating cost of a new building or renovations to a building. So there will still be that need. So there's there's quite a few steps to go through to get us to that point. The other thing is that that building building is now serving our students. So we also have to wait till they can move into the new building before we would be able to start that as well. So that's another factor. I do appreciate you doing all this work and it's definitely top of my list of priorities is is getting this um the school up and running. Um we're just going to have to go through a bunch of hoops to try to get that done. to remind everyone it's about $300 to $500 a

037day for the alternative sc. Well, and I keep saying also on top of that is that we can't get them in in a lot of instances too because there's a waiting list. So, we're not serving we're not serving we're not able to serve our students without coming up with something that we do in house, which is why this is so important. So, do you guys have any other questions? All right. Thank you. Thank you for being here. Appreciate you. Item 3.02, approval of funds for CVA classroom at Northside High School. Doc, Mr. Todd K. Goals. Yes, ma'am. Uh, if you will recall, uh, the CVA program was not included when we, um, built RCC. So, uh those programs are being relocated over to North Side High School. Originally, it was only going to occupy one

038classroom over there and so we had developed a budget to cover the renovations that were going to be needed to make that space appropriate for that program. Uh through discussions with the board, some things were changed uh a month or so ago, and it looks like now we're going to need two classrooms. So there's uh some additional renovation costs, some furniture, uh storage options that are appropriate for CDA. And the total of that is about $60,000. Uh we would uh staff would recommend that we appropriate $60,000 for minor capital special projects uh to cover the cost of renovating the second room to make it appropriate for CPA. And if we have consensus to do that, we'd like to put that on consensus or on the consent agenda for the next week. That's good investment. Thank

039you. [snorts] [clears throat] Item 3.03, agreement with Reno County Police Department for deer calling Miss Tammy Nukem. I thought we would come out to introduce this. We have two guests with several guests with us to talk about this uh topic this evening. So, want to welcome uh Chief Po Dexter. This is an agreement with Ron County uh police um that we're um uh present presenting to the board this evening. And we also have Rachel Lauer who's one of the county attorneys uh to help present that and let us know more about this proposal. So, let's turn it over to them. Thank you, Madam Chair and members of the board. Thank you for having me. I'm Rachel. deputy county attorney. I represent county. I do a lot of work with the schools and thank you for

040all your good work and got some really great folks around here I work with and I really enjoy my work with them. Today I'm here on um behalf of the police department and the county board of supervisors to tell you a little bit about our deer population management program. Um in 2024 Renick County established its um deer population management program. Um deer population control is a serious issue in Renick County and Renick County receives numerous citizen complaints every year about damage caused by the um the um ever so cra the uh crop crop damage um and and personal property damage by um um traffic hazards uh that that that deer calls in Reno County. Um in a span of 18 months leading up to the county's implementation of our deer population management program, Reno County

041alone paid over 27,000 in property damage caused by motor vehicle incidents, mostly our police cruisers, um caused by deer. And in order to affectuate the um Reno County deer population management program, we received and we apply we applied for and received a um what's called a kill permit by the uh Virginia Department of Wildlife Resources. And we have um contracted with Hollow Tooth LLC who their representative Jason Rieger is here today um as well as Mr. um Maverick Mans. Um they do our deer population management control sharpshooting event every every year. We've contacted with them before. This will be our third year doing it. They also work with Reno City. Renick City I believe has worked with them for about 13 years. Um and um in order um to make the program were successful. Mr.

042Reager has requested um permission to utilize Renault County Schoolboard properties um to um to perform the sharp shooting events on. And if the school board is inclined to give permission, I would then seek permission from the Department of Wildlife Resources in order for um the sharp shooting events to occur on Renick County public school properties. Um Mr. has um prepared maps of certain school properties where he proposes the events to occur on in order to make the program more successful. And I'm sorry, I do have copies of those um for you. I just patch those out. I think there's 11 school properties and this would be done over a um I believe a couple of week um process. He Mr. Riger can explain more about that to you if you have questions about the sharp

043shooting events. There's a a baiting piece of the event. Anyone can can Yeah, I brought a number of copies. Yep. So, there's baiting that would occur in um in in uh December is what u Mr. Rager is proposing as well as um the sharp shooting events to occur in January. Um if you have any questions about the safety of it and how it works, um it's done alongside uh and in conjunction with law enforcement because law enforcement is the only um entity that is allowed to do this through the kill permit that Ren County has. So with that, take any questions that you have for me. I probably can't answer too many. Um so I've had a chance to talk to a couple times about this. Um, so I kind of would like for him

044to be able to speak a little bit about the process and um how that it's all very professionally done. I just want him to have a chance to speak to the process and um where I know the the meat is um donated like all of those pieces. I think people need to hear that. It's fascinating. Yeah. It so it's the process seems complicated. Uh we've done it for years for the city of Reno and for uh Charlottesville. Um the the program starts with baiting. Um the baiting uh for example for Reno City, we'll start the baiting in uh on December 15th. We do what's called a bulk bait and that basically pulls the deer into a specific area. Then we'll start daily baiting and we basically train the deer to come into the property at

045a certain time. Um the baiting is performed in the afternoons, typically after 12:00. Uh the sharp shooting itself is done in the late hours of the night uh typically when everybody's in bed. Um the the deer themselves uh the biggest concerns I've had over the years are after you shoot the deer, where does it go? The deer doesn't go anywhere when we shoot them. Okay. Everything is we operate uh by the strictest standards. Um everything we do is a head shot so the deer does not move. Um everything's cleaned up uh that we do. The deer are processed at a processor in Ironto. All the meat goes to Reno City residents. Reno County venison will go to Reno County residents in need. Okay. I'm very strict on that because I feel like the taxpayers are

046paying for this and I think the money should stay in Renault County. Okay. Um, other than that, that's uh that's the very complicated process in a in a small form. Um, other concerns people have are obviously the firearms. Uh, the ammunition that we use is that they're frangible. Okay. So, if for some reason there is a miss, we always have a safe backdrop. If you look at the maps that I provided uh to Rachel, um, you'll see the direction uh the arrow points in. That's the direction that we would be shooting. Typically, that is a hillside that would be behind them. Uh frangible uh ammunition, which means it could hit something as small as a tree branch and it disintegrates. Okay. All the testing that we've done uh with the bypass through the deer, uh

047small fragments haven't gone any further than a piece of construction paper behind the head. So, with that being said, that's the biggest concern. Everybody's like, "Well, if you miss, the bullet's going to start bouncing around." And, you know, no, it that does not happen. Um it's similar to law enforcement ammunition as the chief will say um everything they do is you know it's all it's all beyond the point of impact is what we uh as far as entering the the school properties and stuff like that. I'm I'm always driving the vehicle. Maverick's in the back of the vehicle. Maverick was a Renault County police officer for three years. He's very familiar with the properties. I've been in Reno since 1978, so I've watched it grow, um, to where it's at. So, uh, when we enter

048a property, we are very careful. We use thermal imaging to make sure, uh, anybody that's not familiar with thermal. We scan the area to make sure that there's no people there. Um, and we always confirm our target. So, we use very highowered scopes. So, it's Uh most of our shots are within 50 yards. Just a couple of things. Um I know that you were tasked with reducing the deer population. That's what the Reno County was asking you to do. [cough] And my understanding is that you weren't able to to reach that number, right? Based on the areas you were given. So that's why we are looking at this as an option. That's correct. And then again, this is all based on damage from the deer, like in terms of property damage, but also vehicle related

049crashes and things like that, which is from our perspective, from a safety perspective, that's what's really important, too. So, yeah. And and that's our focus. You know, for years in Renick City, people have always, oh, they're eating my bushes. They're eating. That is not my concern. Okay. You planted it. They're going to eat it. We were They were here before we were. Okay. My concern is the soccer mom or the soccer dad in the vehicle driving down the road swerving, you know, not hitting it the way they should. Um, that's my concern. Vehicle collisions. Uh, obviously the police department's had several strikes with their cars. Um, so, you know, at that point it's a problem. you know, if you have police officers that are striking deer. Uh, so at that, you know, what we've run

050into, Charlottesville is a perfect example. We've been shooting the same nine sites for seven years. First year we shot 125. The second year we shot 93. The third year we shot 60. The fourth year, I mean, it just we've stayed in that 60 to 70 range. So if we continue with the sites that we have now, the numbers are just going to drop. Okay? And that's because we are shooting the same sites night after night after night. Whereas in Reno City, we have 55 sites within a 43 square mile area. Okay? What's working this year may not work next year, but we have options. We don't have options in Reno County. Okay? The schools are the largest areas, mass areas within the residential and the roadways within the county. Okay, that's our focus. Okay, and

051having that additional property and that larger property that gives us the open space to do the things we have to do without visual impact from citizens. Um, you know, we're able to get in and out. We're very efficient with it. Um, so in other words, city. Sometimes they'll get a call. We've already gone in, pulled the deer out, and the cops show up. We see them going down the road as we're passing them. That's how quick it is and efficient. So, and it's done in connection with um dispatch, Renick County dispatch. Yeah, that's what I was going to say. My understand that you guys will let school staff know when you're going to be there and what day, and you also let the police department know. So everybody coordinates to make sure. Yeah. So what

052we do what we do now is uh the day that we're doing the work, I will send an email to 911. I send it to the police department. I send it to the game department and then I also send it to the biologist at the game department. That lets everybody in enforcement know what's going on. Okay. Prior to entering a site, we call 911. We let them know that we're entering that site. Okay. when we leave that site, we call 911 and let them know we've left and where we're going to the next one. So, there's constant communication with law enforcement. So, would it be in the school, somebody would communicate to the schools to make sure there's no event going on or there's nothing, right? And it and basically what I would do is

053include y'all in on that email list. So, basically the, you know, the following morning I'll send a report out with what we took the the night before. So you'll know exactly where we were last night and what we did and what we took. So the communication is huge. I've I've had 13 years to figure it out. Um what everybody wants, you know, every year I add another layer to it. Um but it the number one thing here is safety. Um you know, and it's Maverick and I have done work all over the country up into Canada and you name it. And some of the places that we've worked in is I've shot on postage stamps the size of smaller than this room, you know, sitting 30 feet up in a tree in Pittsburgh. So, it's

054where we can open ourselves up. That's where we're more effective uh with what we're going to do. My time as a Reno County police officer, a lot of the schools are very close to major third pairs within Reno County, 419, 221, 220, 116, things like that. A lot of those areas are were are major traffic hazard areas for deer in general. You think about it in front of Hidden Valley Middle School, Hidden Valley um Hidden Valley High School, um Peters Creek Road where North Side is. A lot of deer collisions happen there in general as well. So with those schools being in close proximity and if we're able to access those, you know, we're going to be more effective in our job or it's going to help greatly reduce those vehicle collisions as well. Um,

055and you know, I'm sure Chief Cindustri can attest, a lot of the vehicle collisions that occur occur around these areas where these pools are very close because they're large large tracks of land where deer tend to congregate and you know, the habitat's conducive for them to live on. So, they're naturally going to be crossing in those areas where increased risk of able. And to add to that, we've worked an average of about 70 crashes per year with deer and we're trying to reduce that number. I think as far as the communication piece goes, I mean just thinking aloud, you know, given the time of the evening these operations are happening, probably our biggest, you know, potential collision course. Again, communication will solve it. It's just like a maintenance had to go out in the middle

056of the night and take care of something that's is not an uncommon thing. So other than that, I can't think of anything on the school operation side that would likely interfere again mitigated by good communication. Only [laughter] thing I can think of is an athletic team getting back really late from like a wrestling tournament or something like that. What time of night do they typically do this? It's usually So I was talking to the chief earlier. We're going to we'll do this project in conjunction with Reno City. So we'll do it all at the same time. So there's sites that we have within the city that we actually start on first and that brings us from about that 10 o'clock hour to about that midnight hour and then that's when we start working on the

057stuff that's in close proximity to housing and you know people that are going to hear us. So that that's the other thing. So the the weapons that we use they're suppressed. Okay? They're not silencers. You hear a noise. You cannot get rid of the whiz of the bullet coming out of the barrel, that subsonic crack. You cannot get rid of that. So there is a noise associated with it. Um so I don't we had an issue up in Charlottesville where they were like they told us silencers, you know, and and they have been doing it in the la over the last two years in Renick County parks and in the last two years we've only received one complaint through dispatch of someone who heard it. Yeah. Also, where I'm in the back of the vehicle,

058I'm in an elevated position, so I see a lot more than my driver can. So, you know, when we enter our property or anything like that, I'm able to see a little bit more. So, if I can see activity going on the parking lot, I see people in the parking lot, a bus coming in with athletes or something like that, I'm able to recognize that stuff he is, and then we we just abandon abandon anything going on in that area at that time. We may circle back later or something like that. But, you know, if we see there's a large congregation of people or anything like that, you know, we're not you know, disturb anybody, frighten anybody, or cause any more attention to ourselves either. So, you know, I'll let Jason know via radio that,

059you know, we have people in park or we have people on property. You know, we're just going to move on and we may circle back as well. Um, all our sites we choose, they're not directly right on top of the buildings and things like that, they're kind of on the outside perimeter of the property to where, you know, anything that we do, it's not it's not easily recognizable. Um, you know, our footprint in there is very very They're asking if you have um looked into doing the events on Hen Valley High School property. Yes. Just noted that it's not in this. Do you want to additionally? I don't think Hidden Valley High School is on here. Hidden Valley Middle School is on here, but Hen [snorts] Valley High School is not here. I don't know.

060Yes. So when you pull into uh Hidden Valley High School, the uh two drainages on the right and the left, those are the where the uh birds are now. So his request is not a blanket request. It's these properties with addition of Hidden Valley High School property. Yes. Yeah. I I can I can I can send her I don't before next week. We'll be here with you next week during your open meeting and we'll have that added by by then. Is that okay with you? Yes. So, we're not asking for a blanket a blanket permission. That's we do our side business and look at those things as well. So, that's that's what they're talking. It's not a blanket thing. We're not looking for every single one. We've looked at the we feel like are safe

061property to shoot on in general. And the reason my question, I don't know if you'd eliminated that one for some reason, but it's it's still in place. That's that's if 100%. We'll add it. We'll get it added. All right. That was the first place we went. Dr. Nice, is this something that we can add to consent to keep them from having to come back next week? Um, well, that's up to the board. You could certainly do that. Do we leave I'm trying to think public comment before we vote on consent? No. Kind of hate that. That would be the only We are um that would be the only piece is that you wouldn't be allowing for that. So you might have to put it on action to allow for that. Sorry tried to save you

062guys another trip. We generally anything that affects the community we let them have the opportunity to come in. So in that case it would have to go on action. Okay. Now I don't know if Mr. Chief Po Dexter will be available um next week. So if you have any questions for him, he will have another um commander with us. Um so if someone did have questions, there would be someone else. We will have someone here. Absolutely. Yeah. All right. Very cool. Great. Well, if you have any other questions that we didn't answer tonight or if you do between now and next week, let us know. Okay. Um, thank you so much. Thank you for being here. Item 3.04, proposal to add middle school cross country as a school board approved sport. Dr. Jamie Sult. Thank

063you. I'm sorry I couldn't hear. Madam Chair, Dr. Nicely, members of the board. Um, we've had some requests to make a proposal to add middle school cross country to the board approved sports. Um, and just to give you some ideas, if if Chuck will flip the next page, these are the schools that currently are having middle school cross country. And notice we have some that say yes, we've had some kids participating in with the high school kids instead of having their own team. Uh, so with feedback from constituents and things of that nature, when we basically said it's not a board approved sport. You can't just be doing it without the board approving it. Uh we we had the ask to bring this to you guys. So the total cost is and the reason I

064am asking for a coach and an assistant coach is because when I talk to surrounding school divisions that have true just middle school they're having like 65 kids to come out because you're talking about sixth seventh and some eighth graders who don't want to run you know the the JV uh running and by even by the time the season's over they're down they're they're still having 40 kids. So that's a lot of kids for one as a former cross country coach and Mr. Lynon, you can attest to this as a former runner. I know it doesn't look like I was a cross country runner, but with 40 kids in one coach in cross country where they're running middle school, they usually run two miles. That that's a lot of kids for one person to manage.

065Uh so that's why I would say the recommendation would be an a head coach and an assistant coach. And I had um Miss Peterson break it down for what the head coach would be with FICA and that's for individual schools and then all the middle schools. And I basically to get the transportation estimate asked the middle school athletic directors or assistant principles. Hey, what what is your average track season cost you? right? Traveling because middle school usually has and talking with the others like five meets and a lot of these meets are in conjunction with high school invitationals. Um but they also you could schedule you know a dual meet between North Side and Glenber or a try meet between North Side Glenber and Kring to where they could all run in a meet themselves

066too and then still go to the uh high school invitational. And it also um helps us out with um not having sixth graders necessarily, and I know we do sometimes anyway, but on the bus with seniors. Um so sometimes they could share if you're going to Green Hill Park from Glen, it's not going to be a big deal, but it would be u additional transportation cost. So I I asked all the middle schools and they all said that they would like to have it. Yes. And kind of they've been doing it anyway. over at Northside reached out to me about this yesterday not knowing it was going to be on our agenda and um they would obviously love to see this happen. She did not think an assistant coach was necessary. I guess coach Magguire

067over at Caves has the largest or has had in the past the largest group which has been about 30. She's kept hers at around eight or 10 or she's had eight or 10 people. She does think it may grow a little bit, but well, I can tell you and that's fine. But when calling all the other surrounding schools like Andrew Lewis, the year they started it, you're talking about 75 kids came out and then kids I you're a runner. They realize they got to run that far. And it's not fun. It's not fun, right? [laughter] I mean, it's fun. Well, but not for everybody, right? Well, I mean, I guess we could Are we saying we would budget for it? But there could be instances where we wouldn't need it. I mean an assistant coach

068maybe have a number that we're looking at and if it's this many maybe it's too many and then right by school maybe and basically the other thing in talking to some other districts is when they go to running the meets and stuff they do only do enough to take one bus which Todd do you know how much our bus how many people our buses can transport. Gotcha. Well, I agree though that if you've got 30 plus kids, that's a lot for one person to try to manage from a safety perspective and as a coaching perspective. And you I mean just middle school philosophy. You really don't want if you're going to do this, you really don't want to like cut kids and stuff. No, that would be the whole purpose of this to be allowed

069all of them to run. I think but you make a good point. I think we could just look at it per school depending on how many I mean there may be instances where you wouldn't need the assistant coach, but maybe if K Springs is higher, maybe they do need it. Well, I think threshold I think you're going to have more come. I think the reason I'm not being mean to any coach, but you've got Mr. Magcguire who's been, you know, a lot of the middle school principles didn't even know they had middle school cross, right? Well, so once you announce it and it's out there, I think you're going to have more participation. Well, I mean, I guess we can budget for it. Well, we're talking about $8,000, right? I'm just glad that we received

070a lot of emails on this and a lot of them were from Cave Spring Middle School and I appreciate the parents reaching out to us because it was something that we didn't know. Um, and we certainly don't want to keep them from being able to participate. So, I'm glad that we figured it out. Um, and that we would be able to allow them to continue to participate. I did let them know that the sixth and seventh graders will still not be able to participate at the high school level just like with any other sport. Only the eighth graders could do that. We would still [laughter] provide them at least five meets per year. So, I think that's pretty good. And and realize we put in a budget request. I had Miss Nukem put it in

071as a request out of her department for that for next year. Really right now we're just saying are you guys good with moving ahead with offering the sport and we can get into the Thanks for that clarification because despite what people think we don't have just money stacked up back we're going to put this in the budget right and which we're preparing for soon. So this is a good time to do that and go ahead and and do that. I mean I feel like do you have any other questions? Sorry. I have one it for cross country and Jamie you might know this. You're probably not necessarily running on the track. You're not right. And so that's where my piece comes. If you got 30 kids, where are we running at? And we probably need

072more than one person kind of watching over these middle school kids if we're out here running in some of the neighborhood roads. Well, it's interesting you bring that point up. I can tell you when I first took over back in 90 I don't know seven or eight as the William Bird cross country coach that was the first year they let us back on the Parkway right because there had been some incident on the Parkway with a runner. Then when I was still a principal there was an incident where Hidden Valley middle school kid I think was running with the high school kids got hit uh on a main road. So, we were given this unwritten rule because I can't find what was ever written, but we were told by central office staff middle schools runners

073have to stay on school grounds. So, my suggestion would be or you could transport them. They're like a green hill park. Well, and even at that, I mean, I look at Glenn's campus and kids are coming in and out of there and right, you know, a lot of times high school drivers are speeding, not paying attention to what they're doing or even parents for that matter and it's a huge campus and I mean, even letting some sixth graders run through there without some sort of you know, you got 30 or 40 of them running. That that concerns me. So, I'm an advocate for having the assistant coaches. That's just me. Well, and the other part of it is that we talked about this as well is that Cave Spring is probably the least conducive to

074be able to have the property to be able to run on like the other ones. So, I do think it's something to consider. Um because in my mind, cross country is definitely not going to be fun if you're having to run on the track. That's probably not the purpose of cross country. So, you do some track workout. I mean, I just feel like there's some of the other campuses probably are more conducive than that, but I'm just thinking about Case Ring Middle and there's really not much space there. So, it's something to think about, but but yeah, I think the main thing now is are we willing to add it? And if so, would this go on consent? We're all on board. So, I think that would be good. Okay. Do you want to stay

075for this next part? Okay. All right. Um, are we good there to move on? Item 3.05, proposed policy 5.10.02, evaluation of head coaches Dr. Jamie Sulttus and Tam Tammy Nukem. So, I'll let Miss Nukem, sorry, man. Thank you. Uh, I'll let Miss Nukem jump in at any time if she wants. Um, but basically we had some inconsistencies around the county with there were a couple schools that always had evaluated coaches and there were some schools who apparently were not evaluating coaches and all other employees receive an evaluation. Um, so this would just basically make it consistent across the county that every every coach is evaluated at the conclusion of their season by the principal and the athletic director. Um, to give us more I mean information and the purpose of it is really like it

076says here is to help the coach get feedback. So what went well, what didn't. Um just like we do with a teacher, right? Or an instructional assistant. Any Head coaches. So head coaches typically evaluate their own staff. But as far as the head coach is responsible for the program, so the principal and the ad would evaluate the coaches. I know Miss Nukem did ask or talk to the principles about this. no push back on it. Um, and the evaluation tool that I attached, that's the one where she met with them and it's in the board docs head coach evaluation. I gave you a here. We have it. Okay. So, basically, I think Miss Nukem worked with them to take the two schools that already had something, use those as kind of examples, and then come

077up, they all work together to come up with what the evaluation form should look like. Okay. Um, so we definitely could come back later with an admin rag of how we're going to make sure this happens across the board. Um, but that's kind of what that is. And then the only other thing that's in that the policy is all these and um I guess our attorneys work with HR, Mr. at y'all to put the language in as far as why we call them volunteer athletic coaching positions because I believe it's that way because back in the day your teaching contract and your coaching contract were kind of intermingled and you can't do that. You have to have two separate contracts anymore. I mean [snorts] I can remember when I first started there saying, "Oh, you're

078going to coach wrestling and cross country, aren't you?" Well, if you said no, well, we'll find somebody else to do the chemistry job. I mean it would kind of entwin that way. So these are only positions that are being paid a stipen. So even though they're called all volunteer athletic coach coach positions are at will positions. That means you're not guaranteed that job every year because it's an annual voluntary stipen that we pay. So that also has to go on the personnel list for you guys to approve because anybody receiving a W2 from County Public Schools is really an employee of you guys. So you need to you need to approve those. So and we have that that's been in policy forever. It's 5.04A supplemental pay. And basically that just says Ron County School Board

079approves all athletic coaching and other extracurricular sponsorships for which a supplemental pay or stipen is provided. for transparency. I don't think those have been on your personnel change list, but those will start to be added. They need to be they should have been on and you said you talked to the attorney. I talked to Stacy and she's the one who told me that they are supposed to be there. Okay. Okay. Where will these evaluations be maintained? Will it just be at the school level or will they come here in central office? So that that's a good question. Uh typically I think we would have to work with HR to put it in the system to where the people that can see it electronic right electronic it'd be electronic. We'd make the form electronic and laser

080fish and if that person is the principal of the school that employee principal of the school um can see and the AD obviously because they're supervising can see the evaluation. It's not going to be kept in like a paper file in somebody's cabinet at the school. But there will also be a record here at central office. Yeah. electronic. Okay. Yeah. Just like our teacher evaluations and I evaluations and any other employees, but until that's done, we are doing paper because we are starting with it with we're evaluating our fall coaches and our winter coaches and spring. So, we've already put this into practice. I think it should happen. I mean, yeah, I agree. It's a good policy. the one I'm not sure we should vote on it next week without having maybe getting feedback from

081the public since we're adding a new policy. Maybe vote on it in January, but we won't decide we want to vote on it. I don't have a problem vote on it. To me, it's a common sense consistency thing. And how fair is it if you're a coach and you're not given an evaluation and you don't know what kind of job you did and then next year you no longer are in the position and you're like, "Wow, it would have been nice if somebody could have at least told me the areas that I need to improve." I think any employment from a bottom level job to the top level job is going to have some sort of evaluation process. So, to me, it's just consistent with all of our positions. So, I'm fine with voting on

082it next week. And Miss York did clarify that uh I'm sorry, Miss York did clarify that on our regular board meetings um there's an opportunity for public comment on agenda items that actually occurs before consent. So I think we have two public comments with agenda items and then later in the meeting is public comments not agenda. Is it before consent? It is now of course for agenda items, right? So, so if you were to put this on the agenda, people could make public comment before you voted. And again, you you don't have to put on consent. You could put on action just for additional transparency. That's up to you guys. Well, and that goes back to what we were talking about earlier that question. Do we need to have them back next week? I still

083feel like that one is one in my opinion that needs to be an action item. The other one with the deer calling just to give people an opportunity. So, I think that one stays. I don't know if about this one. I mean, I feel like this is something Well, obviously some schools were doing it and some were not. And I think you've already talked to everyone about doing it. So, it's kind of already in motion. We're just making it a policy. So, I mean, I'm okay with it either way. I don't know if it's something that's has to be done right away, but we also have people that are already getting ready to do it as well. Well, you already have some schools doing it. So, that's my thought is like we're already kind of

084doing it in places like we should just go ahead and make this consistent. Like, that's my concern is that we're not doing it consistently. Well, I can't imagine a scenario where a parent or a community member is going to come and say, "Why are you doing evaluations on your coaches?" That makes no sense to you. Like, I don't think anybody's going to come. Well, we all get evaluated like in our own jobs, right? And we evaluate throughout the school system. So, this just seems like I'm really surprised this wasn't already happening. There could have been end of the end of the season meetings. It just wasn't a formal test. Well, and I guess because it's a polit policy issue is really the only reason we're voting on it, but something like this to me is

085more Well, there will be admin. And I was going to say we could actually do this as a practice. Obviously, we have without a policy, but we kind of felt like there needed to be a policy out there and we could still there can still be some discussion about the admin rag, but I do think the policy itself is pretty self-explanatory. I don't even see where this even comes to our level beyond what you're talking about policy piece. I think it's consistent with everything else. I'm fine with doing it next week, but I'm just put it on. Okay, I'm good, too. If you guys are That's fine. All right. Item 3.06, request to accept awards and appropriate funds. Miss Susan Peterson. That was the bulk of it. All right. Good evening, Madam Chair, members of

086the board. Um, periodically and quite frequently, we bring to you requests to accept grants that have not been budgeted. Uh, we do have funds and this grants fund special projects accounts. We have three uh opportunities in front of us that we would like to go ahead and uh get on consent agenda for the next meeting. The first is a Virginia Commission for the Arts touring grant. This is a small $500 award that's actually a little federal grant that we get and it will allow um Mount Pleasant Elementary to uh show the performance of Alice in Wonderland. Um and the grant just pays for part of the performance. Uh the next one is advanced auto parts. Uh the auto automotive service technology program at at VCAT has applied for uh this program with advanced auto parts.

087And they were awarded $10,000 for instructional tools, equipment, and online training resources. Um and so that's another one that we will put into the uh capital campaign budget uh for RCCTC. And then the third one is an IT Teach grant uh that we just added uh today. Uh this is one where uh we're uh receiving extra money to help teachers uh become certified. Uh so they will get a 20 we have five teachers that will receive a $2,000 reimbursement uh if they are in the IT Teach program and complete the all the pieces of the program. Um, so we will uh request that this go on consent agenda at the next meeting so that we can allocate the budget and and for you guys to accept the award. Sounds good. All right. Item 3.07 2026

0882027 annual budget calendar. Miss Susan Peterson. All right. So we are getting ready getting geared up for our budgeting process. Um, I will try and be brief today. Uh, I'll talk a little bit about our budgeting process. Uh, go over the Virginia [laughter] budget timeline and then touch base a little bit on the budget uh, count Bernett County budget timeline and then share our calendar. You do have this presentation at your seat along with a separate calendar. So, it was printed out uh, pretty large for you to be able to see. Um the budgeting process uh we really have about four different process uh steps that we go through in this process. Uh we have planning um in which we you know kind of already have started that and we do this year round uh

089as you know experienced by discussions already about uh priority items to put on the list for next year. Right. Uh so one of these uh items is adopting a calendar which we will uh present a little bit later. Uh we will go through during planning all of the revenue forecasting. We will look at the uh state revenue. We'll look at the governor's budget coming up uh in a little bit. We will then look at crossover and then we'll look at the final budget when it comes out. Uh so we go in look at all the different pieces that go into uh funding that calculation tool. We will receive the county of revenue sharing agreement and uh include that in our analysis for revenues and then we also go through and project out what other types

090of revenue we'll get from federal grants, state grants and other uh resources. As also part of planning uh we will look at our priorities. We have already published a survey uh for our departments to uh submit their requests for uh priority items for next year. Uh so what we do here at the county is we typically request that any of the schools or any staff member reach out to the department director up here who would fund whatever request that they need, whatever program that they need and then the director up here would uh request it on the priority list and then that is what we publish and provide uh to to you guys to discuss throughout the budgeting process. Uh we hold several meetings uh throughout the the session to uh gather information and parlay

091information uh about the budget process and the budget pieces that are coming together. Uh we will hold a public hearing to obtain citizen input. Uh and we will communicate the budget via the budget blog that we have done in the past. Um so that's all part of planning. Uh that's kind of the heavy part of the budgeting process. The the majority of what we'll go be going through for the next three and a half months. Um adoption is when the school board actually adopts the budget and then we parlay it over to the board of supervisors and they will adopt our budget and um enact the ordinances that will appropriate the funds to us to be able to spend for the future years. And then the execution part is where we load the budget into

092our accounting software and we start spending money. We start paying the bills. We start ordering our supplies. Uh we follow up with that um with monthly reporting to the school board and those reports are put in board docs. And then finally we just finished the evaluation uh process at the last meeting uh with our audit. Uh so the last piece is to have the annual audit to publish a annual comprehensive financial report. That's what the ACER is and we will have the year carryover um analysis and we will present that to the county to ask for uh an ordinance to return that back to us to be able to use going forward. So that's the budget process. Um we'll take a real quick look at the Virginia budget timeline. So, our fiscal year does begin

093on July 1st. Um, and when the general assembly meets, so I realize this might be a little confusing up here. Um, we are getting ready to go into a long session. The Virginia Virginia adopts the budget on a two-year bienium and when we are in an even numbered year that the general assembly is actually meeting in. And so, it'll be 2026 when the general assembly is meeting. that's considered an an even numbered year. It is a long session which means they're adopting the budget for the bienium. And so then the odd year, the year after that will be this short session and they're not adopting a budget. They're merely amending it as they um drew up their revenues from uh the first year, right? Um when also during the bienium what you'll see is we'll

094bring to the revised LCI Um and we will look at the ADM as uh part of the process. Uh the governor is uh set to present the budget in December and on December 17th the Senate Finance and Appropriations Committee and the House Appropriation Committee will have a joint meeting to uh present the budget as it uh will be uh given by the by the governor. The VOE uh has 10 days by law to publish the calculation tool that we use to estimate what our revenues will be. So we would like to see that uh before right right after Christmas before the new year. Uh then in January the general assembly will convene on uh January 14th is the tenative date. So that's when uh the house and senate will start to they will take the

095budget the governor's budget and craft it into their own. and they will hold various meetings. Um, since it is a 60-day session, typically 10 days before the end of the session, they hold crossover. So, around March 4th, we will have crossover, in which case the House and Senate will give each other their budgets. Um, at that time, BOE does not produce another calculator tool. What they do instead is provide a spreadsheet with what the impacts of um each house had the house and senate has and we will take that and and review the impact of that to county public schools and then finally they are um tentatively going to adjourn on March 14th. Um, so to get to this point, the House and the Senate will resolve their differences and present a combined budget to

096the governor and hopefully the governor will sign it, not amend it will be to it, and we will be able to move forward quickly. Um, it is at that point when we get a final budget that VOE does produce another calculator tool for us to use. That is really close uh when you see our deadlines to uh when I'm hoping to adopt. So, really quick, um I'm not going to belleaguer the Vernick County timeline. You can take a look at it. Really is for your reference. Uh one of the big things I do want to point out is uh in February at their February 10th meeting, uh you can see the 2026 2027 revenue outlook. I expect we will not get the revenue sharing agreement number uh actually formula spreadsheet until maybe the day after

097that meeting. Uh our staff does attend the revenue uh team meetings at the county. They have about three of them in January and February. Uh and but they don't give us the calculator tool until after they present it to the board. So that's when I suspect you'll be able to see at the February uh work session. Um I'll be able to give you their numbers and then um you'll see you can see down in May when we will adopt the ordinances. So then for our calculator or calendar uh specifically I will just share I've kind of switched this up from last year but just to give you the lay of the land uh the calendar and visual form is on the far left column. Uh the colors uh correspond with the first standalone column is

098the school board meetings. The second one is the board of supervisors and uh anything in red are the key uh Commonwealth of Virginia information. Uh so let me zoom in a little bit on this so you can see a little bit better. Um we have been asked to hold standalone budget work sessions this year and so that is what we are uh going to propose for the budget calendar and there will be three of them and they will all be on Tuesdays at 3:30. So I'm going to say that before I forget to tell you. Um, but we'll start with so December 16th is when uh I think Dr. nicely is going to go with me and we're going to present our carryover uh to the county so that it can be approved and we

099can record um our carryover in our books and then let's see we have already put out the surveys to the departments like I said to collect all the information we have already published uh Excel files to all the departments so they can start looking at their current budgets because we typically uh will give them the opportunity to recclass items within their own budget. They will level fund those departments requests or department budgets uh and only put the new requests into the priority list. In January, we've got uh some key meetings that I'll uh talk about. We are going to meet with all of the departments the week of January 12th. Uh it'll be Dr. Nicely, Dr. consultants, uh the finance staff and the department staff will kind of meet to go over what is in

100our budget. And this is similar to what we did last year and it was very successful all the way around. Uh also on January 12th, I will present to the RCCPO uh group a little bit about our budgeting process. We will have the work session on January 27th and we will talk about state revenue, the priority uh list and long-term planning. So, we'll look at the the CIP and uh all other long-term replacement plans that we budget on. Moving into uh February, on February 4th, we will present some budget information to the SACE. On February 10th, we'll talk to the EAC and then on February 17th, we'll talk to the principles. Um, and then we will have a budget work session on February 24th. And at that one, we will uh review this the county

101revenue and also compensation and benefits is typically what we like to bring to you in February. So then moving on into March, uh you can see the the so the timeline is quite tight because it looks like the uh on the 14th that's red over here on Saturday that's tentively around when uh the general assemb general assembly will adjourn. We will have a work session on March 17th and we're hoping to adopt on the 19th because that week in blue is spring break and I think everybody will be off and resting up. So um then what we'll do is on March 31st I will uh parlay the budget to the board of supervisors to meet the April 4 statuto deadline and uh it won't be until April 28th that uh typically the chair and then

102Dr. Nice and I will go present the budget request to uh the board of supervisors. So that is what we have on target for our budget calendar and then I just have the kind of remaining schedule. This will be kind of the last slide for each of the work sessions so you can see what's coming up. Um and that's all I have. So if you like the dates, we'll throw it on consent for you to approve at the next meeting. And if you don't, let me know and we will uh amend them as you need. Thank you. [clears throat] Item 3.08, major construction project updates. Mr. Todd Kaggels, they don't they don't have to vote to adopt this budget calendar, right? They don't usually, I don't think. Just want to clarify. We do put it

103in consent. I mean, I guess we can change it. I don't think we I don't think we do. Okay. Or clarify, but we do probably need to make sure the dates work right at some point. Uh madame chair, [clears throat] members of the board, Dr. Nicely, Dr. Sulttus. Um, so as we had discussed, we we are not having the scansa updates this evening for the major. So yeah, that's what I had asked Dr. Nicely earlier. So they weren't going to come. I didn't know if you wanted to if you had anything you wanted to add. If not, we'll skip over to minor. Uh, I mean, just quickly, it's just continued incremental prog progress at all three sites. We are getting ready to take over um additional classrooms at both Kundiff and uh Glenn Cove. We've

104got um we just recently started using the new cafeteria uh and new kitchen at Glen Cove and uh that's almost finished. They've got some ceiling work to do in there that's supposed to be done over winter break, but yeah, good progress at all all three sites. CTE is just about completely uh dried in. So, moving right along with all three projects. Sounds good. So, we'll skip over to item 3.09, minor construction project updates. Uh okay, just running through the minor capital projects. Uh there's no change in the uh bonsai carpet uh project. That will all be completed over winter break. Uh everything's right on track to to do that. So that project will will close out right after winter break. That's just the library and the office that are left to do out there. Uh

105out at North Side High School, we were doing those three rooms converting the science classrooms to the uh fax rooms. Two of those rooms are completed. One of those two is just waiting on the stainless steel cap on the uh on the countertops. The last room should be completed before winter break hopefully. Actually, just here in about a week or so. Uh just some quick pictures as to what that looks like now. It used to be a science classroom. The guys uh new cabinets, stoves, cabinetry, countertops in those rooms. They they look great. They're just taking a little bit longer than expected, but but should be done very soon. Uh furring out walls uh in the third room there. And uh again, that'll be done uh before Christmas break. Uh Hidden Valley Middle School, we

106you saw the pictures from the first phase a couple of meetings ago. The the second phase will be completed during winter break once the kids are out of the building. Uh we'll have additional pictures there uh when we do that after the break. Uh out at Fort Lewis, we have finished that uh masonry work out there to extend the uh border around the cooling tower. Uh it's done with the exception of maybe some pressure washing of that cap. That's the cap was reused from the old wall, so it's dirty, but we'll we'll get that pressure washed at some point when the weather allows. Uh looks real good. The um the uh sign that you guys agreed to pay for for them, the schools coordinate that with the um sign supplier directly. I ask them when

107they expected that to be done and they expect that to be done before winter break. uh out at Kring Middle School. The um I was actually uh just talking to Mr. Burns here a few minutes ago about that and they are uh just finished up uh excuse me. They are just finished up the um engineering for Hidden Valley High School for the uh artificial turf field there. So now they've moved on to just getting started on the uh engineering piece for uh the softball field out there. Uh out at North Side High School, good news out there. They've uh delivered the light poles, all the fixtures and um uh lights. So, they are ready to begin on the installation and they now they actually had a small problem with their permit is the only reason

108they haven't started um digging already, but we helped them sort that out and that ought to uh commence shortly. So, they are uh actually just a little bit ahead of where I thought they were going to be. So, that's that's really good news out there. Uh I know they're excited to get the new lights up. Uh Hidden Valley High School. So, we did receive uh finally the conditional approval letter uh for the county. Uh we had to purchase some nutrient credits. That was actually done right before this uh meeting kicked off. So, that part's done. Uh the next step is we have to have a pre-construction meeting with the folks from Rono County. We're hoping to get that scheduled very early next week. Then we'll have the final permit in hand and they can actually

109break ground on that. And they're ready to start immediately. I actually had a discussion with them as to whether or not they wanted to continue uh given how long it's taken to get the permit if they wanted to continue and try to get that done uh you know before March or if they wanted to wait and try to get it done uh in in June after spring sports were over and they insist that they can still get it done uh before the start of uh spring sports and that's their that's their preference to do that. So uh hopefully we'll get them started uh at some point next week. uh Vogle Field. We actually started renovating that snack bar out there. So, uh the guys started uh with demo yesterday, removing uh countertops and cabinetry. We've

110got the electrical upgrade scheduled for uh December the 16th. Uh and so they'll move right along with that. Uh Glenber Elementary School, the uh flooring project. Last time you saw pictures of everything except these areas that are photographed here, uh which was the entry foyer. We finished that uh over that weekend and so that uh project is done now. Looks looks fantastic. It's made a huge difference in that uh in that office complex. Uh no change in the elementary uh restrooms at uh at Glenber Elementary. Uh the engineering's finished on that. We're just still trying to figure out if our guys are going to be able to do that or whether we're going to be able to uh have to have a uh a contractor do that. Uh it it's uh we only have two

111special projects, guys, and they've got more work than they can do. So, um we're just trying to figure out a way to get it within budget and have a contractor do that. Uh that's a summer project anyway. We can't cut up the floor while the kids are in the in the building. Uh these are actually not minor capital projects. These are CMP projects, but I you know, they're they're they represent significant investments and I just kind of wanted to make you aware of them. And when we look at what we spend in the capital maintenance program and where that money goes, especially as we move into budgeting season, I just wanted to, you know, make sure you're aware of uh why we spend as much money as as we do and where it goes. So,

112these are just some of the the recent ones. This is I think there's I counted them there were 65 capital maintenance projects in the last uh year and a half or so. And um these are just some of the the big ticket items. At Burlington, we replaced a section of the roof over there. It was $50,000. Uh divisionwide, we completed conversion over to the best block system. That was a $70,000 charge. Over at Cafe Spring Middle, this is actually going on now. If you've seen the work and have wondered what's going on, uh this is a $140,000 investment to replace uh these pipes right here, which run across um they start over uh basically where the elementary school is, run under the track, all the way across the field, under the track again, and then

113they exit out there towards uh Ranch Crest. So, that's a that's a huge project. Uh you can see how far the trench goes back there all the way to the other side of the track. The problem out there, you can see where this corrugated metal pipe on the right uh had rusted through. And so what we were getting was constant sink holes developing in the uh athletic field as the dirt just collapsed into the into the pipe. Uh we also had this has been going on for years. Uh way prior to me coming into this role, the track actually had a large concrete patch that we had done at some point in the past uh where a large sinkhole had actually developed uh in the asphalt surface. So this is needed to be corrected for

114a long time and and we're doing that now. They're almost finished with it. In that picture, that's just one of the two pipes. So there's actually two of that size pipe that run all the way across the field. And they have water flowing through them constantly, even when it's hasn't rained. You can actually see in that photograph right there, there's water running out of that pipe. And they've since replaced the second pipe. So huge investment. Uh had to be done. Uh almost finished out at Heden Valley High School. is unexpected. This has just happened uh you know three or four weeks ago. Uh the two uh old boilers there, you know, 20ome years old uh just failed. Uh one of them hadn't been working for a while. The other one then failed and had to

115be replaced. They had to be replaced with uh this this different style, eight eight of these uh instant water heaters, but that represented an investment of about $100,000. Uh Burlington Elementary School, we had to go in and replace all of the gutters and uh woodwork all the way around the building. We actually had water getting inside the brick wall causing plaster to to peel off the uh peel off the walls in one of the downstairs classrooms. So, um you know, had to do that work. And again, uh just a large expense that pops up and you you have to take care of those things. Out at Back Creek Elementary, another $50,000 project where we had to come in and replace pumps and uh valves for their uh septic system, keep that school, you know, open.

116Uh and then at Burlington, we replaced a uh section of the building's HVAC. Uh just a single unit. Cost us about $240,000. A4 million for one HVAC unit. We've got those all over the county. Uh and then Kring High School, we replaced one of the two uh main gym air conditioning units again at a cost of about $190,000. So yeah. So, so when we look at those things and uh you know when I came into this job I told you we weren't putting enough money in in CMP and M Peterson came in came up with a plan to increase that every year. Uh we didn't do that this year because of our budget issues last year and uh I I do hope that we'll you know pick back up that that's the plan to pick

117back up with those increases uh this year because you can kind of see where that where that money goes. Uh, [snorts] that's all I have unless you have questions on any of those projects. No, but I do appreciate you adding that part at the end. It's good to see that. Yes, ma'am. Item 3.10, request to surplus vehicles, Mr. Todd Kaggels. The uh full list of surplus vehicles is available in uh Bordox. I think it's one bus, one truck, and two sedans. Those are old vehicles that are no longer useful to the school system. And if there are no objections, I would like um to put that on the consent agenda for the next meeting. Sounds good. Very good. Yep. Thank you. Do we have anything further? It's been a long meeting. [laughter] All right. Meeting

118adjourned. [music]