001Good morning everyone. Like to call the regular order. At this time I'll ask you for a moment of silence. Thank you. Our pledge to the flag of the United States. First item is approval of the minutes of December 15, 202. uh those attend agenda. without announcements. Mr. >> Yes, sir. We just want to welcome everyone back. Happy New Year. Just want to say happy birthday to all the January birthdays out there in Caswell County and Caswell County schools. We do want to wish a happy birthday to our board member, Miss Lisa Knight Johnson. Uh 21 never looks so good on you and also wish you many many more. Also would like to um bring forth our bus driver recognition. Our bus drivers are a vital component of our school system. We value our bus drivers
002and with our bus driver recognition program we have not been able to particip to um present them their certificates due to when our meetings have been held they have been on the road safely transporting our students. So it's my understanding Mr. Berdine should be there with our bus drivers to come up forth so that we can give them their past due recognition. >> Thank you. Thank you, Mr. B. And thank you, Mr. Sto. I have five of our uh past uh or this current school year drivers of the month of the district with us today. Um these remaining couldn't be here for a doctor appointment. One teach her first day as the one sub. She couldn't leave classroom and the other one had another appointment that she couldn't miss. So at this time, Mr. driver,
003please stand up and come forward. Uh for August, September, your elementary driver of the month is Sarah Lee out of Oakwood and the secondary driver of the month was uh Steve McGallen. For October, the elementary driver of the month was Jerome Stanfield. He was present and the secondary was Jonathan Barnes. JOHN November driver of the month elementary was Sheila Maldonado from South and Stony or excuse me secondary is Paul Davis Jr. He also works with transportation. And in December Elementary was Rosa Presley, also from South. She was unable to be here. And secondary is Karen K. We got some belly. Congratulations. like that. Tighten up. >> [laughter] >> Yes, sir. >> Congratulations to you all. You have anything else to note? >> That's all for announcements at this time. >> Okay. I have a couple.
004One, I'd like to thank the board as this is National School Board Appreciation Month. Uh thank you for all you do. Uh sometimes people don't ever tell you that but I want to let you know everything. I have one thank you card to read. But I would like to take a moment to thank each county for the beautiful my mother. She meant everything to me. One of my hardest moments in my life. Your kindness truly touched my heart. It means more than words can express the words from act of kindness and like how important it is especially in the need. I am deeply grateful and have always God for the compassion to my family and with gratitude. Anybody else? All right. Thank you very much. Other comments you have in this. Uh, next item is
005report. >> Good morning. >> So, you have your um second quarter quarterly report for ending December 31st, 2025. The first page is just the bank balances as of December 30th, 2025. I would like to note that current expense, which is our local funds, do not generally carry a balance that large. That's due for payroll purposes because there's some things that we pay in January that are for payroll that was in December, but we don't have to pay it until January, but we can't pay it before the pay date. And because we were on Christmas break, it has to go in January. like um not like benefit purposes like their uh retirement system that's not due until January 7th. So, we were able to do that and we cannot post it for it to come out
006when they actually get paid. So, that's why it's usually right at the end of the month, but this time it's in the beginning of the next month. So, that's why there's a balance there. It's like I said, it's usually not that large. Any questions on that page? Yeah, >> you want me to go like that? Go. >> So, the next one is our state fund. And we're very similar to where we were last year. Last year, our revenues were um 46.31%. This year, it's 49.16% or I mean 46.93 and our expenditures are 49.38. For this year, it was 49.16 last year. We are still steadily getting in aotment revisions from the state. So, we'll be bringing a budget amendment to you to catch up on our aotments um because we just had one right before
007this board packet and it was a large one with moving um their funds around and we are just hoping to get our best one of two recently as well. So hopefully all of that will come in and we'll have a better picture of this year's money from the state and also next year's money from the state because they do next year's money all for the best one or two for this year. Now since the state did not pass the budget, >> correct? >> If the state passes a budget, they'll probably do another big budget um resol or budget amendment for the state and so we'll probably have another big budget amendment from the state if they do pass the budget because it usually comes it usually comes with raises and it usually comes with something
008with retirement, but they've already passed the retirement percentage for this year. So I don't see retirement changing but that could potentially affect a little bit of things. I would like to note that on the which is financial and human services. The reg reason that is so large is because I was able to put some local finance salaries into states this year because we did have some more OC dollars. So that's saving local dollars. That does not happen every year but when I can it I try to do that but that's the reason that specific purpose is over >> on the state. No, ma'am. Because so um the 6,100 a lot of the state money comes towards the second half of the year, especially when they don't pass the budget because like I said, we're still
009they're still doing a lotment revisions. So the state constantly is moving money. So it's just the back and forth of from where we started at the beginning of the year and the best one or two comes out, which usually comes out in the fall, but it hasn't came out yet. And then they do another big push toward like the middle end of the third and fourth quarter with me. >> What else? >> So the next page is our local money and we are very similar to what we were last year as far as revenue and expenses. Um, I would like to note that 5200 on our expenditures and 5,300 are both a local match for those programs. So once that money is gone, it does not come out of local anymore. So 5200 is what
010we have to put up every year for our EP funds because it's a local match that's required by when we get our fair bank information, which is our reimburseable. And then the 5,300 is the local match for the prek program. Everything else come from once those two are extended, everything else comes out of either funday or ET federal and state. >> Um, great. Go ahead. >> Okay. And 6,500 is very similar to what it was last year at this point. Um, this year we're at 57 and last year we're at 54. So those are very similar situations with 6,500. as well. And those are operational expenses. So those have all of our electrical, um, garbage services, our heating, oil, all those expenditures that are overheads for the school system are in that $6,500. >> Let's
011go to 44. We talked about this last time. explain it a little bit. >> 44 >> fines and forfeitures. >> So fines and forfeitures are what we get from the county that are from the corporate court system for when people come and pay. So they are over this year because we got a big lump of it at the from the county I think first quarter >> right >> last year and I still haven't gotten complete if that was actually supposed to be fines and forfeiture or if it was something else >> because they don't so when I get funds from them I only get it as a lump sum right and I have to kind of like >> figure out that's what we talked about last the number in the past, >> right? And if
012you remember, it was either last year or the year before, we got a big lump sum like that because it was when they finished an audit, they they found out that we did not receive all the fines and forfeitures from the previous year and I think that was about $100,000 and it was either last I can't remember if it was last year or the year before that we received that. >> Couple more things. We haven't had any civic center so far. >> Civic center rentals are in fund eight. We put them in fund eight which is restricted fund. Okay. >> So we don't have to give that to >> that revenue. >> Okay. >> But I will say even if it's not a fines and forfeiture, it is a revenue that was given to us.
013So it still fits in that category. Correct. It still fits in a category. It's just which category is it fitting in >> but it's still a revenue. >> Okay. >> 449 is that? >> No, that's the expenditures. I mean that's the revenue we've actually received for that. >> Yes. The reason we don't put money in there at the beginning of the year is because that's a very flexible revenue and it's better for us not to count on that money and then if we did have some after we pay the bus drivers and the mileage and the fuel for the activity buses it's just extra revenue but it's best not to have it at the beginning of the year and then if you have left over at the end of the year >> you just don't
014want to I don't like counting on a revenue that's very flexible. like that more and that's why we also don't put anything in miscellaneous revenue as well. >> Now one more thing on that time for >> so every month they send us a bill. Yes, they send us a bit month every they send us a bill every month when we have 30 days by the time from the time they send that bill to and we send those funds to them. We hold their August and September funds because um they're still getting their student count because they're if you look at their student count sometimes in August it's really really high and then all of a sudden it's like really really low in September or vice versa. So we kind of like see we hold those
015two just to see where their student count is going to actually fall for the remainder of the year. It changes every it can change every billing cycle, but those first two months are crucial because they could have they could have students that they said were going to enroll and they don't actually very similar to how our first two months go. >> So the next one is federal programs. and federal programs. There's not a lot to really talk about because federal programs is one of those programs that a lot of those funds are 27 months. So, they continue over several years. We did have a big push for title one this year that was extended as of September 30th. So, those funds are very comparable to what we were last year. And as far as revenue
016and expenditures, does anybody have questions on that? 5800. >> Yes. >> So that's a budget um a lotment revision. So we probably ended up getting more funds for that and then the state did an aotment revision for it and it just has not came to the board as a budget amendment because they are constantly changing the federal and state aotment provisions. They will do that until our best 102 come out again. So, the next one is capital outlay. [clears throat] And um I would like to note on the HBAC that we have not submitted the $46,000 bill for Dillard because I want to send that as one bill instead of sending multiple bills for them. And we also have a I think it's a $7,500 bill that we we're sending to them as well once
017the work and everything is completed. And I'm gonna send that all at one time because I would rather send multiple things instead of sending at one time instead of sending one thing multiple times throughout the year. And we also have budget amendments coming for capital outlay later on in the meeting. But other than that, the bus is completely paid for and that's in6500 that activity bus that we received and we have $11,000 um left over for that. We can keep that in there or we could move that to another line item if but we that would have to be a budget amendment because we are moving from 70 from the 6500 and it would go down to the 9,000 and it's over $10,000 as well. So overall, if you look at the bottom, because of
018the reason that the HBAC is a little over, we're about 94,000. I mean, we're 94% spent out of capital outlay and we kind of knew that at the beginning of the year when we purchased everything and the board asked for us to come back once we needed more funds and that's what we're doing later in this meeting. One thing I have uh we had discussion before about >> not today but people let me know let us know how that money and all that involved in >> So you want to know what's in the contract what's involved in the contract. Okay. Because that's that full contract, right? >> Yes. So you just want to know what's involved in the contract that we have with him. I can do that. >> I have a question as far
019as the commission for capital. How do we see that or >> so? We've only received 200 out of the 400 that we received from the county commissioner. That's at the very top. The 40 or are you talking about >> or are you talking about the 888? >> The 888. >> So, we did not put that on our book because it's actually being housed with the county. It's basically a reimburseable coupon. So, have we spent any of the >> We've only spent about $50,000 of the 888 because we're waiting on quotes and we're waiting on stuff to come in. >> So, we actually have the 200,000 left plus whatever's left of the 88,000. >> Yes, but the 8.88 88 is for very specific um projects whereas this is for all the schools and for all the
020projects. The 888 was a very specific federal thing but we ch the county chose for them to house it instead for us to house it. So it just comes to us as a reimbursement. >> Yes. I think that was at the beginning of the year and I want to say it was something for the bleachers for like the I think it was the pull out. Yes. But I can get you that invoice because I think it was like one month but I want to say it was for the rollers or something on the civic center. Um, >> anything else? Anything else you got on there? >> I do not have anything. >> So, child nutrition, our child nutrition program is actually doing a little bit better in revenue than we were last year. Last year,
021we' only had 28% revenue and this year we have 37% revenue. So, if we keep that trend, maybe child nutrition might make money this year, which is great. Um but a our revenues are about 3% I mean our expenditures are about 3% over than what we had last year but that is potentially due because um retirement went up so much this year and health insurance went up $500 per person. So anybody that has health insurance it went up $500 for each employee that the school system has to pay not the employee has to pay. and um retirement went up about 1%. Does anybody have any questions on this? >> The before and after school care um is a little behind than what we usually were last year, but we're also not seeing the expenditures being
022as high as we were last year. Last year our expenditures were at 40% and this year they're at 34.97 and but revenues are down a little bit and that could potentially be due because of the Christmas break holiday parents probably brought stuff in in January that was for December. Um, but I do think because we are staying on top of it that revenues are actually these are free revenues versus us kind of just maybe because we have so many that are um backlogged with kids having passing bills and stuff like that. I think they're staying on top of that much better this year. Um, so it's very encouraging to see that our expenditures are actually a little bit lower than they were last year and hopefully those revenues will start rolling in at the next
023third and fourth quarter. Does anybody have any questions on that? So the next one is restricted funds and this is the one where the student rental was completed. Um, we do not put the uh the deposit as a revenue because that's an in-n-out expense. So, as soon as the person is done, it potentially goes out. So, that's not a true revenue. It's more like a it's a true deposit. So, I don't really include those in our credit center and our rentals amount just because it would be a false number as a revenue. Last year we had um in revenues was 22% we're at 48 this year and in expenditures we had 40 25 this year and we had 19 last year. Does anybody have any questions? >> Yes ma'am. But it it presents itself in
024the expenditures in the where it says community service services that 7100 that's civic center. >> Yes. The numbers the um employees that work for civic center the heat and air for the civic center the garbage for the civic center all those are listed into that 7100 expenditure code. Medicaid reimbursement. >> Yes sir. >> Is that about where we are normally? >> Yes. So the Medicaid reimbursement the last two or three years has been very very far behind. One year we got two backtoback and this year we got one at the very beginning of the year and we're supposed to get another one because we're getting ready to submit our next fair bank report. We're supposed to get another one hopefully by the end of the third quarter, but they are very they've been very very
025far behind because this is that number is actually what we submitted at the beginning of the 24 25 school year. That's how far behind they are. And we just received it this school year. So on our first paid out >> reimbursement money to pay out that money. >> There's actual money fund balance that was from 306 a long time ago. 306 is one of those funds that it's a very specific thing that you have to spend it on. So it ends up almost like snowballing into itself. Yeah. >> Anybody else? >> And that is all I have for quarterly reports right now. >> Thank you. >> Thank y'all. >> Okay. Mr. >> No, sir. >> Thank you. Uh moving to deliverance consent agenda. We have two items fundraising president. All right. handle changes. All right.
026>> As you know, this is a forward from our last um board meeting as we updated policy 4318 um the the communications electronic devices. So, this is to reflect what the changes in the handbook will look for in Adilla as well as our elementary school's handbook. As you know, we voted for K8 to go without devices during the instructional day um to be effective at the beginning of the second semester. So, this is the proposed agenda proposed handbook changes memorandum to the board for approval so that we can send this information out as we have to communicate to our families particularly at the middle school level this change in procedure. If you also notice in this that we also updated the disciplinary matters um for the um confiscation and returning of cell phone devices questions
027and this is it January 22nd the beginning of second semester I do believe is January 22nd. No comment. the first. >> Okay. school. >> Oh yeah. I can't hear I can't hear the concern. So I just need somebody to speak a little louder. >> Okay. The uh >> the last line on the first page >> of the memorandum. >> All right. On the first page, authorize you the last paragraph, last line, last sentence where it says elementary student. see that >> elementary students who participate in after school activities on campus are prohibited from using wireless communication devices doing during such programs. I think I do believe that was directly from the policy. Um so do we want to allow them know we said for the middle school they could have their devices on the bus
028and after school um but I'm not sure if the elementary been using them anyway. >> I think the concern is it's in the middle school part. We agree with you. >> Oh, okay. I understand. So, I think what what this this is directly from the policy into the handbook. >> So, for the for the So, as you're looking at the elementary one, we just need we don't need that to be in the middle school one because that's that's specific to the elementary. Is that is that the concern? >> There you go. >> Okay. So, we we lifted the policy in this entirely and put it in both. So, that understood. We can we can take that change. >> Same thing for the elementary mobile. Correct. >> Where it says K8 and it's not a policy.
029That's true. But you can have your own politics. Right. Right. Okay. Everybody agree on that. Okay. Anything else on that? Anybody? All right. Hearing no other changes motion to adopt the proposal back any further discussion if not raise your hand. Thank you very much. Uh next item is remote learning proposal. >> Yes. Thank you. Thank you Mr. Thank you, Mr. Chair. So, last board meeting, we reviewed the remote learning um practices we had here in place, and it was requested to the board that we bring back a document to talk about if we were to choose to do a remote learning day. What would that look like at each level? What would the work consist of? How would it people be held accountable? And those things work. Please note that it has been our it
030is our current practice to not utilize remote learning unless we absolutely have to because of the um challenges remote learning brings um to an instructional day as well. We have some students who don't have access. So uh we brought back this proposal to the board um as something to start from. Um it it is not of course a final thing. We are looking for feedback in regards to there are certain components that the board is agreeable to and uh components that the board is not agreeable to. So um we look from prek through fifth grade. We also divided up from grades 6 through 12. So I give you an opportunity to review that. We also try to work through um mo as many of our certified and classified staff challenges who sometime remote learning remote
031work isn't for every isn't applicable to everyone's job. So this is what we have presented to the board and um seek your feedback prior to or changes um if it cannot be um approved today give us some feedback on exactly what your uh what your preferences are and those things will be. So just to give a overview, we are recommending that um the proposed plan for remote learning for work for staffing event or remote instruction that staff can work remotely and and documenting 7.5 hours of the day. Um staff choosing to take the day will have the leave of leave will not be required to adhere to expectation of this plan. However, teachers must provide work remote work for their remote day as if similar to substitute plans. Um, so we've listed out the instructional
032plan for preK through 5. Um, certified staff will be available for to support students 7.5 hours a day on remote workday as well as a log to document and hold accountable their work expectations. So I turn over to the board for discussion. Any concerns? If I don't get anything that mean you agree with transportation I'm not sure. Anybody else? That's always been a concern. If you have the motivation like you saying as opposed to So is there agreement to move to upcoming work that I have a motion for that make work? >> Yes. All right. again. >> So budget amendment number two is the 60,000 that we're taking from capital outlay fund balance and putting it in plumbing plumbing and HBAC which is increasing our budget to $616,600. And this is for to support forming
033and HBA. >> I have a question. I don't understand why we need money,000 left in 888,000. I'd like to know exactly what that 888,000 was. So it was larger HBAC needs for the HBAC like chillers for things that are big and I think those are like $150 $200 a pop. Um so those are very and it's for multiple different schools. This is to fix and for everything that we have that it cannot go into the 88. So like this is for repairs that our HBAC has that cannot go into the 888. And >> so at your desk, at your desk, you should have had a spreadsheet of the HVAC and P plumbing um line by line um from maintenance to kind of show where we what we've been spending things on so that you understand
034not everything can go into the 888 because we have to have um spreadsheet. So, there's a spreadsheet that uh I had maintenance work on. So you can see the various um things that come up with HVAC and plumbing that you'll see some range from the price of $50 to some range to a price of those things. And so that is why u we knew the budget would be very tight um in regards to not a lot of gray area wiggle room. But this is from maintenance more the running log of the things we've had to work on because if there are certain items we cannot um service we may have to call somebody to do a service call and that comes with a cost. So the reason for this budget amendment is one for us
035to be able to continue to pay our debts on time as well as um there was the board's perview if we needed to transfer funds we can. Now, in this HVAC, there is a reimburseable that will be coming back from the 888. I do believe that was the the the HVAC systems upgrade at Dillard um for the computer system. That work is about 89% complete. And so, it's best for us to submit the reimbursement once all the work is complete because that was some of the stipulations defined by the county commissioners. And so therefore we want to keep things operating because we [clears throat] are running um in the um negative per se in plumbing in plumbing at HVAC as we have needs that need to be addressed. So uh it was I wanted to
036show you where we've spent money thus far so you can understand um you know some of the things that have come up cuz maybe things have come up that you may not realize. For example, a copper pipe may need insulating, you know, things that sort. These are just the the operational things that our great maintenance department works on throughout the year to continue to keep our schools heated, cooled, and with running water. >> Yes. So if you look on the capital outlay fund like for county appropriation if we still have 200,000 left in that and we've only spent 50% of that why would we install just 60,000 out of that we're going to get reimbursed. So when that has already been budgeted, it's already in the expenditures at the beginning of the year when we
037bring the when we brought the 400,000. That is actually what the county appropriation is for us every like every year. Last year we actually had 465, but because we agreed that we could lose the 65,000 if we got the 8.88. The 200,000 is just what the county has already given us. We've already appropriated the full 400,000 in our expenditures as we budgeted at the beginning of the year. >> So, it's already like in those line items. >> This is just to bring money out of fund balance. This does not say we have to use it. >> I mean, we're probably going to use it in HBAC, but we might not use another line item. So, at the end of the year, we might not be using all the $60,000. We've already got a $89,000 taken
038out of fun balance from when we purchased that ticket purchase ticket in another year. Yeah, that's my concern. I mean, I don't know why we wouldn't immediately need it. >> But that's why we're bringing it today because we need it. Hi. I can't remember the company. >> That was approved either last year or the year before. I think it was a two or three year contract with them. Let's back up to what she was saying. >> My understand is 400,000 has been earmarked not >> correct in the grand scheme of things. >> Yes. >> And it will be >> Yes. >> There are a lot of capital outlay unfortunately. It was my understanding that's money that the county set aside to be used for HBA. I don't know exactly what HBA used for HBA. So
039it can't be taken from you. That's a lot of money. So why can things not be allocated to take it from 88,000 keep? >> It's my understanding that we already have water ticket items in the 888 for HBAC. I I'm understanding that this is kind of like the point we're at now. We have over $888,000 in capital outlay needs. We have over $400,000 in capital outlay needs right now. We're able to get the overlord grant which is good because we can kind of not because a lot of those upgrades were going to be HBAC as well. So on the on the items that are being put on is the board to approve those items. They're just open to approve $10,000 because I call up. >> We approve the 40 something,000 for dealers. >> You could
040run out of here. >> We are going to get reimbured for it once the project's completed. >> That's all we do. Right. >> That's all besides that and the $7,500. That's all we have spent out of that. That's all we have truly spent out of the 888. >> Well, if you will recall um back in September, we finalized the processes for the 888. So, that allowed us to start the race a little bit behind the race. So, in order to get quotes, um get inspect get it inspected quotes those things. Yeah. For example, a chill replacement at North and um a chill placement north is we're wait currently waiting a third bid. So you have to understand that we can't bring something to you that's not ready to to bring to you because we haven't
041finished the procurement process. Now u we can definitely provide an update um with you while we have anticipated to spend 888 because there are some things that will be um needed to adjust and because there is a little bit of flexibility u with 888. I I I know that was a spreadsheet that I had there. I'm not sure if it's at the meeting, but the um we had kind of mapped out where the HVAC and some of the needs are that are big ticket items so that it cost us to bring some of our condition our buildings back up into optimal learning conditions and working conditions. So that with the 888 this this transfer for the plumbing and our normal operation HVAC, I understand the thought process of let's use the 888 for that. But
042some of these things are just things such as a busted um line. And so it it you know we we have to we had to fix it because it impacted um what's needed to be what's need to be what's needed what's needed to operate the schools. And so I'm not sure if Mr. Petit is there or not but um but I just want to make sure that you understand we have a specific list of items for the 888 and we're very thankful to our county commissioners regarding that for the capital reserve. But we also have a line item for us to repairing our operations um for HVAC and plumbing M is here. Can you hear me? Mr. >> Yeah, I have a I'm getting a humming noise. I don't know if the HVAC came on
043or something, but I got a humming noise. It's making a little harder for me to hear you. >> I was saying Mr. Pet is here. Okay. So, I know that um there is a spreadsheet that's colored with the 888 breakdown of what we're planning to use the capital reserve, but that has not much bearing on the um that have not not much bearing on what we need for um the HVAC and plumbing that we have now. Um so, I'm not sure if Miss Kimry has that for us. We might have had that for something to be discussed and shared in another session. So if you want to see so what you want to see is the 888 breakdown. These are some of the items and we've got notes in that to kind of show where
044we are and where are we coming what what we're planning intending to do because we got to get some quotes. So January has been a very busy month for quote for quoting because again we started late September early October. So, if I recall correctly with 888 um with the projects and things we have, there may be some uh a in the black positive $4,000 and some odd dollars at the very bottom. So, the 888 U was very specific to roofing and HVAC needs, which those needs are exceptionally expensive. And so, we have kind of broken that down by HVAC, so you can see what category it falls in. And as well as you'll see, we are going to be requesting the county commissioners to see for the 880 can we um do the unanticipated repairs
045we had to do to the um water filtration system at one of our schools. That was my question. But I see >> we tried to take everything line item by line >> and a lot of a lot of estimates. So we're trying to get pretty close on each individual thing. And a lot of it goes into individual school, but you also got to realize that a lot of these units take classroom. So we move the kids out of the classroom or we have to fix. We also use our item in here. We work through Christmas to get a lot of pack to make it through the summer. That'll also be brought to us in the summertime. We try to break everything down the best we could and walked down. I think last day Just for
046clarification, uh if some need to be fixed, it's a matter of where the money is coming from. If you take the picture from the that takes away from some uh and but like we were saying once the fun >> and the thing that's going to really help us a lot of these schools that we had each class in the high has it own classroom. These are all individual and they go down the classroom. A lot of this equipment they don't make anymore. They've got a lot of tools that they don't make anymore. So, we have to do R&D and research development to try and find the parts and the pieces to repair them. And it's getting very difficult and very hard to make that. But um we've come out very lucky so far and fortunate
047to be that spoke with them. Um and we kind of had the movement before. Um they know that we're going to start this year. Um however, it may carry because the children takes a while to get my concern. waited and then the next year comes around the 88. That's my concern. I understand and we've already had a little bit of that conversation because we know we're going a little bit over at the same time also start discussions in March about coming next. Yeah, this is part of the the 888 where we are where we're going was part of the agenda item for tomorrow's meeting. Let's provide an update on where we are. >> Well, it's not just one big ticket. We've got a lot of items in a lot of different areas and just take
048the roof to bring three or four companies out to walk the entire roof of every school building that we have is 40 some buildings that we have 770,000 square feet and that actually breaks it down to 225,000 square feet per maintenance to look at. So if you get into these numbers and break everything down a department. Don't spend on anything else. that 400,000 take care. You don't have much ability if you had >> but you don't have the ability to do that. So next year you call you got you still going to do these things. It takes away your ability to manage the emergency even though other things may come up that are necessary and use that it's going to be negotiating with the county set out to monize and provide more just for clarity
049for The capital money that I've been a long time doesn't need to understand $1,000 might take care of God's we want to know how you spend that money >> and uh you know we had to pay you will have problems getting 3D. We don't have that all the time. But uh that's understandable. This blueprint shows that >> in this budget, if I'm not $400,000, we're working with the $55,000 budget. We already taken what 156,000 that we balance. >> We took 89 at the beginning of the year and that was what we took away from the line items that were already put in and then we added the activity because when we presented it, it had no fun balance coming out of it. And then we took 89 and with the 60 that will beund about
050130,000 activity. So why can't we do some of these online before we go forward like $17,000 $1,000 from the activities and I would like to see some of these fund but when you take out a phone and put in account it's almost like open it every year >> we can do that. But with being at 50% of the year, I would be hesitant that what if something came up for weatherization, we're getting ready to go into snow season or weatherization or lighting or doors or we had that big issue last year at Dillard with doors and it took us a long time to get that project done because it's one of those you can't do it while the students are in and then we had to take apart and then it >> I just take
051out of my hands when we go do So you have to understand that the money in the accounts although over 50% of the school year some of the money in the accounts I mean we know we got bills coming in January, February, March, April, May, June. And some of these expenses typically have things that hit these accounts in the spring versus hit them in the fall. And so if if what I'm hearing is you want us to um move from other accounts to that account and then come back with a budget amendment. Um we can do so but we've already have things that we know that's coming out of some of the accounts like for example um I can't I didn't exactly hear the the one you referenced but you know if it has money
052in it that mean that this is as of December 31st. Now, there may be some bills that haven't hit that we got to pay. And so, you know, this is just a stamp in time uh or what it was as of this date, but there may be other invoices and um things need to be paid. But I do understand that the board um we all want to protect fund balance as much, but when um it was suggested that we bring it to you when we need. So, we're at a place to where we need and that's why we're bringing it. I think when we cut those line items, we said if we needed something in those to us when they're needed. We did not cut farming and APA when they originally were sent to us
053and we put $60,000 out there. It needs to be spent. I'll prefer you come back and say we need to buy a chiller for this school and this is how much you need and then give me $60,000 like the right number like that. I don't >> I respect I respect where I understand exactly where you're coming from, Mr. Le. Thank you. The fun is there's also a lot in that whole month. But anyway, we get some expenditures in there. If you go back and look, these compresses to run these air conditioners are up to three or 5,000. If they go out, we go to buy one. If we have to bring it to the board, we may be looking at three or 4,000 for these or right now we do not have order $2,500. also
054in there too, but until we ordered it and it tasted now, unfortunately, we couldn't replace it that day. So, it's on back. But these things are very pricey. It takes a while to get here. And if we have to come back to the board, then you're looking at classrooms, locker rooms, reception things, things that's not going to be operating. in the hospital if we have to send back. So we had $10,000 in contingencies for that reason and then whoever decided to put all this other stuff in you continue to emergency for that purpose. You don't have the money that you can spend up $10,000 for something and then bring back to the building but landscaping other things again. Now that money I think $7800 I think you go back and look we would have stolen
055back then and it took our sources it also block our entrance. So I think we can count that as much. >> All right. We've had a lot of discussion. What is the question? >> Yes. >> Why can we notify this money to give them back $10,000? >> You got 11,000 sitting over here. So, are you willing to take the 11,000 from the 70 the 6500 and put it in back into contingency or put it in for me and take out? >> I think no matter what, you should have $10,000 in contempor. >> Okay. to be able to operate so that we don't have to come back to the no. So I think that >> in my opinion yes $10,000 that should be reclassified to use that $11,000. >> I can reclassify the 6500 which is
056that $11,000 and we can put that whole $11,000 back into contingency if the board approves. But it will have to be I can revise this budget amendment which you just know that that it's not going to look like this. is going to be taking it from that 70 that 6500 putting it back in contingency which is 8,100 8,500 and it'll be the 11,000 amount >> I just remember we took the emergency items out so that money needs to remain emergency that was my understand why we put it So, if we do that, just know that this budget amendment I can send out to everybody once I fix it. It's not it's going to look like this, but it's not going to be these numbers and it will have zero dollars coming out of um fun
057balance and the budget will not change because we're moving it within the budget. Yes, sir. um walking back when you were talking about the 78 7800 was that amount of money that was always fun. >> Yes. Because those were emergency items that we had. >> So it was so about 20 2200 >> 20. Yes. >> Okay. And now we're putting money back into it from another line item. So we're not taking any money out of fun balance. We're just moving those um budgetary items within the budget. And because those are two different purpose codes, it has to come back as a budget amendment because we're moving from a 6,500 to 8500. >> Okay. >> And it's also every $10,000 because we're moving up to 11,000. >> Be that lady. We're just moving money. That's all
058it is. >> Correct. And the simple way is the easiest way to do it already because I've always you got to spend other people money first before you realize that >> emergency will come up. >> You can't have emergency $3500. I can do that and I can probably have that done at the end of the day if it's approved >> by the end of us that also want to say things that happened and we've already spent that money 11,862 for 6500. put that line on it. So not all. >> So um I'm budget amendment number three as well and this is just to move the fund balance that we approve for supplement because of us taking um principles and assistant principles [clears throat] and giving them another supplement out of another funding source. It was
059actually not $89,000. It was about I mean $98,000. It was $91,000 and you should have had a revised one at your table. [clears throat] >> And so it actually um moved our local from 3.8 to $3.9 million. Question about that motion to approve budget number three. Not second. >> Thank you. >> All right. Uh item number six, school calendar survey. >> Yes. Um earlier in the school year um when we deployed the school calendar committee there was some directives from the board to create to create a survey. So uh what you have before you is a survey coming to you for approval that will be accompanied by the two drafts of the calendar once that is ready because our calendar committee um meets um tomorrow meets this week. And so what we would do we
060wanted to get feedback on the survey as well. And so on the 20 the next meeting the the meeting of the 26th we could bring you already have the survey you can see the calendar so that when our community um when our community if our if it's approved by the board our community can look at the calendar and then make an informed decision with the survey uh with a timeline of the of the calendar being approved by February. All right. And what we're looking at basically at the end is traditional one. >> That's correct. will put you in the first semester where you can have your exam without Christmas and the past history of I think it was out of 115 and we've had eight and it didn't question. So, what we need to do
061is to get the okay on these questions. Board approved. Well, you don't have to because um committ >> if I'm correct, they meet this week. >> I want to say I want to say they meet this week. >> Okay. In a short time, you don't have to. >> You don't have to. >> Okay. So they gonna bring two calendars back >> for us to look at and do that. not not just wording but actually physics are putting out you don't and look at the start. A lot of people get confused. You still have the same break, but you start early. So we run our company to create the survey to go out with question >> right the survey has to be more approved >> all surveys right the survey has to approved. I thought we
062would get a motion to approve that. >> So it it you know we're going to have a very short window to administer the survey after the 26 after the next meeting. And so we wanted you to go ahead and have the survey question. So if there's something you already know is a definite no, we can go ahead and you know edit that at the next meeting we should have the two calendars come to you from regulation from the calendar committee and so therefore you have a visual calendar to use with the survey. Um, so we have the survey coming this meeting because um, it was our initial intent to get the survey out, but it was a a recommendation that we have a visual with both calendar at the same time. And so the survey
063um, you have the survey now to see if there are some things that we definitely the board definitely wants or there may be something the board wants to add. Um, I'm just trying to speed up the process so that when the next meeting comes, we already know the questions. you look at the calendar, the calendar just adds a visual to it and then we don't have um to do a lot of revisions because the ne that next day once approved we'll be administering the survey. So, we're just trying to ensure that we are um efficient and ready to go once the calendar committee finishes its processes so that we can share um the the two calendars and then the board can look at the two calendars and then um with the survey we can send
064it all out as one unit. >> Just give an example. Look at the first question. Well, uh, number two, which we Okay, tell me about the state law. Are the prayers going to be concerned with state law? I don't think so. I think that high school people would definitely want to finish that exam and then start semester elementary school inight and the board and I was concerned about on that number. Option B. Well, I think that actually what that is that could happen. >> Well, I think if you the water somebody ask the question ask that question but this is the black and white. That make sense? Yeah, we felt that we felt that this survey's language was the best way to explain it in layman in layman terms >> for people understand you know
065the A, B, C, and D. >> If there if there's more if there's a wording you want us to change or just let us know. We'll be more than happy to oblige. >> All right. Very good. All right. Who's that? Mr. You got all right now jointly with the board commission. So, yes, we are scheduled tomorrow to meet jointly with the county commissioners at the um Gun Memorial Library at 6 PM. The items we will be discussing would be ones an update on the snapshot of our school system that would include enrollment information as well as um just where we are, some celebrations, things of that sort. We will also we've also requested from the county commissioners that they would provide us an update on the broadband in the county as that may be some
066useful information as we use that toward our remote learning um as as we work toward our as we work with remote learning um help make a decision with remote learning and then we will have an update on regards to they will also share the their budget timeline for all departments and we will also share where we are with the capital with the 18.8 with um the renovations to Oakwood Elementary to make everybody understand this is not a complete rebuild of the school. This is just to um re renovate upgrade systems and of course that will help us um provide a some better learning conditions at Oakwood Elementary. And then finally, there would be question and answer sessions um from both from both boards and both parties to be able to get clarity as far as
067setting the next meeting schedule. Um we're looking forward to that meeting. um very appreciative of our county commissioners for their um open um arms as well as we work together to support all students in Caswell County. The only other update I have is regarding um the high school is currently taking exams this week. Um so therefore um please note that the high school has communicated some very clear um protocols for dismissal of students. So board members receive calls from um the community. Please note that I felt the high school done an exceptional good job of communicating um the dismissal procedures for exams this week so that it does not um you impede that environment. Those are all the updates I have at this time. Mr. Do you think that we can have this put on
068our website about this Oakley grant money and exactly what it's for? I think um the community of the school. >> Yes sir. >> We we can put out a little more specifics to the Oakwood grant. Um because in the grant it does state to for systems upgrades and some of those systems upgrades will require some remodeling but it is not you know we want to change the whole front of the school. Let's do that with this money. That's not necessarily what it's designed to do. Um but yes, we can put something clear out there as far as some of the some of the parts of the application that talk about as far as system upgrade as far as safety uh fire and bring the building up to code uh to 2025. Yes, we can definitely
069do that. >> Any other? >> Not at this time for me, sir. >> Thank you. All right. on their observation. uh exactly what >> um just like to encourage all the students to be the very best on all exams and parents if you would um please be aware of the exam every morning. It's time for students to be coming home early that they will be in a safe environment. Thank everyone that is making us I just like everybody did a great job done today. Yeah. >> Is it okay if I ask question? >> Mr. I had a question. As far as if there's a structure that's not permanent at a school, who approves that structure being um built or put up if it's not a permanent structure? Is it you or the principal? >> Repeat
070your question, please. I got part of it. >> If there's a structure that wants that like a coach wants to put up at a school, but it's not a permanent structure, who would approve that structure? Would you or the principal? >> That structure? Um if it's a structure on a school ground um depending on the structure um it would need to go through the principal to the superintendent's office would be my re so we can make sure that whatever is being put I don't know if it's inside outside so we can check to make sure that it doesn't impede with any of our um um things in of our underground lines and things so that people know the the makeup of that. So um hadn't received any but we look forward to getting there. So
071hopefully if that whoever's if there's a a group trying to do something or a school doing something, it would need to go through the ad principal to the superintendent's office so that we can ensure that maintenance and everybody's on the same page in regard to a structure going in place there doesn't impede with any of our operations or and so that it's it's safe. Like for example, the um few years ago at the high school, there was a there was an additional batting cage. The batting cage was moved um to beside the softball field. So that went at that time um went through to the you know the school um and I informed the superintendent that we had some things happening going but um I'm not sure if the board was involved with that or
072not but um but that would be the that would be my my off the thinking regarding that. >> And then just another statement Mr. as far as the teachers go and their time. Um, we pay subs in a 4hour increment and a eight hour increment. So, is this why the teachers need to take if they take a day, they use eight hours of their time. Isn't that the reason? >> So, I don't know why the teachers taking a a 4hour time. Teachers would take a half day. We um the board last approved that with a new structure that hasn't gone into that will be going into place this month that we will be paying subs a flat rate for a half a day and a flat rate for a whole day and there will have
073to be a minimum of half a day gone. So if a teacher is so a teacher would take a half a day that half a day would still be the same that they were doing before because um teachers are salary scale is a little different and time is different compared to a classified employee. I know that was I I know there was some confusion. U we had a school call about that um substitute list thing and we clarified that with um that particular school. And then the last thing was um I just I know that we're having some issues as far as like the metal detectors and we've all gotten some different you know concerns about that but I know the metal detector we looked up that I mean that we use is eBol or
074whatever and they are having a lot of issues with um that metal detector in particular looks like it's got a lot of lawsuits against them and the Federal Trade Commission is um they put a lot at the company. I know you're able to get out of the contract because they've had so many issues. I just think the board maybe next session that well to see how we can help you know our staff and principles better. >> You hear that laughing? So, uh, yeah, it's my understanding you want us to take a look at the actual there's there's an issue with some of the um there's a perception of an issue with some of the metal detectors. We want to take a look at that at the next work session. >> Did I get that correctly?
075>> Are we talking about the open gate? The open gate ones or we're talking about the Garrett Evolve. >> Oh, you talking about open gate because we didn't buy any projectors through Evolve. So the gate the ones we have were through open gate. So the open gate the open gate as far as the settings and things that sort. Okay. >> All right. >> We'll be more than happy to oblige. very welcome everybody. I guess I did attend a couple basketball games. Um and I guess Mr. together. All right. If not, I move that the Kansas County Board of Public Education will close that involves a lot of other Not all your in. Oh.