DTSD Webinars: Good evening. welcome to the June 20 sixth. Finance meeting committee meeting. Today. This committee meeting will be live streamed and video recorded for purposes for the public.
DTSD Webinars: we're gonna go around the room and just do a roll call with your name and position. I'll go first, and then I'll go to my left here to Lindsey. Drew. So this is Mike Rizzo Board, member.
DTSD Webinars: Tan, your white assistant business manager. Michelle Ag. Board secretary. sure for cell business manager.
DTSD Webinars: Eric Schmidt, board member
DTSD Webinars: Stacey wins the superintendent. Okay, that's all we have in the room. are there any attendees online.
Joshua Smith: Josh Smith is an advisor.
Joshua Smith: Brian Ostello as an advisor
Kathy Sicher: and Kathy sicker board member.
DTSD Webinars: Okay. hey? What else?
DTSD Webinars: Thank you.
DTSD Webinars: So item, number 3, we are going could I get an approval of the motion to approve the summary minutes from 5 2223.
DTSD Webinars: So move second, Eric Schmidt
DTSD Webinars: any discussion
DTSD Webinars: all in favor. Say, aye, aye.
DTSD Webinars: any opposed?
DTSD Webinars: Okay. Minutes are approved.
DTSD Webinars: Item number 4, unfinished business. for a we'll talk about the capital Reserve project update.
DTSD Webinars: And so, since the budgets approved, and there's no cap reserve. our gen services planning meeting this month, we thought we just take a little bit of time since we've got a lot going on to make sure everybody knows what's in process. There's a couple of board votes this evening. Just give a chance for discussion if there's any questions about anything that's coming.
DTSD Webinars: single remediation that actually was. Board approved 2 weeks ago. That was We
DTSD Webinars: rejected the lobby and awarded the bid to the second lowest, bitter customer, excavating. We have been working with R. 2 on the notice
DTSD Webinars: of awards. So everything's been given to Custer. We just have to give the head, and on now the Melissa from, or to just send all the insurance and all the documents. Just want to make sure that we have everything we need before we give the the motion for them to to start. So then they will work out their mobilization and a timeline with for 2. And once we have that whole timeline they'll get back to us and let us know what to expect on campus when kind of thing, but that's that's in the work. So that is.
DTSD Webinars: that is moving along, and then I'll I'll just go through the the things that are actually in process right now and then we'll go through the the cat plan a little bit.
DTSD Webinars: But this personal, quick question. I and I may have missed it. What was the timing for the single remediation?
DTSD Webinars: We just need to make sure the documents that they gave us all the the big bond and the insurance documents. Everything's good to go, and then we'll we'll get a date. Okay, thank you. Work with them on a date. Yep.
DTSD Webinars: the concession stand bid award, that is, on this evening, and that was so. The bids were received
DTSD Webinars: on the fourteenth. I believe it was so we did have a bit opening here that day. There's 2 pieces to this project. The first piece of the project is the the
DTSD Webinars: the engineering piece of it, or the general contractor part. The other piece of it is mechanical, so we did.
DTSD Webinars: There are a lot of bidders that were interested. We had
DTSD Webinars: 3 general Gc. Construction outfits that put in for a bid and 2 mechanical, now, one.
DTSD Webinars: Ironically, the low bidder for both general construction and mechanical was the same. It's lower construction services for the Gc. Part of it. The bids actually came in within a thousand dollars. So which is.
DTSD Webinars: it's comforting to know at least that the the low better is is is a good bit. This is this is a solid bid amount. This is what we're going to see. The third bid was was considerably higher. So that's an easy one to toss out. But the the first and second bid was a thousand $15. I think it was a part. so that is on forbid, or tonight, for those 2 pieces of the contract the total for that is $346,000, 430 between the 2 component parts.
DTSD Webinars: So any question about that bid that's coming forward tonight.
DTSD Webinars: I do have a quick question about that. But I also had a question real quick about the sinkhole remediation. I was just looking at
DTSD Webinars: this spreadsheet, and
DTSD Webinars: when it says, estimated cost of projects 7,200, and then
DTSD Webinars: the 74,949
DTSD Webinars: in 2,324, and we'll spend a little bit of time on this document next. the 7,200 was really just the The work with R. 2 to do all the engineering work and and get the bid. proposal. They did all the X, you know, all the surveying and those kinds of costs to get to the point and the bid docs. That's what I thought. Okay, thank you.
DTSD Webinars: And then this is Microsoft. In regards to the concession stand. I mean this. This has gone on for probably 5 years now pretty close
DTSD Webinars: prior to to Covid, and we had put money aside for the concession stand. Is that correct?
DTSD Webinars: We had $250,000 put aside, thinking that that was sort of the ballpark, but now, with the escalation in cost of supplies and everything in that time. Post Covid, we're seeing the cost that we're seeing now about that 350. Okay, so really, truly, the only additional funding that we'll be looking at today would be the the extra around a hundred $1,000. Yes, okay.
DTSD Webinars: thank you. Any other questions.
DTSD Webinars: This is Eric Schmidt, just I think we covered it, but that will include everything that we originally saw on it didn't
DTSD Webinars: take anything out or add anything into it right now.
DTSD Webinars: It's it was just a renovation, as was
DTSD Webinars: bid 3 years ago. I believe it was at the at the last time. So it's it's a complete renovation. Okay.
DTSD Webinars: Dr. Winslow, you said something regarding like a big cost of it was the the they take the roof off correct, and they remove the roof, and the concession standpoint will be added on to the existing structure, and then the whole structure will go back under roof.
DTSD Webinars: Okay, thank you. You're welcome.
DTSD Webinars: Correct what you say.
DTSD Webinars: That's not correct. No, it's the it's just the all the different heating. Well, not the heating components, but the electricity and the
DTSD Webinars: water Right now the concession stand has no running water, so getting all those pieces connected and hooked up, and then it will also have additional storage space. So it's putting everything. It's making it all part of one structure. So it is
DTSD Webinars: getting it all under one roof. Right, but the installation, and would allow it to be your. There is no installation of it. Okay? Got it? No. Remember, that was going to push us over a million dollars. I remember the conversation. Thank you so much. this is Eric, the one last question, and I don't want to get into all the the details of it. But I was just
DTSD Webinars: curious
DTSD Webinars: it wouldn't. They just tap in right behind it, because that's where the bathroom is like. I can't even begin to answer those kinds of mechanical. Yeah, it just seemed like the why would they be would, anyway? Okay, thank you.
DTSD Webinars: And and I didn't want to comment, just to to be completely clear on it. As I had put in the board member. There is additional block in here once this went to bid it was found from the supplier, and which was unknown back to Ted Vdock with panel associates when they were writing the bid.
DTSD Webinars: They're told that the block is available. There was nothing unusual at that point, but 2 days before the bid opening the vendors were told there it was a minimum purchase requirement, which is about 35,000. At that point there was nothing to do. Mr. Vdock instructed them. The document, because there's nothing else.
DTSD Webinars: We can't purchase a lesser quantity. So there is a probably 35,000 a block we are looking at, you know, some building projects and everything. We're going to work with Crabtree. See if we can do something to repurpose that additional block at least.
DTSD Webinars: There's just nothing else we could do at that point.
DTSD Webinars: and this block. So the the block that is included in the bid does exactly match the block that's already out there, so we will tie the building together.
DTSD Webinars: Thank you, Miss Pr, so. and I believe you're on for a C correct? Yes.
DTSD Webinars: So the owner's representative. So now that we have named our architect crab trees. The next step in the process sooner than later, is really to get an owner's representative. And this will be the the firm that will basically be
DTSD Webinars: our go between between us, the architect, the Gc. All the all the component pieces of the job. They will be here on Site
DTSD Webinars: 24, you know. I say 24 7 every day. They're working with with the construction piece of this, but it's really important not just to have them at the back end, but really to get them involved in this front end with the architects. So they're the ones that are going to, you know. Be looking at it. To do these plans make sense. Is there another way to think that, are we missing anything, and and really be another voice for us in in the build process as as we start to go through the drawings and everything.
DTSD Webinars: So that's the reason to get it out. So the vote tonight we've been working with
DTSD Webinars: Right now I have the I did. I have a draft of the owners. Rep Rfp. That I would like to issue.
DTSD Webinars: I had sent it to John Didea. Who's our the partner on the crab tree job?
DTSD Webinars: He is reviewing it. We're going to meet on Thursday, because it's really important to make sure that he and both sides that they're all we're on the same page with them as the architect, that
DTSD Webinars: we fully understand what their role is going to be in the process, and what we, our expectation of the owners rep is going to be. So we just want to work through to make sure that they're That's the understanding all the way around. I did ask for their help a little bit, and in writing some of the the specs of it, since we don't have anything we don't have, we don't have a cost on it yet, or an estimate, so he's going to help do a little bit of the drafting of that piece of it.
DTSD Webinars: also. Then, in working with our solicitor, how can we do this if we don't order to prove we can board, approve, basically a generic. The Board authorizes us to move forward
DTSD Webinars: in coordination with our solicitor to finalize these good documents or the Rfp. It's not a bit th these Rfp. Documents.
DTSD Webinars: What I would do at that point once
DTSD Webinars: worry and then, and Crabtree or Happy have our Solicitor review it, send it back out to the board just to make sure everybody gets a chance to read it and understand exactly what we're asking for, and then we would push it out, really hoping, then with a timeline because it does get tight, we don't have a board meeting until July 20 Fourth.
DTSD Webinars: So to be able to issue this prior to July 20 fourth, as we get it out earlier.
DTSD Webinars: actually really trying to get it back by the end of July. So we have a couple of weeks if we want to. form a a small, probably not like we did for the architect a full blown board meeting. But a do an interview process, maybe with a a small core team of Admin and the board just to
DTSD Webinars: potentially interview, because this person really will spend a lot of time with us, so we do want to go through some sort of an interview process. But we could do that mid August, and then hopefully be prepared for the end of August
DTSD Webinars: latest. You know that first board meeting in September would be the out outlier, but if we can get them in end of August that would be great.
DTSD Webinars: This is Eric Schmidt. How do we go about how we pay them? Is it like a firm, is it? That's salary. That's part of the proposal. No, it would be a fee. There's a lump sum component. There's a monthly fee. There's an hourly component. That's what part of the Rfp. Will flesh out and and ask them to did
DTSD Webinars: but their fees to it, how they would charge us for the work.
DTSD Webinars: or as Microsoft. Are there any requirements for that type of an interview?
DTSD Webinars: I know for the architect we went through a you know, our formal interview as a board, but we wanted we. We go to that length for this person as well. My understanding from our colleagues is it's generally not a public interview, the way that the the board, or the way that the architect was because this is someone who's working specifically for us for the school. but we would want it. We in my mind I was picturing it kind of like we do administrative
DTSD Webinars: interviews where we have a a small team internally, and then board member representation
DTSD Webinars: to to help
DTSD Webinars: select that. Usually it's members of H. Hr. Committee that sit in on those. But anybody really can.
DTSD Webinars: You don't have a corner of the Board members, but
DTSD Webinars: and we might want to look at the Jen service. You know the gen services folks. Because what? Since we're not.
DTSD Webinars: it's not an Hr position that we're hiring. It's a contract.
DTSD Webinars: so yeah, but that that would be something. I think that would be important, that we have representation from both sides, because this person will be
DTSD Webinars: presenting a board meeting. So it is somebody we what we definitely want to know that we can work with and feel very comfortable with. and that kind of in a
DTSD Webinars: or an arrangement.
DTSD Webinars: Thank you. Any other questions.
Okay.
DTSD Webinars: so we'll be looking at it for A. D.
DTSD Webinars: 2,023, 2,024 capital plan.
DTSD Webinars: We're not at a point. We don't have a capital plan. 2,324 ready to board. Approve But I want to talk through some of the things that we've completed in 2,023 things that we know are definitely still open for 2,324 we had a
DTSD Webinars: Dr. Winslow. I had a conversation with Jim and Melissa from or 2 this morning, just to get an update on where some of these projects are. Since a lot of the work with them is is right now. So we have the their engineering piece of it. And then what's the cost? The project costs going to be. So I've got some updates for you on on these projects.
DTSD Webinars: and then we'll spend some time, I think, at the Gen. Services meeting in August. The plan is to bring some of these project estimates forward, and be ready to kind of kick off and get ready for bid this fall on some of these things.
DTSD Webinars: so just just going through this as we know the the facility study that's done. So I just kind of mark for for for right now just to clean it up. 2324. You see that they're Mark complete.
DTSD Webinars: the architect
DTSD Webinars: we need to work with them. I don't know. We have. We do not have a border pre board, approved AI document. Yet with Crabtree we're still working through all of that. We have not started to get
DTSD Webinars: build any kind of fee or anything. So there's as we really start working with them. We have another meeting scheduled on Thursday just to start kicking this off. We'll have a better idea, something to bring back for Gen. Services. Just kind of know how that fee structure is going to be from a timing standpoint, how we'll be paying it as we go.
DTSD Webinars: Middle School auditorium upgrades. That's one thing that was on here for 2223, with all the other work. That sort of just took a back burner, so to speak. But that is one of the things we want to pull to the front. Then, in 2324. Now that we have some of this other project work under under way, that is something we definitely can look to. get started in 2324,
DTSD Webinars: you know. Come up with a plan as to how we go about that the concrete being. We've talked about it enough. We'll we'll continue to Monitor. But there's nothing really to keep on the Cap plan any more for that, since it does not seem to be an imminent issue.
DTSD Webinars: We work through the Library de Humidification project that is done. traffic assessment. That that is one of the projects we didn't spend a whole lot of time talking to. So, as you've known, they brought some just ideas of restructuring the the park, the way the traffic flow moves and things like that. So we we'll need to get a better idea of what that might look like cost wise going forward.
DTSD Webinars: Single remediation. So that's the work with for 2 again.
DTSD Webinars: So the 74,949 and 2324. That is the customer, that is, the board approved award to Custer. Now that is just for the sinkhole remediation. Then, after that, so the work that will come next. So as they're working on that, we're 2 has been working with all the
DTSD Webinars: the township on the the surveys, the analysis, the infiltration testing that they still need to do.
DTSD Webinars: They need to come back with a plan. And they're drafting a memo, and that is one of the things they that we'll be working with them over the next 2 months. We'll bring back in August to Gen. Services is the next step of this, which is the base and remediation of what has to happen there, and that will be a significantly significantly greater cost than the 75 that we're looking at just for the sinkhole.
DTSD Webinars: but they still have to do some testing to. It's it's probably it's the basin is under sized, just trying to determine what that size needs to be and how to go about it. but he will have. They will present at Gen. Services in August, and we'll have better idea of cost what that might look like, because at this point
DTSD Webinars: again, the goal, then, would be so once they present in August
DTSD Webinars: we could give them to go ahead to do business, fall with the intention of of working on that basin in the spring.
DTSD Webinars: the
DTSD Webinars: and and then we get into the
DTSD Webinars: softball field and memorial field, the parking, the paving, and all the grading and day grading and drainage issues that are going on over there. They're kind of at the same same place as with that. They're
DTSD Webinars: coming up with recommendations to correct.
DTSD Webinars: And I figure out. What we need in this area, of course, is always an issue. we will need some level of storm water management with this project.
DTSD Webinars: but a a again he Jim is working closely with the township to come up with, with exactly what we need that they're going to approve.
DTSD Webinars: He wants to come back. Then, with a plan again to Jen services and August with the plan of how we move forward that could also go to good, then that paving project this fall so that that could be done for the spring or
DTSD Webinars: based on whether, anyway.
DTSD Webinars: So we can get that done before the spring. Now it'd be great.
DTSD Webinars: but that will be the next year.
DTSD Webinars: this is Eric Schmidt. Are we still working with the township? It's not the township county. Sorry.
DTSD Webinars: do. We have to wait to submit all of this? So that's actually a piece of the question. So we that the conversation with for 2 this morning. I wanted to be clear before, because we did what we submitted to. The county was basically just the paving work. But we did
DTSD Webinars: write it as though we could any work connected with that paving project, because all the work that's happened up till this point, so you can see all the costs that we actually have into it. the pay to date column 2223.
DTSD Webinars: It's cost in in the middle, the 31, 1511,000. Those are costs. We paid to number 2 for the work that they, the the service work that they've done. And it really is all connected to that same project that we submitted to the county. So I wanted to verify that. And I'm going to use those dollars to submit for reimbursement. So we will get those dollars back. We still have that money to come back.
DTSD Webinars: And then anything that we
DTSD Webinars: there's still some other costs that you know that that we had done last year. Some upgrades to the ball fields that that aren't in here that's sitting over Jen Fine. So we'll get more money back from the county. We have like a a timeline that they are.
DTSD Webinars: They want us to do it, or they they want us to get some of this submitted. So now that I know exactly that I am good to submit. I'm going to. I'll use this as well as the other things that we've done for the ball fields to make sure that they have something in their hand that they know. And then I want to be able to explain to them this timeline, that the rest of the paving project. Hope, like again the bid documents this fall, paving in the spring that anything that's still left on that 250 we can put towards that project.
Okay?
DTSD Webinars: So so that that's the biggest part of it. the next we we finished the gym. The gym floor has been Redone at the High school that was just completed in June. safety and security. That was just the close out on the the work with warehouse and Eci that had been in process for years. So that's now gone away.
DTSD Webinars: The next piece of it. You see, the concession stand addition. So we had to work again with with Ted V. Doc and Hamil, associates. That's the and architect work
DTSD Webinars: concession stand addition, the 33 and 46,000 that the the board proved
DTSD Webinars: bid to. To that bid is tonight.
DTSD Webinars: On the next item there is turf replacement track resurfacing. We started having conversations. The the goal would be to look at doing something this fall, getting it out to bid so that they could actually bit award and and start working on that track. We're pretty much end of life on the track, but that would have to be Redone looking for next summer, so that would probably be a 2425 only because we'll get into the again the following summer.
DTSD Webinars: But we'll start getting that work done again. Run those plans through Gen. Services and keep looking at that cost.
DTSD Webinars: The one project.
DTSD Webinars: really, that we probably, you know, with the started the elementary school project and not knowing where that's going, we had authorized. again. Have more associates to do some
DTSD Webinars: work on the to pull together
DTSD Webinars: a plan for this building, the masonry work, anything that's needed on the Granada building. trying to get the
DTSD Webinars: concession stand on first. Now that that's done, I I would assume he'll do his part of the architect work for the me, you know, looking at this building, what do we need to do? I I again, with
DTSD Webinars: not knowing where our our elementary project is going that might change some of what we want to do with this building.
DTSD Webinars: So again, that's probably all the project, the one that's sort of a little bit more of an unknown right now.
DTSD Webinars: and there's buses. Are there? Is there any questions on anything that's on the cap plan, or things that we're thinking of
DTSD Webinars: plans that are coming in, either wrapping up now or coming in next year.
DTSD Webinars: so keep work. So by August we'll have a little better Id on some of these costs, and then we can come back and start putting dollars to some of these these plans.
DTSD Webinars: hey?
DTSD Webinars: With no no questions, and we'll move on to Item, 5. New business 5 A is the finance committee goals for 2023, 2024, Miss Purcell.
DTSD Webinars: Okay, these goals. And and really they're they're just things that we continue to look at on a some frequency throughout the year. For finance. There's there's things we look at monthly. There's things we look at. Quarterly
DTSD Webinars: These goals
DTSD Webinars: are pretty much the same as what 2,223. So when you look at it. It looks pretty much like a a standard agenda that you would see either monthly or quarterly. The one thing that was added, of course, was the top button, the elementary school project update that really needs to be a monthly agenda item, just to keep everybody up, to speed with anything that might have happened in the month, or or what we're looking at time, you know, from a timeframe, or how things are going.
DTSD Webinars: So I think that that's an important monthly update
DTSD Webinars: and then just going through it. It'll be the the the working through the budget.
DTSD Webinars: budget projections, looking at how things are going 2,324. If you call one of the things that Mrs. White and I will be working with. We had board, approved the agreement with forecast to to do some different
DTSD Webinars: financial work. So
DTSD Webinars: we'll be working with them to get that set up for 2,324, just to bring forward some different financial modeling for you.
DTSD Webinars: work through the budget. Of course. Quarterly same things. The the trust
DTSD Webinars: free will
DTSD Webinars: see how food services is doing. Keep our eyes on the cyber. I know cyber is kind of asleep. Slow down, but we still want to keep our eye on it to just to understand, to make sure it's not
DTSD Webinars: changing, and we're not prepared for it. And then, really, the one thing was on here for this year, and we did not spend as much time on it as I would have liked, because of all the other things I would like to do is step back and start looking at health care really kind of diving into what's driving some of those numbers.
DTSD Webinars: And of course, as we needed the financing needs for cap projects.
DTSD Webinars: We need to board. Approve these, or is this just?
DTSD Webinars: I don't remember that.
DTSD Webinars: Do they get board? Approved? No, the goals. Just go to myself and Mr. Singer get a copy. That's okay. Thank you.
DTSD Webinars: Any questions on the goals for the year.
DTSD Webinars: Okay, so we'll move on to next. Item, 5 B business office process. Timelines changes for 20,
DTSD Webinars: 2023 and 24 year.
DTSD Webinars: So now that okay, so I'm here a year and a half This is why it's here almost a year. But both of us come from other districts with with different ways of
DTSD Webinars: now that we can look at some process just different ways of how things are processed in the business office, and from a from a time standpoint. So the one thing I did want to talk to the Finance Committee about is these changes for next year internally, and how it will impact
DTSD Webinars: the timing of information as it comes forward to board for approval.
DTSD Webinars: And this won't change too much. So typically the second board meeting of the month, the Treasury's report includes the paid bills. They're all in there. What is different is those paid bills are literally already paid our board policy. And and typically the Board should review Standard board checks prior to us issuing them. So this change reflects that we will date
DTSD Webinars: board checks the day of the board meeting, and then, after following board vote. We'll release them on Tuesday.
DTSD Webinars: and so we're going to go to instead of processing checks every other Friday which has been the the process. There will be a
DTSD Webinars: a once a month process.
DTSD Webinars: Now there's still the caveat is we will still do a mid-month check run, and that will pick up anything that's emergencies, or or urgent your utilities that come in that really
DTSD Webinars: can't wait because they give you no turnaround time. if there's if there's a least payment. Sometimes, if the you know the athletes or somebody gets to go onto a competition there, those are things that come up that really, just we need to do a check. So we're still getting them to do a mid month check for anything that's kind of falls into that category. and it's probably going to take some change of habits with everyone, since it's been every 2 weeks. We're just issuing checks, and
DTSD Webinars: there's the expectation that this moves quickly. This will slow down the process, so we'll we'll need to work with staff and and do some training. We'll be planning trainings with We'll go out to some of the buildings back to school meetings, just to. I need to send this out, but then we'll also go out and answer any questions, or just kind of help everybody through the process.
DTSD Webinars: The process hasn't changed. It's just the timing of it is changing.
DTSD Webinars: but it also gives the board. So then it will be inst. On the board packet. And if
DTSD Webinars: and typically there at that point, there, I we don't have a lot of questions on the paid bills. But this gives
DTSD Webinars: the opportunity for anyone to ask any questions.
DTSD Webinars: And that's it. So we're also. So now that we're not going to be processing checks as frequently. We're going to, you know, change our purchase order internally. Schedule things like that that just will help purchase orders move more quickly. So that's that's that's we'll follow up to this. But the one other thing I did want to talk into the next piece of it is the contract schedule. So there's a draft, and this is something that I
DTSD Webinars: we had shared with our administrative team at Retreat a couple of weeks ago, which is why it still says, drafted. It's not a finalized really want to look at some of these dates
DTSD Webinars: between myself, Mrs. Ag. Really trying to manage the the contract process. So instead of
DTSD Webinars: having 2
DTSD Webinars: voting meetings a month for contracts, going to one voting meeting a month, just to try and take some time through the process a little bit.
DTSD Webinars: every 2 weeks of processing contracts it's more process and and not contract management as much. So it just gives us a little bit of of time in the process. I still want to build some dates in here and and some review work with Mrs. Ag. So that we make sure that
DTSD Webinars: it'll it'll change the volume of contracts that come to you. It's not going to change the number of contracts we board approve. It's just going to change the volume that comes in that
DTSD Webinars: the meeting that they are board approved. So since we're going pushing the accounts payable, the checks to the second meeting of the month, thinking this could be the first meeting of the month. So this would come in your and in the package for the first voting meeting of the month
DTSD Webinars: wanted to run it through here. That's another reason. It's J. I just wanted to kind of get feedback from the Finance Committee. If that's a doable plan.
DTSD Webinars: or how to. You know, how how do we do this? Keep everybody informed. Take our time through the process, still move contracts through up for approval.
DTSD Webinars: Questions.
DTSD Webinars: yeah.
DTSD Webinars: the micro. So this, the only thing that would be, would be a larger packet one month for all the contracts to be listed correct.
DTSD Webinars: Now, would you put a summary? This is the the summary or the schedule that you have
DTSD Webinars: the summary that comes with the contracts. That's a couple of no, but I mean, would you put it like a summary like you normally put a summary in the in the agenda, meeting minutes at the beginning. So because sometimes it's hard to know what all those contracts are for. So and then you get to the end, and they're listed there. This is this is this, is this the first page to the yeah, and that'll that'll still, that'll still be there. That will still be there just be longer that that top
DTSD Webinars: very beneficial or very helpful. Yeah, the category categorization
DTSD Webinars: would be helpful as well, just because for some of them they're not as
DTSD Webinars: Yeah. And and
DTSD Webinars: there's not as much material that as board members, you know, it's more standard things, especially for all the technology ones. So I think if there was some way of categorizing a summary ahead of all of those contracts, just so that as we're going through it, we know kind of what matches up with what are You know
DTSD Webinars: how to get through all of them, and and be most efficient in asking questions to you, so it doesn't hold up the process.
DTSD Webinars: No, go ahead. with category categorization. You have department budget on there now. So I think that would probably, you know, be fine. But even if it was just broken down by.
DTSD Webinars: you know, in a summary of what all of the things are, I I think sometimes I take for granted that in agenda planning often when we're going through the contracts for that are being added into the board. Brief?
DTSD Webinars: we kind of get that first look and summary and overview of what they are. And so
DTSD Webinars: maybe even something, you know, to that effect, just
DTSD Webinars: when you're putting a ton of contracts into the the board if it could. Just you worry that folks may not dive as deep into some of them.
DTSD Webinars: Do you? Are you saying so? If I'm looking at the the the board approval contract listing something. Another column, or a different description of the contract.
DTSD Webinars: can you? Would you go forward just a couple to pick one of the last contracts, please.
DTSD Webinars: So are these, I see, like so piggybacking on this.
Yeah.
DTSD Webinars: do a lot of these contracts, are they yearly.
DTSD Webinars: I can't. I can't remember. I mean, I know it depends on some of them. Most of them are annual, or they could be a for a 3 year. Renewal It could be for an annual cycle.
DTSD Webinars: A lot of these, especially the maintenance service contracts, or or annual, or it makes sense to do with 3 years. Sometimes you get a better deal. so that's why the contract term is there, if that's helpful. But
DTSD Webinars: or some of them are just project work that that's gonna be done, I think. What
DTSD Webinars: mystery was saying. We were talking a little bit about this before was, you know if they were categorized in like technology. And you know, maybe it's health care, or you know that kind of thing. I don't know if that's feasible. I don't know if that's a lot of work. No, it's well, it's just a different ordering, really, because under the vendor right now, this this list is driven by the vendor. Maybe we drive. I mean, we could drive the list by
DTSD Webinars: I would say, by like to part, and or new versus renewal. So like, if on the list, it was the new ones by category, and then the renewals underneath. I think just in that way, as we're reading through to make sure that the greatest attention is called to
DTSD Webinars: that, because it's all here. Anyway, it's just a matter of showing it differently, and I don't want to imply that we're not reviewing all of it because it's all important whether it's renewal or not. But I think that that would just help Maybe call attention. My greatest concern is that If folks aren't paying enough attention to it, we're gonna get right up to a board meeting. And then there's potential questions that you may not be prepared to answer at that moment, as we're getting ready
DTSD Webinars: to. I I like I like the new because I I mean, a lot of the contracts are renewal type of of things.
DTSD Webinars: and I I like it. No, I think I like the idea of of new by category, renewal by category. And that's that's easy enough to do.
You know.
DTSD Webinars: I mean, if we had like a master list, I'm sure you do. It's just yeah. It gets confusing. When some of these
DTSD Webinars: you're looking at them. And then you're trying to figure out where they, you know, for someone who's newer? It's yeah.
DTSD Webinars: And we did talk about perhaps there could be some type of document created. And maybe we started because we're starting a new fiscal year. you utilizing something, even if it was in like Google Drive, or something that board members had access to, that. Each one of these contract spreadsheets that we could put into somewhat of a master one, so that that we have all of them
DTSD Webinars: somewhere, instead of having to go back and search. Just so if you're looking for like, didn't we approve a technology contract for something like this? At some point it's easier to pinpoint
DTSD Webinars: those items. Okay.
DTSD Webinars: no, I can definitely make it maybe more searchable, avoid some confusion or questions, and that
DTSD Webinars: we could easily address without having to.
DTSD Webinars: And Google knocks Docs is not my favorites. It's not the business office for take to working in it, but I know, but it is a good place to house information that everybody can get to. So I think that I can reach out to technology and see what we can build and and do something, even if it was like, you know, sheets, which is the version of excel
DTSD Webinars: just kind of copy, and pacing
DTSD Webinars: this contract sheet into, like the new items into it each time. So if we just so, it's just gonna build all the contracts into one central place. So we can see what's been approved over the course of a fiscal year.
DTSD Webinars: So we we keep it by fiscal year.
DTSD Webinars: yeah. So I would assume. Then you would want like if if we put July, then August would go on top of it. They would that way, or would you want it to to add in a column that said board approved June 26,
DTSD Webinars: and then it just goes into them once it's port approved, so that
DTSD Webinars: it can be more like a kind of a reference to take a look over all we can put it, we could put a board approved. Call them in.
DTSD Webinars: but they're usually we only see these like once a year. A lot of them right like what we're like. These contracts, I mean, unless it's every 3 years, or whatever it is. But
DTSD Webinars: like I didn't know. I don't. I guess if there was a master list like we're talking about, and
DTSD Webinars: if you were able to put
DTSD Webinars: like high mark, you know, put that contract under
DTSD Webinars: what health care or whatever.
DTSD Webinars: I'm Tom.
DTSD Webinars: They were looking to get a picture of all of the contracts with in kind of one database. So if we're meeting or talking about
DTSD Webinars: health, insurance and benefits as a whole in preparation, we could go look at like. So what contracts do we have there Aia high mark ones that if there is not
DTSD Webinars: historical context and knowledge for board members who haven't been part of certain committees, or, you know, following along with that, to remember what we have in place, or what the you know is there for, and I don't think it has to be something that's recreating the wheel, because this contract spreadsheet that you've been giving us is so helpful, but a way to compile that month every month.
DTSD Webinars: and that would, I think, if what you're saying, I can easily add a column, put a board approval, date in there. So then the headers can go away. It would just plop the information. And it basically take the rows of information put it on.
DTSD Webinars: You would have the board approval date in there. That would that would work.
DTSD Webinars: so it would really just be a copy and paste from your contract spreadsheet now.
DTSD Webinars: but it's popping it into one place that could be still. Touch it this way. I want to go back, so I want to do new at the top, then renewals, and then by department.
DTSD Webinars: and then add add a column.
DTSD Webinars: No, I think that that would work and do Google. And I'll give the example. Currently, we do have a resource of all of our board briefs that contain all of the contracts. that we've reviewed prior to approval.
DTSD Webinars: You're able to search those. So I know sometimes if I'm looking back thinking, Well, what did we do
DTSD Webinars: in this situation? You can search through all of those things. If we had this, it would kind of eliminate some of the
DTSD Webinars: hunting. I think that we have to do sometimes, because, you know, we're searching agenda manager and then backing into, you know, different things, whereas this would put everything in. So I think, miss, for so one of you discuss how that would work for you. and not create an excessive amount of extra work, and then you can. You can just come back to us with what what you think is the right thing, because we also want to make sure we get through the fun.
DTSD Webinars: the fun discussions, because we're I have about 15 min left. Perfect. Thank you. No, I can. I can definitely work on, see? Start a document and see how that would work.
DTSD Webinars: Thanks. All right. So everybody good. If we move on.
DTSD Webinars: Yes, okay. thank you. So we move on to
DTSD Webinars: agenda. Item 5 C financial update and 5 C. A. 2,022, 2,023 general fund revenues and expenses.
DTSD Webinars: Yes.
DTSD Webinars: I want to. So I'll spend a ton of time on the budget to actual. So the the monthly financials are in there. I did again. This is sort of I took everything that's
DTSD Webinars: paid and and through today to try and get in. I did a better idea of expenses. A month ago, when I was projecting. I think I had us about 1 9. Now we're about a one-seven. So I still expect a a surplus for 2320
DTSD Webinars: 2223 but we're still working through a lot of the the details. Lot of things to come. A lot of stuff we only get in July to get back to
DTSD Webinars: this current year. So that's what we're that's what we're working on again. I know it was
DTSD Webinars: more than we had anticipated. Again, a lot of that is.
DTSD Webinars: the local revenues are phenomenally strong right now, much stronger post covid than we had anticipated. This quickly. Lot of schools are in that same boat as well as that 1 million dollars access from the
DTSD Webinars: the State from 2223 that we did not know when they board approved their
DTSD Webinars: budget. In July last year we were about a million dollars short. So a million of that excess is is directly attributable to the State revenue, and then so there'll be other
DTSD Webinars: pieces of that will be local revenue for the most part.
DTSD Webinars: So that just kind of we started a conversation a little bit at the last board meeting to just about fund balance. I wanted to circle back because one of the there is a board vote on tonight. So the next 2 sheets one is the resolution, and this is just a mandatory. I know we talked about what kinds of things or the timing of of a of fun transfers, and and
DTSD Webinars: when you can determine what
DTSD Webinars: This was. June 30, of 2022. So again, just kind of wanted to to backtrack a little bit. So these are all of our funds, we, the general fund. And typically when we're talking fund balance, as it relates to budget, it's really just looking at the general fund. Now, component pieces of that are, we do plan a transfer, then, into our capital projects fund, and we have a small transfer planned for our food Service fund.
DTSD Webinars: can I just clarify when you, when you're saying the capital projects or the food service? Those are the line items inside of the general fund. That's not the capital reserve
DTSD Webinars: capital projects capital reserve. It's the same. It's okay. Because, remember, we went through the audit or going to the audit process and ending out the
DTSD Webinars: the previous year, we added in kind of that separate line that would be like a holding like a allocation. But it wasn't the actual capital reserve that we make a transfer into that. Once the funds are there, they're part of the budget. We we budget. We approved the budget of a 1 million dollar. Transfer
DTSD Webinars: this process the final. It's not blow up at all. little bit bigger. So this the block in the middle there. The final fund balance is June thirtieth, of 20
DTSD Webinars: 22.
DTSD Webinars: That is kind of how that is, as of the end of last year. How we plan to set our money aside. So we have health align. Item for health benefits. a line item for retirement stabilization. That's that's all due to peasers, and then yes, The the next line was a new. We we planned basically just to set aside within cat general fund of a 3 million dollars for Cap
DTSD Webinars: Plan cap funding if we ever choose to move it. This money is not moved. So right now that 10.8 6 6 million is all sitting in general fund. Those are just the component pieces of it.
DTSD Webinars: Now, what happens tonight? The next thing, the resolution, the budget transfers it. This is just an audit requirement. So the Gabby 54. That's the government Auditing Standards Board, and it just requires what we have to do as part of our compliance for audit.
DTSD Webinars: We have to identify now what we might want to put our money into when we do
DTSD Webinars: so. When we do this process, the fund balance allocations. What that we plan for the committed and the assigned. We won't do that till the fall, and it's really just
DTSD Webinars: a conversation we have with finance. We choose how we want to allocate or set monies aside within our general fund. It still sits in and lives in that general fund. But we won't do it until the fall till we know better what our fund balance is. So that's at the point. In time, probably October timeframe that will start, we'll come back to the Finance Committee September, October. Once we have a better one October and and work through these pieces of it.
DTSD Webinars: This resolution just basically is allowing for it has to be in the resolution that it will allow us to consider it in the fall when we
DTSD Webinars: make our commitments.
DTSD Webinars: And it basically is just saying that. So when you see this, we're saying that we we are opting, we might want to put money aside for retirement. We might want to put money aside for health. It doesn't mean what we're putting aside, or that we have to. It just gives us the option to do that. So in the fall.
DTSD Webinars: So that's how these tie together. I just want to make sure that there's any questions on and and to even though
DTSD Webinars: at at any point in time we can decide to move money from general fund to to generous. Do, cap.
DTSD Webinars: reserve or not. If if we were to have a bad year, and the numbers were upside down, and we couldn't put that 1 million dollars to cap on. That could be a year. I mean there's schools that have that happen that they plan to transfer, and then just can't make it at the end of the year, so they choose not to. So those will still be conversations, because that'll still need board approval even for the monies that we board approved for 2223, that 1 million dollars and 150
DTSD Webinars: that will still come to you as a board vote to make sure that it's board approved, even though it's board approved in the budget. You'll still board, approved. We actually move the money. So this is Lindsay drew just so as a question. Last year there was a surplus
DTSD Webinars: and this year it looks like we're projecting close to 1.7. Is that something that you would already anticipate being transferred into the capital projects for that? Or is that something that could be carried over as we've talked through different budgeting items about with the S or money going away? It could that be maybe like a
DTSD Webinars: budget buffer as needed planning into next year to as we build through that, that's what we'll look at then, with the final fund but balance. But those funds are not committed to something already that we would be able to use that to kind of soften the transition in the budget so it can. It can just stay in that unassigned general fund. We just have to watch the percentage, the percentage with the state. But that's
DTSD Webinars: and and again, this this is not. There's nothing set in stone with these commitments. So when we do this process, it really is. That's
DTSD Webinars: the thought process of the board at the time. Should something change, it still is in general fund, it can be reallocated, We committed it. That's more board conversation. So this is primarily for
DTSD Webinars: some financial reporting, and to be in compliance with how the State wants us to to see it. But it's not going anywhere. It's basically just sitting in our general fund savings account.
DTSD Webinars: Great thanks.
DTSD Webinars: Any additional questions.
DTSD Webinars: Okay, And then the last item we have is 5 D contracts. Well, that was the schedules we were just looking at. Is there? Are there any specific questions on the contract that are coming forward tonight or in July.
DTSD Webinars: Any questions for Ms. Purcell.
DTSD Webinars: Okay, no questions here. So we move on to Item 6, this is an opportunity for public to comment on any of the content that we've discussed here in the committee. So I will open it up to anyone that is online. As there is no public here in the Administration Building.
DTSD Webinars: Anyone have comment.
DTSD Webinars: Okay, I don't see any hands raised, either, so we'll move on to Item Number 7 adjournment. Can I get a motion to adjourn the Finance Committee.
DTSD Webinars: So moved.
DTSD Webinars: Move in a second
DTSD Webinars: any, just any discussion. all in favor. Say, aye.
DTSD Webinars: all posed meeting is adjourned at 5 50 pm. Thank you.