While the September 23rd Finance Committee
meeting to order, please, at 4:00.
If we could start with a roll call,
just indicating whether you're with the administration,
school board member or a citizen advisor,
I'd start with you, Mike.
Mike, French business manager,
Treasurer
Advisor.
Lindsey Drew School Board.
Joe McFarlane Superintendent.
Cathy Sticker School Board.
Terry Singer School Board.
Scripture School Board.
Regis Byron Administration.
Okay. Thank you everyone.
The minutes are attached.
They were sent out ahead of time.
Does anybody have any comments, amendments?
If not, I'll take a motion to approve them, please.
So moved. Second. All in favor.
I thank you.
So that was a get moving.
And Lindsay, you seconded, right? Okay.
Thank you.
Unfinished business
at the end of the last meeting.
Quickly, Cathy quickly went through.
Some suggested
committee goals,
and we just decided to
to wait until today and give them another look.
And see if anybody has any additional thoughts.
But these are the goals that were recommended
at the end of our last meeting.
Obviously, the budget development process
for 2021 and the board priorities,
the Milton Hershey Trust, the benchmarking activity that will be
getting underway will be moved soon to the full, full board.
Well, I guess actually we're just getting
another bid right?
I received another proposal from them.
Yes, that was they.
I got that from them actually today and came in very similar to the same work
they were doing before and reduced the fee to proposed field to $15,000.
Okay.
So be presenting that to the full school board at our October 7th meeting.
Okay. Thank you very much, Mike.
So we'll be getting the results of that in at some point.
We may have to talk a little bit more about what we're asking them to do for us.
The food service conversation
that we began
at our last meeting out,
the discussion is pretty well outlined in the minutes.
So we were expecting periodic
updates over the course of the year, particularly
if there's any financial ramifications as we get deeper into it.
So those are the three goals that we talked about at the last meeting.
Does anybody have any other thoughts or suggestions
or ideas
never dealing with the school board before,
but I'd recommend maybe doing a review of
what was accomplished last year
potentially to see what were what what was done
well, what was what can be what can be improved upon. Hmm.
I think we could just talk about that.
I don't know if it
if it needs to be a goal,
we could make it, say, a full process.
Yeah.
Take a look at like, hey, we could have done this better.
We did great on this.
It's kind of like a mortem Thought that would be a little bit of our process
as we go through the 2021 budget.
So some of the things in terms of how we brought the board priorities in,
did we identify them closely enough, but
that'll be part of that or is always part of that ongoing process. How
much are those that what you were talking about or more
what we're our goals last year and how did we do against them exactly.
Yeah, as a committee, Yes. Okay.
I assume you guys do that at the It's top of the house.
It's the school board. I don't know.
I mean, we could talk about that.
I'm not prepared to talk about it right now, but I wasn't suggesting that.
Yeah, I'm just is with anything is, you know, whether it's a
sort of look back and see how the year was.
Yeah.
I think that's a good we can make that an agenda item for our next meeting.
Just obviously the number one thing is the budget.
Yes. So yes, there were a few other items.
I mean the Milton Hershey Trust was an item that we were able to get through the
the vendor fair was another item.
I know, but I'll put it on the agenda as an unfinished business from last year.
And we can talk about at the next meeting the French line.
Any other suggestions on goals?
I have one.
If nobody else does visit of anything.
I'll go anything.
One thought that I had and I talked briefly with you
about this, Mike, so I'll I'll defer to you on this,
whether
as we proceed with
the space next to us
going out of building and and any other
issues related to that, whether
and maybe this would be a board priority rather than a goal, but
whether you would
want any financial support
to retain an expert
or consultant or, you know, some outside expertise
to help think through different use options for the Granada Building.
I know we're a ways away from
having it ready
for, you know, occupancy or anything like that, but
any thoughts on that, Mike I know I briefly mentioned it.
Yeah.
I think the part that I took away from that, Terry, was
was providing regular updates back to whether it be
this committee, General services committee, the full board
on where we're at because some of the discussions we had,
it was evident that we haven't done a good job of coming back
and tell you what we're doing on an ongoing basis,
because some of the conversations we had about where's this or
where is that, where things we've been working on and working towards.
So yeah, I think a natural part of that discussion
where does this go or how does that happen?
But where I was coming from there is, is,
is this the place that that happened?
I guess it's more of a question for me,
or is that something that goes back to the the full board and has that discussion?
And if that is, you know, there's no need for this committee to
to set any other priority.
So, yeah, thanks for reminding me.
That's exactly what you said. I forgot.
So I like that idea because some of it is confidential.
So like you're talking about any
conversations you have regarding the building, Correct.
Real estate.
So which already at the board level, I think we should keep it there.
Okay. And then. And that can be done in an executive.
Session. Yeah. Yeah.
But, but I do think, as you said, Mike giving us updates on that.
So we're all apprized the whole board is apprized.
And if you need, if you feel you need any, you know, outside support
just to bring that to our attention
so it can be concerned, I very much appreciate that.
As we discussed,
we're just we're not quite there yet until we get some other things
ticked off the list.
Okay. Thank you.
The only other item that I had
and this is kind of convoluted,
so maybe you can help me interpret Mike,
at one point a couple of years ago,
I think it was a couple of years ago, I personally had asked
for some information on our limited service contracts and
the amounts and duration.
And I think I asked I think you provided us maybe
with one year, three years, you might have even provided five.
I don't recall
and I don't remember where that wound up.
I don't recall personally
following through on it myself.
And I'm wondering, obviously, that's something that gets rolled up
into the 1920 budget, correct?
So maybe I could just deal with it through that mechanism.
Then I would be interested in revisiting that and just getting
maybe completing what I know you provided quite a bit of information and
I'm also interested in and I think it's allied to a certain extent,
I guess what
they call the game managers, the turf managers, or
just to see get an idea of of the dollars
going out for those things and and
just within the context of our overall budget, I have an interest in that.
Well, sure I can we can provide some updated information.
I think that was part of
part of your helpfulness
into that, Terry, is when we started to have a conversation about why
why do you need what are you looking for in result of looking at this information?
We talked about?
Maybe there's some easier ways to find it than here's everything
and kind of going through it.
So we can definitely provide updated information for that
as we start to look at,
you know, salaries and benefits will be one of the first things that we look in
more detail
for the budget,
obviously, because it's the largest amount.
And you know, as always during that process,
when we go through it, I look to this committee to say I want
and need a little bit more detail on this or that.
So that I can make my decision.
And that's very helpful.
Terry, when we start that, that we can
be prepared for limited service and then all those little ancillary
things that we pay specifically for for athletics,
you know, to make all of those things happen during the school year.
The limited service contracts are in the agreement,
but the ancillary things like turf manager are not.
They're not they're set.
They're actionable by the board in terms of
not reaction, all in terms of hiring individuals or even the rate.
But those individuals have been paid the same rate
for a pretty long time.
It would take our athletic director to bring forward
a recommendation if he feels that something should be adjusted there.
But we don't approve people
to do that.
Usually employees that are
already working for us.
And then, you know, it's
given the availability, who has time, who would like to to do this or that,
that kind of job, but they get reimbursed that way.
So that could be a discussion
from the board level if there's any appetite to adjust
the amount that they're paid,
that's something that would take board action to change.
Okay.
Thank you, Mike.
I have that list from before Terry right here.
And my recollection serves me we had this list.
It was probably late 90 contracts, I believe,
and we just kind of didn't follow up with it.
Okay.
And I think but I think it was going to be virtually impossible for us
to sit here an hour and go through 90 contracts.
And it was recommended to go ahead for these buy spend and maybe focus
on maybe the top ten or so.
Okay.
Thank you.
Anybody else you like, you just reminded me of something.
And this again can come up. I guess. So.
With the vendors.
Yeah, I think we got a list of vendors not limited service and service.
Yeah, limited service clients would be coaches.
All right. And then. Right? Yeah.
And then the ancillaries would be like sales manager or turf manager.
Yeah. Yeah. But they never did. I was never here for that.
Yeah.
The vendor spent so
Mike and I know
I mentioned this before that been a few comments here and there.
I've heard about the, the football field beyond high school,
whether we would ever equip that with lights and stands for you know
use as a as a field I and I didn't know that's something I guess that
the high school feels they need to do that they'll put it in their budget.
Exactly. Yeah. All right.
All right.
Well, if nobody has any other suggestions or thoughts.
Well, it's just that we were going to add
these finance reports to Finance Committee.
Is that is that a goal or just something we might.
Well, we're going to talk about that today.
But Cathy, I'm more than okay because we've talked about that before.
And in discussing this with Regis,
we'd like to just make that a standing item.
And so what Regis is going to go through today is kind of what we think.
It's a two way street.
The this presentation that he'll be doing is kind of
what is needed here.
So we are looking after we get through this to reaction from board members of
what do we need more of what any less of because we want to tell this to
to your needs.
But I think it just makes sense that this is a an ongoing
or agenda item for every meeting that will we're will review those.
I don't think that that would be the goal for that.
Thank you.
I just want to clarify it because Terry brought up the thing
about like the football field in that the all of those things would also be part
of the capital planning that's been done and discussed in general services, Right.
So it would start there, not here.
That's a that's a very good question.
Leslie.
Yeah.
Though given the nature of it, I would probably say
once it came up in general services,
we need to discuss this in finance because it's not going to fit in.
We have gotten some very preliminary out of the sky numbers
and it's extremely expensive, so it wouldn't be something
we would look to necessarily do as part of the capital plan because it's so large.
It would have to be kind of this is a project we're looking at doing
if we want to move that way.
But yeah, that's.
Just to make sure I understand.
Would you I'm trying to figure out which one is the cart
and which one is the horse for those type of things.
Like as we get back
to the elementary and start looking at, you know, all of these different things,
would we expect to have that conversation starting And our services
preliminarily and then be here or.
Yes, it is sorry, it would start in general services.
Yes. Okay.
So they'll be reviewing that in a greater detail, making a recommendation
to move it to Finance Committee for discussion before we go to full board.
Yes. If it's a priority of the athletic department,
slash the high school things
okay with that, then we'll
we'll add the finance reports as a as a monthly item.
You know, it'll reoccur these three goals will
will be reported out to the full board tonight
as our as our goals for the finance we just get the committee to vote on.
Okay. Sure.
I'm kind of in motion to approve our goals
as listed on the
we're are they there aren't I see them in front of me.
The agenda.
And the agenda.
On the agenda. So moved second.
All in favor.
I thank you.
Thank you.
Okay.
New business
Dave and Tracey and I see somebody else is here, so
maybe you could introduce your team is going to talk about
our student information system in some some these we may have there.
Sure. Sure.
My name is Dave Swiger.
I'm the director of Infrastructure Technology.
And join with me.
I have Tracy Landry.
She's our director of Instructional technology.
And behind me, some of you probably have never met.
It's Terry Sheree and she is our data analyst and our PIMS administrator.
So she basically operates and caretakers are a student information system.
So the reason we're here today is, is because of a conversation
that started between Tracy and myself and my friends
about exploring
the opportunity
and hopefully adopting a new student information system.
So there's a handout in your agenda.
And we gave it to Mike that he has it projected as well.
And really that the essence of what we're trying to do
here is at the bottom of page one and essentially just trying
to get your support
for the beginning steps to explore a new student information system
and a support financial implications that it will have.
We went through and talked with Mr.
Frantz about what that would look like, and we attached a timeline.
And at this point it's a draft timeline, but nonetheless a timeline
that that would show actually two parallel student
information systems running at the same time.
So that means that not only would we be running
our current one, which is high school plus, which we do over,
and we list everything on here that a student information system does,
but we'd be running it in tandem with
with the new system as well.
So did you want to add anything?
Maybe talk about the timeline a little bit?
Yeah, a little bit more detail.
The reason why we want to look at a replacement, I think, is because
each school plus is really, really become a dated product for us.
It has.
We've had it in place since 2005, 2006 school year,
and in 2017 power school has a quite high quiet school plus
and they are really not in the business of updating each school.
Plus they have their own student information system that they are
in the business of supporting.
So over the past year we have experienced a lot of difficulty
with getting support from them and we anticipate that's not going to get better.
That's only going to become more of a struggle and a frustration for us
as a whole district.
And the system impacts a lot of people.
So it's a really big piece.
And while it's a big undertaking to to explore a new system
is something that we almost feel that we are compelled to do at this time.
And again, through working with Mike, we thought it very important to
come to you and and discuss this timeline and what what it means for us
going forward.
We're looking at our goal, our proposal here is to have a two year
timeline that we would start this process, given your support tonight
or going forward, that we would start the process
this year as is really creating a steering committee, creating some subcommittees,
issuing an RFP, getting vendors to, you know, come in
and show us their products and possibly
have an option to choose this
we might go forward with at the end of this year.
Then in year in 20 2021,
we would try to operate two sizes while gradually
implementing a new student information system over time.
But also running each school in tandem with that as the process.
Because as the process goes forward, there's a lot of things in the background
that need to happen, and that's where Terry would come in in
sort of rolling over data, a lot of historical data
to roll over a lot of our our tables in the background.
So there's just a lot of considerations and we'd want to have a lot of training
for all of the constituents, constituents that are impacted by the student
information system.
We would anticipate
a go live date by July one, 2021.
So that's in essence, what we're here to discuss tonight.
We can open it to questions and any one of us can
whoever is best suited will help to field those questions.
This is part of where like Home Access Network comes into play as well, Right?
So this would upgrade all of those access points.
Would it also
work from a communication perspective?
I know we tried the one not one call now, but we tried the.
One. The.
Zip. Slip, zip slip last year.
Would I see on here that it says general student alerts.
Is that something that would be able to be used as a notification system?
Probably not. Okay. Yeah.
Yeah.
I mean, and by that we mean just mass email.
Like if a teacher wants to email her her student roster
and it goes home to that, that group that most email systems are, there would.
Be something to ask. About. I mean, certainly I mean.
Because I'm thinking even like the forms like you know, the busing, the
the student handbook, acknowledgment, that type of thing, if all of
it could be captured inside of there, and then it would also be able
to be a place where parents could update information
like for contact information and who should get what email.
Yeah, and that would be within our rubric.
That would be one thing to look at. But absolutely. Yeah.
As far as like data captured.
Absolutely. Yeah. Yeah.
Do you know what the cost would be?
Yeah,
it's sort of funny.
Terry looked up the historical data on what our first year of school was,
and it was quite expensive. In 2004 or five.
Yeah, well, what was the total was,
I believe, 124,000 or something just to get started.
When we got started with the school
include training and things like that and that number got a little larger.
So of course in the year when we're still running school
and we're phasing in a new system, I mean, we can imagine that we're
we still pay what we're paying for each school and the price
to then gradually bring in a new system.
It could it could be double what, you know, we currently pay.
I don't we don't know that exactly at this moment,
but that's sort of something where we would work with Mike
to support and how we would support that.
And the year when we were running both systems.
And one of the thought processes is knowing this is more of a
it is a one time expense that will incur during this transition that we don't
necessarily need to look at this in terms of can we afford it
in our general fund budget.
But just that would we be willing to take money out of our front balance
to fund the project?
I'm starting with
approximately $200,000, but that's without any information and
any of those additional details of what that would look to be.
But I wouldn't look to come back and say we need to raise taxes because of of this.
I just want to make the board members aware that we need to go through it.
And so they will have a spike in their expenditures in those years.
And I would propose that we just, you know, if needed, would take the money
out of our fund balance.
Obviously, if we don't need to, if we have a very strong financial year
and have extra revenue, it will just be naturally paid for that way.
But this is to make everybody aware
and completely support
running two systems tandem.
We have no other way to benchmark or verify the information
when we switch over to the new system except to have the old system available
and running so that
in this instance Terry would be able to make sure that if
certain things are not happening, she'll be able to have a contrast
as to why versions of this just didn't work correctly.
And it kind of leaves us out there sitting.
So it's a little bit better way to go about the training and making
sure that everybody is very up to speed on what we're what we're doing.
Is that many options out there
for different systems to go through.
You know,
there are I think we can be competitive in our rubric to narrow it down
to the the ones we want to see because we have some high expectations
about what we want our new system to do for us.
It truly is one and done.
There's no annual fees with our current system or.
Oh no, there are annual fees, yes, but Mike is saying
the one time of running them in tandem would be a one year.
Gotcha. An increase. Yeah.
Looking at the yearly moving the year, we pay a yearly fee.
Currently for the student information system in the finance system
that that the business office use that wouldn't change.
But I also don't anticipate that being hugely different.
We think we're paying a pretty good premium for the system.
That's not doing a very good job for us now.
So I think
that others will be more competitive as we look through this.
But, you know, that's part of this process as well as to to test
what we think is going to happen and see if that's actually going to occur.
Is our contract with E School plus annual now. Yes.
And that and the other one time fee two would be training integration
and that would be, you know, just to get us off one and on to another one.
So then the only comment
I would make about the subcommittee is Tricia Steiner.
You have on their typically ish, are you do you have her on there as a board
member or a parent?
Could she serve in both roles?
Well, because typically at the board, if we usually ask for volunteers
and then appoint people to like subcommittees,
so if it was a board member spot,
it would probably we'd ask for volunteers and appoint someone.
But she's also a parent.
I don't know if you picked her for a special reason because she is.
Parent Yeah.
Parent is somebody who came to mind. Yeah. Yeah.
She's any, you know, I mean, there's several board members who are parents, but
and like I said, this is draft so we can, we can go back to this and revisit.
Okay.
You know, because we actually noticed we have Laurie Ogle on her
steering committee and like she's on a sub but she should not here
be on the actual final steering committee as well.
Mm hmm.
And this is Castleman.
But ultimately, we want to get a parent, and it could be any parent.
It really wouldn't matter. But we just want to get input from
a few
parents, maybe a secondary and an elementary ed parents
that can look at home access center and
understanding where you are in the process.
Is it reasonable to think that power school
would be given serious consideration or is there a new product?
Is it
is it is it not?
Is it uncompetitive?
I mean, do you. Do you want to answer?
We've met.
Yes, we've met four times
now with the vice president
of one of the owners of Operation for You Finance or.
Well, he finances school.
I think the answer to that is probably to move away
from that altogether just because it's a moving target.
They're in flux. They're in transition.
And I think until they get things
sorted out, it's going to be a bumpy road for anybody involved with them.
So given the opportunity to move away from that, I would tend to say
that they're they're not a player in in renewing that
just because they they have some things to get their house in order.
So do you use a finance?
So this kind of dovetails.
Well, this kind of dovetails with with that
because of the same issues noted here.
We've had issues in the past eight months with refinance where it's not worked.
We have parts of it that aren't working right now
that they're not doing a good job of updating.
Fortunately for us, though, there isn't the need to run the tandem
process.
It's mostly payroll.
Is that the largest important or the most important for us?
And so we're looking to make a change
in January of 2021
to make our switch over there.
I'm going through the same process, but obviously don't have a lot of
players involved because it's the business office that obtains it.
The other thing that we're breaking away from that has been a misnomer
might be finance never, ever communicates with the school side.
And so there's no real reason to have this.
I know that's
pitfalls that other districts I've been with fall into that
we have to have this one master system.
And since they never talk to each other, there's really no reason to do that.
So we are going down the same road but don't need any additional resources,
aren't looking at four focus groups but plan to make the same switch
to get away from your finance because it is just not
being supported and corrected the way that that it needs to be.
Contractually.
Is there any benefit
from a cost perspective to use the same company for both systems?
We'll take a look at that.
But once again, I don't want to tell you anything,
especially if it's I mean, it would have to be a lifelong discount
before we would entertain it,
Just giving us a discount for training and those types of things
aren't going to serve us well in the long term. Okay.
Any other questions,
Dave?
Do you need anything from us today or Mike, do you need anything?
No, I think it's just this understanding and didn't want this to be a surprise.
On the the tech budget when when these line items start to show up,
we know what they're for and very much support the work that they're doing.
So just wanted to make sure we're communicating that properly.
Do you need a formal motion from us on the committee to move forward
this process or no?
Because it always has everything else.
It does still boil down to what our priorities are at the time
budgets are done, so I wouldn't want the committee to commit to anything.
Other.
Than showing the support.
No, I think that's I think that's fine.
Okay.
Well, thank you all very much.
Okay.
Thank you.
And next item,
the 1920 1920 budget development timeline.
All these things
don't mean the same thing in
Why aren't Apple in Windows compatible in that way?
That thing in the middle should make it go bigger.
The things on the end should make it go slower.
Just have and this is for I'm sure everybody can see this.
You're see no reason I guess to post together for public view.
This is the budget timeline for the upcoming
2021 school year.
As you can see, on September 1st,
the index was approved at 2.6%.
So if we were to increase our real estate taxes
by that amount, it would approximately be another 200 and
or $980,000 in additional revenue if all things stayed the same.
We'll be reviewing this.
The timeline today.
This budget
timeline assumes that we do not seek exceptions.
Are we as a district have always sought exceptions.
One time in our history since it's been available
and that was one during, I think, 2011.
One of the major economic downturns obviously hit us
a little harder than normal to seek those asset exceptions.
As an anecdotal, I do calculate
the exception requirements year to year.
Pretty much the two that are available to us is if we have a large increase
in our source around special education expenses.
And then you also have a
an exception for the retirement expense if it grows to a certain amount.
However, PD picks dates which you information
which you compare to each other
and if this is more than this by a certain amount, you qualify.
Last year when we ran those calculations for both
special education and retirement, we did not qualify for exceptions. So
just putting that out there,
that is something that if this board or the committee feels that we really
2.6 isn't enough to balance our budget, considering our fund balance
and we have some other things moving forward, we would need to pass
a preliminary budget by our June
sorry, our December board meeting.
So December
16th is when we have to make that decision to stay within the index or approve
a budget that would go above that for preliminary
information
as we as
like last year, as we go through, I'll be using our five year budget
projection model to model what I think the expenses will be in 2021
and future years.
Obviously just focusing mostly on the 2021 year.
So we'll review that information
at our October Finance Committee meeting at the end of next month.
That does give us by that time we will have unaudited but
as close to actual as we
can get them figures that will be plugged in for those for that moving forward
and to look at what that projection would mean to our budget
as a reminder that projection is a tool.
It's not where we think we're going to end up, but
it provides an approximation
of where we think that's going to be and whether or not
we can stay within that 2.6% index.
We'll review
some more information at our November Finance Committee meeting.
However,
this budget timeline is a little pushed up,
a little more aggressive than prior years.
The timing on when the board needs to make certain actions
is dependent on when the primary is held.
In Pennsylvania the past couple of years, the primaries in May, towards
the end of May for 20 2020,
the primary is in April, April 30th.
So that pushes our timeline to now decisions instead that we were making
by the end of January, we'll have to make by our board meeting in December.
Being that December, we only have that one regular meeting.
So at the November Finance Committee meeting,
we'll be looking at the budget projections for 2021.
And at that meeting, the committee will have to make a recommendation
on what the full board should do at the December 16th meeting.
At this point, I foresee everything
being to just pass the resolution that will stay within the index.
I don't see that changing drastically
in early December.
The buildings are required to have their staffing requests
to the assistant superintendent for personnel.
That's the major part of our budget in terms of, from my perspective,
some of the unknowns of what we're going to be looking at in the next year.
And obviously once again, because we're coming back to personnel,
it's also the most expensive cost driver for us.
So a lot of information, a lot of good information will be gleaned
from when those when that information comes in administratively.
We'll talk about prioritizing those and then provide
some information to,
I guess, essentially through the Finance Committee,
to the board members on decisions made there.
As you can see,
the deadline
for passing a resolution is January the ninth, 2020.
Our January board meeting is in the 11th, I believe.
And so our last opportunity would be the December 16th meeting to go through there.
The rest of the information is really just laid out on
monthly process that the Finance Committee is looking at this information
and once again looking at the committee to provide,
ask any questions or anything, we need to provide more detail on.
We will definitely do that,
however, to meet the
the needs to to pass the budget,
Our March meeting will be the last meeting that we would handle
any final as the budget in the Finance Committee meeting after the march.
Essentially at the March meeting, the Finance Committee
would approve whatever is going to the full board
for approval.
At that time, we'd have a would be a skeleton budget
and we would ask that that be approved to the full board for their review
and hopefully support in whatever we get to if we're at a tax
increase or not, depending on how that information flows through.
That means that at the last board meeting in
April, the full board will get to review
the budget information.
It is anticipated then by the first meeting in
May the board would be ready to adopt the proposed final budget.
That's just the budget that requires to be
put out there for 30 days for public review until the board finally adopts it
in what would be our June 22nd,
2020 meeting for final adoption.
So whenever a lot of information there
just kind of just sets the format, we said no real information.
I will be showing
when we put the projections together what a 2.6% tax increase means.
It doesn't mean we're saying we need to do it.
We're just modeling the information so board members can see
what that what that looks like and work through that process.
Any questions?
Thank you for putting that information together, Mike.
Anybody have any questions?
Okay.
Thank you.
Monthly financial reports,
just what that's going to involve.
I see.
Barbara, all the attachment involves a lot of attachments
as we get a,
you know.
Okay,
So this is the monthly financial report
that sent out each month to the board.
When Mike and I are talking, we're to just thought
we would start from the beginning and go over these reports
in case anyone didn't understand or had any questions with them.
So I think if we start with
the first report, which is the revenue
status report,
that the
so forth report on the there, which one is that
revenue.
Number two, it's the fourth one listed on there.
Yeah.
The first one is the table of contents.
Just kind of goes through what the page numbers are and
so the revenue status report here.
So that shows the different funds
that we received, revenue for the
the account
brought by PD, the title of that account,
and then our budgeted figure for that revenue account,
the period receipts is everything that we would have brought
into the district in August
the year to date receipts
of money for that account that we brought in
since July 1st, and then the available balance,
which is the budget, the year or seat
left to receive
and then the year date budget, that's the percentage
of what we've received so far for that account.
It goes down through that's the general fund
first line fund 22 next,
the big ones, August, that's when we'll get most of our revenue.
Right.
I guess usually for the real estate taxes
through August.
But first week of September, as I said,
actually falls because the deadline for collections, August 31st.
So the collections don't we don't it doesn't come in until September.
So that's when you'll see
next month's report.
We report by the end of September,
you'll see, you know, the large amount of real estate taxes.
And that's when most of our taxes do come in is by the
the discount period.
And Mike, the are borrowing
readers I'm sorry.
Yeah. On page five at the bottom
not the bottom the graph Granada.
Yeah I guess it is the Granada property fund 197 211
period receipts
is that what does that consist of?
Just the rent.
Yeah.
But power chain is not part of that.
So it's there's two components to
and this is,
this is not, this is the med center that you were at.
So they have two components to their lease which is the rent.
But then they also pay us what we call the cam,
which staff it set all of their utilities.
So the OC, the one noted as CAM income, would be the income
that they're providing to us, that it's going essentially going right back out.
We're paying
their utility bills, upkeep and all those types of things.
And then the the item that you have there,
Reynolds, the med center, that would be the obvious one.
And then the one below that for Life Church would be the other rental
on Granada.
The revenue for that is recognized in the general fund
as part of miscellaneous revenue.
But we do recognize that as a general fund revenue
and not in the the Granada Fund.
Okay.
Thank you.
So if there's
no more questions on the revenue report,
the next one is the activity funds.
Number three,
these two reports
just go through the high school and middle school
activity fund for the month of August,
once again
just broken out by the account for high school.
Their beginning balance, if they had any income or expense for that month.
And then the funding balance, which is the ending balances
as of August 31st.
Mike,
do you actually hold the checkbook for those funds
and pay them through your office or are they held at the high school?
It's the business office.
So we have one checking account that
for this just for this purpose
for the high school would have 199 seven, 2993 in it
and that it's our books that we keep here in high finance
that then tell us how that breaks down or who whose balance that has.
But we changed that three years ago.
We used to have those checks cut manually at the buildings.
We changed that three years ago.
So now all checks are cut out of the business office.
And what in the world is the Class of 2019
doing with $15,000.
That is very normal.
They're paying for a lot of things at the end for graduation.
I know there's some trips or something that they do that is part of that.
All we monitor.
That's paid out already.
Well, it being in August, it might not be.
That's
something that kind of is done at the end of June.
But because of the break we have and we do need Kathy.
So we have all this information, but student activity are the students money.
So we can't act on anything unless the student says we can.
And so as you can imagine, normally during the summer, much happens
with these funds
or not much changes because we just don't have the people there to authorize.
I know when the advisor comes back,
he looks at making sure that we have a little bit of a discussion of what's there
because he needs to pay all the bills and then at the end of the day,
whatever money is left over gets transferred to the student council
as part of our normal
process that a graduating class can't carry money.
We do allow that to happen and that probably will be there until
about December, until that gets sorted out and then whatever finally is done.
Part of that is also making. Sure that.
We know at the end we don't require any of those things
because essentially the class gives the availability to say, look,
you can only spend these funds within the law.
So when it's a graduating class, we allow the advisor to make any decisions.
The decisions are pay the bills as they come in.
We'll give them after we get through with the audit.
A final.
Okay, here's the amount
and then that money will just get transferred over the student
student council fund if there's any remaining. Oh.
It doesn't actually go with the class, so.
It does not.
They, they cannot take that with them.
That they use it for their five, ten, 15 year reunion.
So that was a misnomer, that it has always been illegal according to school code.
It's just sometimes not always adhered to.
We do a great job, though, of adhering to adhere.
All right.
So you have no no class can take money with them.
You'll either be spat here or transferred to the detriment of the students
that are still here.
So these are all clubs that are student led or run.
So is this all fundraising
that they've done?
And I see productions is part of it,
but that has an adviser like a limited service contract.
Most of these should have
a limited service contract or they shouldn't be handling money.
Like powerlifting has a limited service contract.
Mm hmm. Yeah.
So that does
fall by.
So I'm just curious, like, what?
How, how that's differentiate, because I know when we've looked
at other clubs before that are student led and don't
or don't have a adviser, it's very different.
The way the money is is set up.
And we're sure if it's not,
if it's not student led, it's not a student activity fund.
So if it's something that it advisors is doing solely on their own,
they may have money in their building budget to be dealing with that.
That happens a lot at the high school.
We're like the musical
are some of the costs for the musical get run through their student activity fund
but we also have a pretty healthy line item in our our building budget
for those some of those things that have historically
been paid for by the school district.
So some of that is dependent.
But basically, if if the students are making a decision, it's housed here.
If there's no students involved, then the money can't be housed
in student activity and it just be in the general fund.
So our students control any of the disbursement or spending of the
HHS productions budget or balance.
Yeah, under the I mean, under the advisement advisor.
So we can't do absolutely anything.
But yes,
for our process, the way that I see
that is the student signs off on every request for a check.
There's a student signature advisor signature, the principal signature,
and then my signature.
But that student signature
notes to me that they've been involved in the the decision making process.
They also have minutes and other things they would keep
to document that
I closed that file and opened it again.
But is their
interest collected and then redistributed somehow
make or not revisit that on here just as one
is, we don't dispute there is interest
for each of the activity accounts
but when we recorded like at the end of each month,
we just record the interest and then it's pro-rated
back at the end of the year, the quarter.
So I have to look at where
it's a lot of money.
So it definitely
it garners the same interest rate that our general fund account does.
What we do. Terry I have to look at where those
instead of going back to the accounts
every month and saying, here's your little piece of interest,
we record it all in one account for the entire year.
And then as we're going through it the year end for for audit purposes,
we then go prorate that based on the the ending balance of each of those funds.
Okay. Thank you.
I know the middle school puts it in their student council
every move, every time back to high school.
They might be the same way.
Okay.
All right.
If there's no more questions on the activity funds,
next, there's the capital fund.
So is this a new process that you guys are going to have?
You guys always done this offline? Look at these reports.
Would they go to the full board for approval monthly?
Oh. And
I we I want that personally.
I want them to come to the finance
so we can take a deeper dive, like we look at them on our own
and if we can discuss them as needed but we really haven't.
So that's just one of the reasons we restarted the Yeah.
Designated Finance Committee because we were going to make with
individual questions versus Yeah.
Yeah.
For that.
Okay.
For the Capital Reserve Fund.
Oh it's again, this is the beginning
balance of the,
the year and then your revenue
interest income and the budget transfers
and then below that your expenditures
for July and August
take the beginning balance
plus any revenue minus your total expenditures.
That's your ending balance
as of August 31st, 2019, and the Capital Reserve Fund 6 million for
66 over 65.
So the expenditures are actual dollars out, correct?
Okay. Of that fund
check's been written in center.
Yeah.
Yep. Correct.
Any questions
can move on.
Regis Okay,
next one's the paid bills.
Number five.
So once again this is or
any paid expense paid bill
for the month of August
you check number issue
date vendor number vendor name
what budget accounting it was taken out of
and then the amount on the far right hand side.
Pretty large report.
Just this is every single check that was written for the month of August.
And Regis can you run this report in different ways
like if I said just pull out grad study tax.
Yeah so
or pull out
if the finance committee wanted to look at something in a different way.
Well, all of these
reports can be dumped into Excel.
So the way the we just normally prepares them or the
we have always prepared them is to put them in PDF format.
Once they get in that format, they're not searchable or easily searchable.
However, we can.
If you noted
a question, just like you said, I want to see
all the ones that are for tuition reimbursement.
If we have that ahead of time, we could definitely pull that information
and present it to you because we would be able to pull the
the the accounts down
and sort them as needed to flush out what we need.
But it's not something that we can make
without having additional steps that we can make readily available.
We can't take our system and just have it put that out.
We can take it and manipulate it in certain ways.
If we dump it into Excel.
Is there a legend somewhere of all of the budget unit codes
and account codes just to see what correlates back to different
buildings departments?
I don't I don't think in total there is in the table of contents,
a description I think of the fund
and then the functions.
But if you were looking
at this paid bills report,
that's where it gets into the
kind of the nitty gritty detail
of talking about what these account codes mean,
like flows.
But essentially anywhere you would see the number 30 in an account
string that's high school, you would see ten in the middle of the account string.
That's one of the elementary buildings.
If you see 1021, that's the SCC.
So there are correlations, but we only put those
which would be to the first essentially the first five numbers
that you would be seeing, which would be the
the ten is the fund.
The next four numbers would be the function.
So we have those table of contents, everything after that.
We don't
provide that.
And some of that is
I don't know if we just never had that that level of detail, but that's something
we could we could additionally add to those table of contents
for the most use.
Sometimes a an object may show up once or twice.
We may I wouldn't have a definition for that,
but some of the ones that are used most frequently,
we could update that table.
So Amazon
Capital Services, I'm just curious what what is that?
That's how you that's how you pay Amazon.
When you order something from them,
you're stuff.
So we. Do a lot of. Yeah
unfortunately that's something I hope we see because
Amazon is one of the most inefficient ways to order anything.
When you're running a business home, it's it's great, but if you're trying
to have three or four people involved in a process, Amazon is not very helpful.
But yeah, we do spend quite a few dollars on that.
So hopefully we were Amazon Prime
businesses cannot be Amazon Prime as it was on transfer individuals, but.
I do think it would be helpful just from the Excel spreadsheet to
to sort in that because this goes alphabetically like
Kathy gave the example of grad study versus like being able to see that
based on the description versus
the individual name because it's in there alphabetically, if it would,
if it's just
so organized by description instead of name.
Although in some instances that's where we get into
we can provide this to you to manipulate,
but to put it out there and say, We're going.
That's where I get a little like, if you're looking for something,
the best way to get the answer is to ask.
But I'm thinking so, you know, right now it's toggling
through a PDF scan, whereas if it were in Excel,
we could still view it the way that we do now.
But if we were looking for just a quick snapshot of all on something,
then it would be helpful to be able to sort
and and filter an Excel spreadsheet.
To add
after.
Look at that.
Lyndsay But I think that had the Excel spreadsheet, I still have to lock it for.
So that can't be true.
I think the way the files are updated, you could manipulate it
and then leave it there.
It's not like it's pulled down.
I have to research that to make 100% sure.
On my computer.
When I click on the attachment it download.
It takes it from you.
Okay, So it's. Not being edited real time.
Okay. Agenda Manager.
That's something.
The chair of the Committee,
I don't think we have the permission to manipulate the file.
Okay.
Is that something everybody would find?
Once again,
mine probably got this same request
a couple of years ago and we provided it for a while and then
stopped getting the requests that we stopped providing it.
And we'll be using Excel to manipulate the data.
But I probably ask you, Lindsay is a guru with that, but I wouldn't want.
And I guess that's what I'm asking is we don't mind pulling it together.
If it's going to be used all the time,
it would probably be
it would be less time consuming for us to just answer the question than it would be
to have Regis go through and prepare that report in Excel every single time.
Okay. Yeah.
And that's why I was just curious, when you export the report, like,
is there an option for PDF and Excel and if it wasn't any extra work or effort.
So when he exports it into Excel, then you have to manipulate it
so it can be readable
because it comes with a bunch of headers that make sense to us.
But I would hesitate to put that out there
and hopefully that's something we can get updated with our new
finance system as well as to have better reporting requirements
because that is one thing that's antiquated in our current system.
I just want to I agree with Lindsay.
Having as an Excel would be a huge value add.
It's typically like going shopping at Costco.
You know, I know what you're looking for.
As I could see it.
Because I saw this one.
We're coming up on 5:00.
We are at 5:00 AM.
I think we can you have one or two more reproof?
Yeah.
I mean,
the unpaid bills are the same report as the paid bills just about every month.
And then the the final one is just the expenditure
status report
and that just goes by find
function and account.
That kind of gives you a little bit of a description of what
the actual account is that is being expensed.
But once again budget
the monthly expenditures encumbrances outstanding which are and IPO's
that are purchasers that are generated but have not been paid yet. So
in encumbrance and then the year to date expense
and the available balance.
So all of these reports then
help to formulate the Treasury's report.
Right.
Which was one of the first reports of the
the board sees.
So thank you readers. Yeah.
So with
this being a monthly reoccurring budget item, we're obviously not going to review
each report.
I don't think in detail.
It's each month board member of the committee members
would look at this information ahead of time.
If they have any specific questions, they would come
maybe an ask him or they might call you shortly and ask you.
And if has individual data requests
that they'd like to try to obtain,
they can either mention that at a meeting or or talk to you separately and
that yeah, I think one of the
other things we'll do and it just didn't lend itself to a meeting in September.
But what Regis will be able to do forward is then also take a look back and say,
look, you know, here's our expenses, here's
where we were, here's how that compares to where we were in prior years.
And I think also and add some value to this, too, to essentially
give you that quick, easy update on a monthly basis.
Are we are we were we expected to be this time of the year or are we not?
And we have to look at some of those things.
We talked about that a little bit and it just only having information up
through August really doesn't give us the availability to really do
too many analytics just because there's not a lot of good information
available yet.
So that'll be something we also add to to this
as part of that process.
But yeah, just looking for other feedback or other things
doesn't have to be at this meeting as well.
If you want to send us emails.
Hey, I thought of this after you went through the presentation.
Can you cover this or cover that?
We'll be looking for some of those recommendations.
Okay, great.
That would be great.
You give us a presentation.
I would like to pause
and look through the easy meeting to not just say they're attached.
I mean, I. Think. I'm ahead of time, but.
I think one thing we can also try to make what we can makes the commitment
is that these at least the reports will be up and available on this.
The Thursday before the meeting
so that
if you do have some time and some things that you like to look at,
as always, it's very helpful for us after you look at it, to ask the questions.
As you can see, there's a lot of information there
and we know it pretty well, but we also don't know it inside and out.
It's just too much to to really hold up there.
So anything you can get to us ahead of time, we'll make sure
we're more than prepared to to speak about it at the meeting.
Cathy, when you say price, you mean here or at the airport?
Okay Yeah.
All right, we can.
Unless there's something
you'd like to surprise us of with Related, was there?
Well, if I could have a thank you very much, Regis.
And thank you, Mike, for pulling us together.
Could I have a motion to adjourn, please?
Moved that can
motion by Kathy
and seconded by was I cameraman Lindsay.
Lindsay.
Okay,
meeting's adjourned at 5:04 p.m..
Thank you.
Six seven Yeah.
Yeah. Hi. So.
So we get 115.
How does that work?
Yes. Not.
Yes, yes,
yes, it. We said 990.