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DTSD Webinars: Good evening and welcome to the November 18, th 2024 Finance Committee meeting. This meeting is Live stream and video recorded for future reference.

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DTSD Webinars: We will go around the room and introduce ourselves and our and the position I'll start and move to right hand inside the room, and then we'll go to online attendees. Mike Rizzo, School Board.

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DTSD Webinars: Stacey Winslow, Superintendent Lindsey Drew School Board, Jennifer Wren School Board, Stuart Mccarver, School, Board.

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DTSD Webinars: Carol Pitts, business manager, Michelle Agy Board, secretary, Mindy Bell, assistant business manager, citizen advisor

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DTSD Webinars: Joseph de la Sega, citizen advisor.

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DTSD Webinars: Okay? And is there anyone online? My, I can't log on quite yet, and Brian.

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Brian Ostella: One. Brianna.

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Brian Ostella: I'm here, Ron Estella, Susan, advisor.

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DTSD Webinars: Thank you, Brian.

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DTSD Webinars: Okay, so to start off the evening. Could I get

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DTSD Webinars: the motion to approve the summary minutes from October 21, st 2024. So moved Jennifer Renz.

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DTSD Webinars: second, Stuart Mccover. Is there any discussion?

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DTSD Webinars: All in favor? Say, aye, aye, opposed minutes carry

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DTSD Webinars: so number 4 unfinished business.

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DTSD Webinars: we will go over here. Restated September financial reports, Miss Pitts.

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DTSD Webinars: Yes, if you remember last month we discovered that the special Ed subsidy had been recorded twice, so we wanted to make sure that we had good reports for September. So we did restate that. So I will point out a few things. If you're like me, you probably took

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DTSD Webinars: your September that we had originally, and the restated, and you might have noticed that the year to date actual has changed a little bit, and that is because we are continuing to work on the audit, and I know one of the things

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DTSD Webinars: that had been requested of me is to make sure that I explain things so normally. Throughout the year we recognize and record our revenues and expenses when cash leaves our account, or when cash comes into our account, and that's how it goes. Most of the year.

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DTSD Webinars: However, at the end of the year we do have to make accruals, which means, even though cash may not have gone into or out of our account. We know that we have a revenue or an expenditure that applies to that year.

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DTSD Webinars: So we do what's called the accrual process, and we make. We record the revenues with a receivable on the other side, and sometimes we also have expenses that we need to recognize with a payable which is a liability.

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DTSD Webinars: So, as we were doing our work for the audit, we did discover that some of the tax payments that we had received over the summer really were for the prior fiscal year. So we did do some journal entries to accrue those, and you have to do them on both sides. So we recognize the revenue in the prior year.

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DTSD Webinars: and then we did not. We initially, when it was initially recorded, was recorded as a revenue. We have to take that out and then record that cash when it comes into the accounts

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DTSD Webinars: as going against a receivable, not a revenue. So hopefully. That kind of explains what the accrual process is. So that's why you see that the year to date was affected, and it was affected primarily by $900,000 or so in earned income tax that we received over the summer that was actually for the prior fiscal year.

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DTSD Webinars: So in that 2.3 million dollars, the majority of that is 19 million dollars in real estate taxes, which is pretty normal for this time of year we're receiving those final payments for the end of the discount period. That's for the local revenues. We also did find some interest earnings that had not been recorded. So you'll see an adjustment for that as well, and we had interest earnings of approximately 1, $72,000 in September

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DTSD Webinars: for the state revenues. We did get that 248 in special Ed subsidy, which we do receive generally in the odd months of the year. So September being month 9, is when we get our special Ed subsidy. We also received 122,000

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DTSD Webinars: in transportation subsidy.

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DTSD Webinars: So that is the explaining what happened in September, and why you have seen those year to date. Actuals change a little bit, probably, as we continue to do a little bit more work for the audit, which we'll talk about a little bit later on in the meeting we might see some more adjustments, but I think we've

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DTSD Webinars: recorded the bulk of them.

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DTSD Webinars: So does anybody have any questions about September?

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DTSD Webinars: Okay? And I think Mr. Ayala has a representation. Next.

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DTSD Webinars: are you okay, Mr. If we go to the next. Yeah, you're fine. Okay? Awesome. Hi, everyone. I'm Mr. Aylaya, the Director of Technology.

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DTSD Webinars: I also have here Jared Nicholson, the systems analyst for our district

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DTSD Webinars: tonight, we're just gonna hopefully be a lot quicker than 20 min. But

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DTSD Webinars: talk to you about the district office, secondary network update project that we have going on currently and hope to continue for next school year.

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DTSD Webinars: Mr. Nicholson is going to review some terminology. So if you were in the meeting last year, or if you were in general services just an hour ago. But sorry this is a refresh

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DTSD Webinars: refresh. I think there will be a test later. All right. So the knock is the network Operations center. And that's a central location from which network administration administrators manage control and monitor one or more networks that would be located down the hall to the right at the end of the hallway, and that is where we get our service from the Iu that supplies the district with network services.

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DTSD Webinars: Our our core. Our main distribution framework, MDF is, for short, is what we call it. Is the central point in a network where all the data cables converge. And each building has one of these, and that's what receives. The, you know, communications from the knock to get service.

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DTSD Webinars: The intermediate intermediate distribution frame we for short Idf is a secondary hub in a network typically located between the MDF and End user devices. So generally, there's like 5 or 6 of those in each building, and they will distribute service to each room and access points in those rooms.

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DTSD Webinars: Some other terminology. A bottleneck is a point of congestion in network where the flow of data is restricted. So anytime, you know, a user is like dropping packets, slow down disconnects that can also all that can be caused by a bottleneck

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DTSD Webinars: bandwidth is the maximum rate of data transfer across a given path and a network. So the more bandwidth you have, the more data can be transferred simultaneously, leading to faster network speeds for the end user

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DTSD Webinars: fiber. Optical fiber is a technology that uses light to transmit data at high speeds over great distances, greater distances than like traditional copper wire

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DTSD Webinars: and access point. You can see we have one of those up there.

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DTSD Webinars: I do some. Oh, sorry. Yeah. So we have 2 different kinds of access points. Now in the district we are high school has the new system that we just installed this year. That is the Meraki system. The middle school and the elementary school have the older ruckus system still. And that's what distributes the Dtsd Wi-fi network to our staff and students.

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DTSD Webinars: Some other terminology. We have a megabyte. A megabyte is a unit of digital information storage. It consists of approximately 1 million bytes.

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DTSD Webinars: A medium quality. Mp, 3. Song is typically around 3 to 5 MB.

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DTSD Webinars: A high resolution. Jpeg image is about 2 to 5 MB and a Standard Microsoft word document is about 1 MB,

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DTSD Webinars: and then there's a gigabyte which is about 1,000 MB.

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DTSD Webinars: A standard. DVD movie is about 4.7 GB. An hour of HD video content. Streaming is about 10 to 12 GB, and a modern video game installation can can range from 50 to 100 GB.

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DTSD Webinars: Some history about our network. Since I've been here. All buildings are connected by a 2 GB. 2 gig, 2 sorry, 2 GB fiber optic connection to the district office, not

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DTSD Webinars: through a 5 year. Capital plan. The H. The High School Wi-fi was replaced in 2,012 and 2013, and that was with the older ruckus system, and then we just refreshed it this year via the E-rate by with the new Meraki system, and for the 2024, 25 school year, and the do and high school switches were replaced in 2,01620 17, and those will be refreshed. On December 7, th and 8th

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DTSD Webinars: and then middle school. Wi-fi was replaced in 2015 to 16.

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DTSD Webinars: What's up?

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DTSD Webinars: Which one? So the corner switches? Which are the oh, like the main MDF switches. Those were last updated in December of 2,012. 0, yes, sorry. My bad. Our oldest switch. Yeah, the most important ones.

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DTSD Webinars: Here we have a little bit of an overview of technology that was around in 2013 versus like when that when those upgrades had taken place versus now. So some of the technology the teachers were using in 2013 were, you know, just their laptops that were provided by school and their personal phones. Students had laptops, some in carts and some in classes.

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DTSD Webinars: We had computer labs, and maybe some personal phones. Teachers now have a laptop in each room an ipad. Each teacher has an ipad. All teachers have an app apple TV in each classroom, and they stream directly from their laptops to an apple TV to to broadcast.

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DTSD Webinars: Teachers have their personal phone still, and they can have smart, wearable devices. Students still have the few laptop carts that we have in the district. We have various computer labs, especially in high school. We have the CAD and business labs and every student has an ipad, which is definitely the new thing from 2,013, and it's definitely a gigantic bandwidth eater.

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DTSD Webinars: so back in 2,013. Our network bandwidth from the Iu was 1,000 megabits per second

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DTSD Webinars: and we were using about 100 megabits per second of that on a daily basis. Now we have a 5,000 megabit per second capacity, and we're using about 3,000 megabits per second of that on a daily basis. So you can see that consumption has went way up, and it's not going to go down.

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DTSD Webinars: So I'm going to talk about the problem that we have had, and that's just bandwidth consumption and and usage and so

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DTSD Webinars: the project that we're working on currently is with the high school, with replacing the switches and the access points.

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DTSD Webinars: that will alleviate the problem there. But that leaves out the middle school, which is our next focus, and which this is scoped towards.

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DTSD Webinars: So this was an interesting thing I wanted to bring up. So this was a chart of a school day, roughly one year ago.

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DTSD Webinars: And so on this chart. Here you'll see the little blue line

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DTSD Webinars: that is going up and down, and you'll see the red line that goes across the red line is the cap

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DTSD Webinars: going from the middle school over to here and out to the Internet. It hits that blue line several times, and I was like, I wonder if it still does that? And it definitely still does. And and greater frequency, and a little more.

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DTSD Webinars: So that's this is the report from just today of the bandwidth consumption.

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DTSD Webinars: So our plan is to replace the Wi-fi network at the middle school and all the data switches there to increase the bandwidth, so that you know right in. In fact, if you see this chart here you would see that to the Max. It says 5 gigs. Well, we would have a 10 gig capacity between buildings. So we would be allowing the Internet to travel

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DTSD Webinars: much smoother.

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DTSD Webinars: Could I ask a question, what? What would you attribute this increased

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DTSD Webinars: usage so? And and you will have seen this through time. Teachers going from, hey? Let's do a let's watch a DVD in our classroom to streaming. Or, Hey, let's, we're going to do this digital assignment. You know, where we might be looking for online resources or watching online videos as opposed to. Let's go to the library, get books, and, you know, search for things. So I mean, you've seen that through, and you.

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DTSD Webinars: You will have seen that as your own children and students that you have observed going from the pencil and pen method back in them, you know, just interesting that, like the times a day are consistent. Yep, between last year's and this year's, you know, like there's

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DTSD Webinars: 2 times in the morning. Yep, yep, yeah. And and what's interesting like.

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DTSD Webinars: because it's arrival time, right? Yeah, usually, probably when.

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DTSD Webinars: Yeah, no, it's fascinating. And you see, trends like that throughout.

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DTSD Webinars: So I'm going to talk a little bit about e-rate real quick to explain how we fund this project. So E-rate is an Fcc. Federal program. It does not take from taxpayer dollars. It is actually funded through the telecommunication companies in the Fcc. It provides anywhere between a 20% and 90% discount on eligible services and equipment.

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DTSD Webinars: We are very fortunate to be a 50% district, and what that means is with E-rate. We have a pot of money, and every 5 years that pot of money gets refreshed.

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DTSD Webinars: and so we will pay half of what we want to buy. So if we have a $300,000 project, and I'll show you this example soon. We pay. The district would pay $150,000, and then the company that we would use would invoice for the remaining $150,000. So it's still

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DTSD Webinars: take up 300,000. But

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DTSD Webinars: I'll give you some examples here.

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DTSD Webinars: It is heavily. The program is heavily deadline restrictive.

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DTSD Webinars: So we're talking to you now so that we can meet deadlines going forward.

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DTSD Webinars: The application process begins around now so that we can get funding for next school year.

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DTSD Webinars: As I mentioned, we are a 50% school district. This has to do with they. They have a whole formula that bases the amount of students or percentage of students that qualify for the National School Lunch program and

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DTSD Webinars: put some math together, and we're a 50% district.

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DTSD Webinars: This is my example. If we have a $300,000 project, our E-rate discount is 50%, we pay 150,000 to the vendor, and the vendor will then invoice e-rate for the remaining 50%.

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DTSD Webinars: That's the important part. We want to know how much we're spending.

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DTSD Webinars: As I mentioned, there's a 5 year funding cap. So we're in the last year of this funding cap.

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DTSD Webinars: So next not next school year, but the year after, in 2026 we will have close to another $500,000 that are is usable for us under this program.

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DTSD Webinars: Right now you can see the chart that we originally started with 526,000. We've spent 300,000 with the current project. That gives us 226,000 left.

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DTSD Webinars: Here's a like nice little table. That also explains that in a different way.

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DTSD Webinars: but also showing you that in 2026, 27, we should have about 500,000 left addition.

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DTSD Webinars: This was a good question that was asked before, and something that I had to clarify last school school year when I did this presentation, that $500,000 that is allocated to us. If we do a $300,000 project.

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DTSD Webinars: We are taking all $300,000 from that pool of money, so that, you know, $150,000 is what we're responsible for, and $150,000 is what then? The vendor gets. So it still equates to 300,000. But it's just

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DTSD Webinars: that's kind of I originally was like, oh, we're only gonna have to pay for half of that like. But no.

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DTSD Webinars: it it all comes and gets dispersed out that way.

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DTSD Webinars: Does that make sense

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DTSD Webinars: feel free to ask questions? This is a good one. It's hard to make this clear. Yeah, go ahead.

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DTSD Webinars: Parker Davis, yeah, is the 2, 26. Use it or use it? Yes.

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DTSD Webinars: Nope, that's a great question. I appreciate that question.

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DTSD Webinars: Yeah, this is Mike Rizzo. So just to clarify. We we put in for $300,000 that comes out of the budget for the E-rate. But we're only paying 150,000. That's correct, and then the company gets the 150,000 because they it still costs money. It still costs the company 300,000. We just pay the company 150, and then they reimburse like E-rate reimburses them for the 150. Thank you. Yep.

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DTSD Webinars: so great questions. I love it.

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DTSD Webinars: We have 126,000 left in that funding pool, that pot of money.

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DTSD Webinars: So I'll give you an update of where we are currently the district office and the high school was our 1st year. That's what we're currently working on.

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DTSD Webinars: I wanted to show this. This is the actual cost of all the components out which could be helpful. Later, when comparing

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DTSD Webinars: But you'll notice I'm just going to. I'm not going to skip this slide, but I'm going to move up forward. But if you want to look at the exact totals you're welcome to. But the important thing is, it was a $300,000 project.

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DTSD Webinars: So right now, as Mr. Nicholson mentioned, we have configured switches ready to go for the district office. That's going to be done over the December 7th and 8th weekend. It was delayed due to back ordered equipment. It was the power supply, and so, if you can't power it on. You can't really use it. So we had to wait for that to come in and get it configured, and we can get it installed on the 7th and 8.th

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DTSD Webinars: Our plan over the next few weeks is to get other switches implemented out throughout high school. So we can kind of phase that in that's also helpful. I always hate making major changes, and then just hoping things will work.

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DTSD Webinars: I I would never want to do that, and I don't do that. Which is why we'll do things in a phased approach, so that you know, we don't have any surprises.

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DTSD Webinars: We're also not like instantly removing that equipment. So if something doesn't work, we just go back to the old one until we can figure out what's going on there. But the Iu is heavily involved working with us to make sure that things are configured correctly.

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DTSD Webinars: The wireless access points Mr. Nicholson, myself and a few other technicians went through and deployed 95 access points throughout the high school. It's a pretty fantastic system. It works really. Well, we're very happy with it. The connections great. It did like you pull up a laptop, and it like connects really fast. It's it's great.

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DTSD Webinars: So our goal for next year is the middle School networking and wireless project.

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DTSD Webinars: The Iu has already scoped out.

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DTSD Webinars: their recommendations. Now, this is their recommendations from last year carried forward.

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DTSD Webinars: But you'll notice there's a problem in the fact that the estimated cost and I will repeat that an estimated cost is $324,000, not 226,

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DTSD Webinars: but what I wanted to point out, and I think it might be the next line.

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DTSD Webinars: Now, it's just talking this, that this is how much so if we were to take that estimated cost of 324,000, your rate is 50%. The district would be responsible for 162,

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DTSD Webinars: and a hundred 62 would be given to that company who purchase like purchases everything.

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DTSD Webinars: So there's an example of that again. We don't have 324,000 left. So this is what I wanted to explain here. So we use a process called pepm

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DTSD Webinars: estimation. So it's a state. It's a state protected bidding system that

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DTSD Webinars: gives us costs and so the estimated cost for the 1st year which we are working on right now. That was actually $441,000. So

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DTSD Webinars: through a bidding process, which is how you get educational discounts and companies compete, and you get competitive pricing. That project actually costs 300,000.

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DTSD Webinars: So you'll notice that the big difference in cost there that those are the estimated costs. And then, when you actually get everything whittled down it's 300,000. I should also mention one thing that I forgot a little earlier. The district office is something called a non instructional space

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DTSD Webinars: e-rate only covers buildings that are instructional spaces. So there were switches. There was like maybe 20 or $30,000 in switches that were in this building that we could not purchase or do

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DTSD Webinars: using e-rate. And that's we want to make sure we follow the law all the time. So you know, roughly, it's going to be $100,000 cheaper, using the estimated cost versus the actual cost. Just. I wanted to show an example, using the pricing of the actual cost and the estimated cost from last year, looking at just the wireless component of this upcoming project, you can see that the Pep wireless estimated cost for the the middle school would be 106,000.

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DTSD Webinars: But using the actual values of the the equipment we got this year, it would be 74,000. So you can see that it's much less our goal and hope is that we will get within that 1, 26 range. 226. Sorry. Thank you. I appreciate that 226 range. But we won't know until we ask for bids

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DTSD Webinars: so that's kind of the the point of me being here today. So I just want to talk about the project milestones and timeline.

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DTSD Webinars: So currently, it's in October, November here. And so we have an equipment list, you'll notice. And then I think the next slide we will be working with the Iu to just make sure there's any recommendations or updates to that list.

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DTSD Webinars: But then, the next thing in December early December

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DTSD Webinars: is to send an email out to all the vendors asking for to submit bids. We have to have the bids out for at least 14 days. I know it says 28 days earlier in this slide. But that's a different process. We're using kind of an abbreviated process. They still recommend that we have it out for a month, because that gives companies more time to gather information, reach out, do what they need you to give a bid.

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DTSD Webinars: So in January we would be committed like we'll beginning of December. We'll send that out end of December. We'll get all that back. Mr. Nicholson and I and a few other people will go through and conduct a bit. Evaluation. Use a nice little rubric, and then on January 13th we'll come back and do a full board presentation.

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DTSD Webinars: And at that point the Board would allow us to then send an email to the winning vendor to get a formal quote.

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DTSD Webinars: February 10.th We would come back with that formal quote under contract approval process from, you know, the month timeframe to have that formally approved, and then we would work the next

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DTSD Webinars: over the next 2 days after that, to get that process working and everything submitted.

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DTSD Webinars: So our next steps we want to work with the Iu to get updated recommendations, create an email to vendors. Send that out, conduct a bid about

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DTSD Webinars: bullboard presentation again.

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DTSD Webinars: I'm so sorry you'll have to hear some of this a 3rd time or 2 times, you know. On February 12.th Hopefully, we'll have a nice vote to have a vendor contract with that.

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DTSD Webinars: One thing I wanted to mention in the the elementary school is not included in this project, since we're hoping that that would be covered under their building construction project. You don't want to take 10 year old technology and throw it in a brand new building.

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DTSD Webinars: In the meantime we can take the older access points that we're removing from the high school and the middle school and repurpose them in the elementary school. And even this building.

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DTSD Webinars: And this wired switches. We can always use them as emergency backups. So if you ever see a time where there's like a whole wing of a school that's not connected. It's because we have to grab a switch and throw it in and get it up and running. So

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DTSD Webinars: yeah, somebody have any questions.

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DTSD Webinars: This is Jennifer Renz. I have a question going back to the high school project that you're working on. You said you experienced a delay in doing it, because some equipment was back ordered.

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DTSD Webinars: So is there a timeframe where you have to use the money when the bid is awarded like? Do you ever run into problems where the bids awarded. You have a deadline to use the money, but then, when you go to purchase the equipment, it's backordered, I believe the the funding window is is like 16 months. So it's around that fiscal year. It has a wider range, and it's it's nice. So like, for example, it's not necessarily like our fiscal year or calendar year. It's it's they have a little bit of a wider range.

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DTSD Webinars: So when we get approval in December.

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DTSD Webinars: or sorry when we get approval in February, we can actually order the equipment in April as long as it all depends on when we get approved from e-rate.

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DTSD Webinars: So that takes time, too, like we submit all the paperwork, and I think last time we

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DTSD Webinars: we had we were in the 7th wave they send out waves of like approvals, and we were in the 7, th and we got that in like

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DTSD Webinars: July, like late July, so like we, we could only order it then. So I don't think we'll we would have problems with the like spending it and and making sure we get it's just

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DTSD Webinars: getting things in, and you know we were still at that point. There's still some delays with, like some of the Covid and and Chip builds, and all of those things. So we're hopefully coming out of that. But yeah, so. But I don't think so. And I would think if we would be in the same boat as other districts, if that would be because there's a good amount of districts that utilize this program. Do you have any flexibility? If, when you go to order something, because a whole bunch of other districts and scarcity becomes a problem. Can you

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DTSD Webinars: do? You have to start the bidding process over again? Because I imagine you couldn't pick another vendor.

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DTSD Webinars: Yeah, I mean, the most vendors would be like the we wanna stick with certain brands of equipment because we want things to work together. And and

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DTSD Webinars: you know, a nice environment, a nice ecosystem. But if we were ordering I mean, other vendors would have the same difficulty. So we I'm sure there are some limitations, but there's probably some leeway in that. I would have to do some more research on that, to be sure, but it's not something I'm terribly worried about.

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DTSD Webinars: Good to know. Thank you. Yeah, you're welcome. I have a question. Yeah.

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DTSD Webinars: so on the the slides for the middle school usage it was showing. So there's a 2 GB cap, and we're spiking to 4. Yeah. So I imagine things get a little bit

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DTSD Webinars: slow. And Harry, at times I recall when we talked about this this time last year that

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DTSD Webinars: was similar for the high school. Yep,

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DTSD Webinars: Is what you're doing. December 7, th 8th weekend. Will that be the finish to that project? So would you be able to show us in January? The difference. I I guess I'm curious, you know, if it's going up to.

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DTSD Webinars: you know, a 10 cap kind of where we are looking at, you know, long term, and also with just some of the

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DTSD Webinars: new restrictions in place with cell phone usage in the high School. I would expect maybe some of that's dropping down. We're not going to see those big spikes at, you know, lunch or something, the way it used to.

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DTSD Webinars: Just to get a feel, for you know what the longevity of this investment is? 2 things I just want to quickly mention. The nice thing about the new equipment is especially at the district office, so we'd be upgrading from 2 to 10 in. Between the buildings. The district would be at 10, except the new one is now 40, so it future proofs us going forward?

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DTSD Webinars: The other thing that's been interesting. And and I also right before general services. I was like, I'm curious if cell phones. The the restrictions and in buildings have made a difference. And it actually hasn't. It was interesting to see, because I think, and and the way we can kind of view. It is instead of doing something on their personal devices that that stuff gets translated like, instead of watching a Youtube video on their phone or listening to music on their phone. Now it's on the ipad.

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DTSD Webinars: So it's still, unfortunately, is is taking up. I know. I know I'm sorry. I don't mean to be. But I I can definitely display that information to yeah, yeah. And and maybe do, yeah, and do a little bit more research to it, because we can see exactly like what services are taking up some of those

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DTSD Webinars: bandwidth like Limited, and we would probably suspect that some of those cell phones were not connecting to Wi-fi so that they could get around. Yeah. But but yeah.

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DTSD Webinars: any other questions. Did that answer your question. Yes, thank you. You're welcome. Any other questions

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DTSD Webinars: awesome. I appreciate your time. Thank you so much. Actually, can I ask one more yeah, building wise? Yeah. So when you look at you know the the high school is thick cement kind of a fortress. Yep.

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DTSD Webinars: middle school is much more, you know. Spread out. Does that just increase the number of access points that you're going to need in that building to carry it over. Like, yeah. So what we we traditionally, the good model in all school districts really is one access point per building, because you want all those devices to to connect to that one location in the event that something goes wrong and that's down. They can connect to neighboring rooms. It's interesting to see, you can always tell, because there's a room that

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DTSD Webinars: should have 25 people. But there's 50 or 60 devices connected. So you know, there's a problem there. So we're really just doing a like for like replacement, because

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DTSD Webinars: thankfully, I think it was in 2017 we moved to. We were one of the 1st districts in the area to really have Aps in every single classroom, and we're thankful to have that coverage in that. It's just the older, older the devices, the more end of life they are, and so like the middle school ones, for example.

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DTSD Webinars: they'll have issues where students will have problems connecting to them, and the only way to fix that is restarting it or replacing it. And so that's what we're seeing now in some of our older access points. And so we're taking those like from the high school, putting them in the middle school, and then we can still do that, taking them to the elementary school and district office until

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DTSD Webinars: building projects happen. And then, if that doesn't happen, we'll have to have more fun conversations about e-rate. But and then in. If we were looking at in conversations about the elementary school building project, the district office? You know, as it

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DTSD Webinars: stands right now, it would, you know, be moved over to the current Ecc building? Would everything that was done here in 2425 be able to move over there without

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DTSD Webinars: moving old technology, with the exception of the infrastructure. So the physical cabling and the wiring and and all the equipment can easily move that that 40 gig so we won't lose no great. Yep, yep, so

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DTSD Webinars: thank you so much for the questions.

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DTSD Webinars: Have a good night. Thank you.

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DTSD Webinars: Okay. So, moving on to new Business 5 B. We have listed there. Ratification of October checks. I believe this is just informational. Am I correct, Mistress? Right? I do want to point out that we are changing our procedure, that we are doing 2 check runs a month, instead of like having whatever needed to be done during the month, as well as any electronic payments.

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DTSD Webinars: and having the one board check run in order to make sure that we get our bills paid in a more timely manner. We've switched to paying twice a month, so we're going to be doing a ratification for the month before. So it is a change in procedures.

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DTSD Webinars: Is there any impact in this, Mike Rizzo? Is there any impact to the board activities that we need to pay. I would say not. Those expenditures, for the most part, are very much tied to payroll when you see the benefits, but also also tied to contracts that you've approved. And the budget that you've approved. So

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DTSD Webinars: as long as we're following our procedures that we should be those are. Yeah. It's just a instead of seeing

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DTSD Webinars: something from the prior month.

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DTSD Webinars: which was all the other stuff. And then one board check run from the current month. You won't see the board check run for the current month. It'll be a ratification of the prior month, and this is the same document. That's in the board. Brief, correct? Yes, I believe so. Yes, right.

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DTSD Webinars: Are there any questions in regards to check ratification?

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DTSD Webinars: I have one. Yes, Parker Davis.

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DTSD Webinars: can you just take a minute and describe the like the the controls in place? There's, you know, 20 pages here of of checks right? Right? So we're going to be moving toward electronic controls right now. It is not been that place in way now. So Dr. Winslow. And the transition actually has kindly taken on the approval of the requisition process through

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DTSD Webinars: paper process. Believe it or not so. But we will be moving toward doing that electronically, which will also allow budget comparison. So somebody submits an invoice. Dr. Winslow then reviews the invoice. So for the requisitions. It's things that they're asking for, and then that would be prior to a purchase order being approved. And then, when the purchase order is done, then it's matched to an invoice.

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DTSD Webinars: Thank you any additional questions or comments.

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DTSD Webinars: Okay, we'll move on to item 5 C. October financial reports. This will be a little bit. Yep, shorter than the September. You'll see that our revenues actually are down significantly. And that is because now we've moved the tax collections from the discount period when most people pay, we are still taking in taxes, but it's in the regular, the flat period.

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DTSD Webinars: So we still do of that 1.8 million dollars, about 607,000 of that is real estate taxes, and also then about a million of that is other local taxes. Primarily our earned income tax and we do have about $169,000 worth of interest in there for the State revenues. It's an even month.

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DTSD Webinars: October being month 10. So that's when we receive our basic Ed subsidy funding. And that's about $863,000, and also something that we only get twice a year is the property tax relief. We had received our 1st payment of that in August, and we've received the second of 2 in October, and that's about $510,000 in there, and one of the things I noted and I didn't mention in September

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DTSD Webinars: is when you look at the expenditures.

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DTSD Webinars: 1st of all, what was amazing to me is the September salary and benefits. Numbers were almost exactly the same as the October benefits, salaries, and benefits numbers, but of the 5.8 million dollars in expenditures for October

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DTSD Webinars: 4.2 2 million of those were salaries and benefits representing about 72% of the expenditures in that month and given that, we are a service industry. That's a very normal thing. So I did want to point that out, and I'll give you a highlight for November. We have 3 pays instead of 2 pays, so that number will go up.

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DTSD Webinars: and then it'll go back down to the 2 pays in December.

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DTSD Webinars: Okay, any questions for Miss Pitts on the October financial reports?

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DTSD Webinars: Okay, we'll move on to item 5 d. Which is the resolution not to exceed the act one index

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DTSD Webinars: so, and for people who this may only be their second time through, and maybe even partly through the way when they join the board. This is part of what is required, and I'll talk about the timeline a little bit

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DTSD Webinars: after this. But if we do, and I think this is the course, that the Board has been going. We are, do a resolution not to exceed the act. Base Act one index which you'll see. The documentation, the communication from the department of Ed, that that

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DTSD Webinars: that base index is 4%. So also attached to that is the resolution that we would ask for approval on December 9, th to not not exceed the base act one index, and that determines what timeline we will follow, then, for the budget. Pre the budget approval process. So that's just the resolution itself. Does anybody have any questions about the resolution?

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DTSD Webinars: Right? And again, just to clarify? It's just to state that we would not be going over the 4.1% correct, 4.0 yep.

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DTSD Webinars: just for the purpose of new citizen advisors and and board members.

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DTSD Webinars: Since we did this early on last year.

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DTSD Webinars: There are only certain reasons that we can even seek it.

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DTSD Webinars: An exception to go above the act one index. So it's not even something necessarily that the board decides. But more

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DTSD Webinars: unless we are

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DTSD Webinars: have, you know, one or 2 very specific things exceptions. Yeah, it wouldn't even be approved right.

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DTSD Webinars: So I haven't even really knowing the course that we've gone. I have not dug into doing that, I know, and they've become more and more limited as times when when Act 1 1st came into place. There were a lot of districts that were taking advantage of exceptions, but

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DTSD Webinars: I would say that it really wouldn't move the needle very much.

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DTSD Webinars: It's act one really is in place to limit

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DTSD Webinars: school districts on on what the property tax increase could be.

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DTSD Webinars: Any other questions, comments on it.

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DTSD Webinars: And then we also have the item 5 DA, which is the budget timeline.

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DTSD Webinars: So the budget timeline that we have in tonight's meeting is what is given to us by Department of Ed, and these are the deadlines that we have to meet in as a district to approve our budget. I will be developing a budget timeline for the district in the next few weeks, for when we want to have meetings, and when we want to have

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DTSD Webinars: budget submitted by the departments and the and the school buildings. So, but this one is the one that is required by the Commonwealth of Pennsylvania. Several of the deadlines are tied to when the primary elections are so. If you were on the board last year.

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DTSD Webinars: I'll just say this, we are asking for the resolution now, and it would be asked for on December 9.th Technically, the primaries were earlier last year, so it would have been required in December. Technically, we could wait until January, but I don't really think that that's necessary. So that's why I put it on for now.

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DTSD Webinars: But the deadline, if we were to wait on the Resolution would be January 30th

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DTSD Webinars: and then we have to submit that resolution to Department of Ed. Once the board has

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DTSD Webinars: approved or adopted it.

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DTSD Webinars: And then that determines our deadlines for the remaining remainder of the budget process. So

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DTSD Webinars: What we will need to do is

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DTSD Webinars: adopt what is called. I want to get the right names because they're all they're all different. A proposed final budget must be adopted no later than May 31.st

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DTSD Webinars: So we'll probably be looking at that proposed final budget at a finance committee in April, although I'm sure we'll be going through the through lots of presentations about the budget before that point. But we'll be looking probably at a proposed final at the April Finance Committee meeting for voting at the May meetings.

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DTSD Webinars: and then

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DTSD Webinars: the final budget needs to be approved in June, and that would be the same kind of deadline we'd be looking at a final budget in at the

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DTSD Webinars: May Finance Committee for adoption in June. And then one other thing I did want to point out, I guess I shouldn't be talking too much longer. Sounds like I'm losing my voice.

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DTSD Webinars: In April. The Secretary of the Budget certifies the amount that we will be getting in that property tax relief which is an important portion of the budget that we'll be developing.

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DTSD Webinars: So that is what's required by the Commonwealth of Pennsylvania for school district budgets, and, like I said, I will be devising a a timeline for internal use.

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DTSD Webinars: And I think the only thing that's this is Mike Rizzo. The only thing that's kind of been

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DTSD Webinars: inconsistent is actually the governor's budget that comes in

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DTSD Webinars: many times later than when we have to vote on

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DTSD Webinars: the school budget. That's correct. And and unfortunately, we have to rely on some sources such as Pasbo, for a good recommendation on what we think the Governor's budget is going to be.

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DTSD Webinars: Thank you very much. Any questions on the Budget Resolution Act one index.

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DTSD Webinars: I do believe we have to

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DTSD Webinars: do. We vote on this to take this as a proposal to the Full Board

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DTSD Webinars: recommendations or recommendation of full board. Yeah, okay.

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DTSD Webinars: so could I get a motion to approve the budget or the act one index resolution to take as a recommendation to the full board. So moved Lindsey drew second Jennifer Renz. Is there any discussion

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DTSD Webinars: all in favor? Say, aye, aye, opposed resolution carries.

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DTSD Webinars: Okay, so now we are

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DTSD Webinars: into item 5, E, which is the 2023, 2024 audit update.

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DTSD Webinars: So originally we had the auditors scheduled to be on site November 11th

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DTSD Webinars: and Mrs. Bell and I worked very hard toward that goal.

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DTSD Webinars: Unfortunately, we did find that the records were somewhat messy and incomplete.

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DTSD Webinars: and also trying to record transactions that we may not have been part of, and it slowed us down tremendously

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DTSD Webinars: so with the auditor schedule and ours. The next date that they could come out is December second, so we have scheduled them to do that. We will continue to work hard to get the records updated. I have had a conversation with James Ferrano from Boyer and Ritter, and he understands that we want to have the Department of Ed. Afr. Portion done by the end of December.

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DTSD Webinars: So we will be working toward that goal. There may be some depending on what work still needs to be done. There may be some adjustments to that annual financial report, but we are allowed to make revisions so, but we will have something by the end of December to put to submit to department bed.

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DTSD Webinars: Now, that being said, I would have loved to have come tonight with some results from 2324, but the work still needs to continue to be done. So we just didn't have something that was ready yet, and we do not have a finance committee in December.

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DTSD Webinars: So we looked at. There's an opportunity to schedule a new or a different committee meeting easy for me to say a different committee meeting on January 13.th So we are going to do that. And with the goal of presenting the books as we gave them to the auditors, and any adjustments that we may have by that time.

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DTSD Webinars: which should give us a pretty good picture about where we stand for 2324,

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DTSD Webinars: and I just wanted to give an update on that.

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DTSD Webinars: Thank you. Ms, Pitts, does anyone have any questions for Ms. Pitts

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DTSD Webinars: on the 2023, 2024. Audit.

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DTSD Webinars: Okay.

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DTSD Webinars: Sorry. Playing with my microphone here. What? What opinion do you expect to receive from the auditors? You?

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DTSD Webinars: Oh, I expect a clean opinion. So

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DTSD Webinars: it's just that all that work still needs to be done before we transmit the product to the auditors to to review. But I expect a clean opinion. Okay? Because of the change in in the business office. Recently, I thought, you know, if if there were a lot of issues that you inherited. If you were anticipating the auditors to

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DTSD Webinars: find any any issues with that. But no, I think we'll have a great

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DTSD Webinars: yeah. And and this might, I think, to clarify, even even with some of the challenges that we've had with the business office. I think the

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DTSD Webinars: the auditors last year did not find any

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DTSD Webinars: any issues with the the audit itself. It's just

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DTSD Webinars: trying to play, catch up with a new group of individuals that I think is what's creating some of the challenges. So I would again expect nothing to be found

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DTSD Webinars: but just making sure that it's clear enough so that it it moves smoothly.

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DTSD Webinars: Okay, any other discussion.

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DTSD Webinars: I 1 quick question.

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DTSD Webinars: Understand that you came into a situation that needed a lot of work. And so

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DTSD Webinars: and I understand that you're still working through that. Is there a a work plan where, hey? There are 10 things we want to accomplish?

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DTSD Webinars: And we think that it's gonna take us 4 months to accomplish it, and we hope, you know, by March 31, st we've we can claim success or not, or or is there, or is there not a work plan,

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DTSD Webinars: Or still figuring it out? How should I interpret like what we're working towards? So and what the goal is my goal for this very 1st year is to get a lot of procedures in place, so that we're routinely doing everything. So

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DTSD Webinars: for for example, one of the things is that bank reconciliations weren't done.

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DTSD Webinars: So those should be done every month. And

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DTSD Webinars: there were transactions that weren't recorded. So we are working toward getting a routine. Mrs. Bell's very much on top of it, so so that everything is in a timely manner, not only so that our books are good, but so that we can share good information with the board. One of my goals is

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DTSD Webinars: we ended up

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DTSD Webinars: the way our software is. It's very limited. Once you roll over the year, you cannot record transactions into

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DTSD Webinars: January, February, March. They all have to go into what's called Period 13.

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DTSD Webinars: So it's very hard to do some comparisons side by side. So one of my goals and that's partly why we did the restated September statements

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DTSD Webinars: is so that next year, when we're in September we can look at September of 2425, and lay it down next to September of 2526, and we can start seeing trends. So the goal for from now until June 30th really is to get into a routine. And there are lots and lots of deadlines. Today I spent the majority of my day

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DTSD Webinars: working on the quarterly school-based access program. That's due the 21st and

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DTSD Webinars: hey, it's only the 18.th That was 3 days before the deadline. So just meeting the deadlines, getting everything, getting a routine. And then next year, I think, was where we really want to get Mrs. Bell, who has not come from school, so really get her, so that all of this

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DTSD Webinars: very unique school stuff is very comfortable for her. Now my contract ends in October of 26. So one of my goals is to have a really good routine, a really good team ready for my replacement. Who can come in and then be working.

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DTSD Webinars: not trying to play, catch up. So that's the goal. It's it's a long process.

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DTSD Webinars: I keep thinking. Oh, next week it's going to be perfect, and I'm not completely. I'm not sure that it's going to be that way completely. Understand? You have a day job while trying to do these things as as well. And so so this is a

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DTSD Webinars: I'm not sure if the date was, you know, by June 25 or by October 26.th But this is gonna take a long time to get us in a position where we're

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DTSD Webinars: we feel like, yeah, we should be doing. I really feel like, by the end of June, I think, right now, and this isn't even been mentioned. But we are also working on an upgrade to our software, which was mandatory because they were going to stop supporting our taxes in January if we didn't do the upgrade. So in addition to working on the audit and preparing for the budget. We're also doing an upgrade and the meeting

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DTSD Webinars: all the other. So I kind of hope we'll be in a little bit more of a groove in the New Year, and I really feel like 2526 should really? Where be where we start? Really being into a good routine? Thank you that helps calibrate everything. I think one of the big things this is Lindsay drew to

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DTSD Webinars: look at from the bigger picture is

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DTSD Webinars: prior to the 2122 school year.

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DTSD Webinars: We did not experience delays in reporting reconciliations, audit preparation, those types of things with our last configuration in the big business office. That's when things started to fall behind a bit.

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DTSD Webinars: and we did not.

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DTSD Webinars: We were not informed in a timely manner to be able to to do that.

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DTSD Webinars: The Board has worked with the Administration this past year. Obviously, we've had some changes, you know, from a personnel perspective that I think is getting it on the right track. But we also took a look at.

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DTSD Webinars: as

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DTSD Webinars: our business office needs have grown. What are the staffing needs? You know, we've really looked at all of those components of it. And the board has has, you know, kind of

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DTSD Webinars: laid out a plan for once we get to what we think is the new normal, you know, being able to to assess that and have supports in place. We also brought in some consulting folks over the course of this year to help get some of the other things caught up.

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DTSD Webinars: Mrs. Bell probably spent most of the summer trying, you know, to get out under that, and then when Mrs. Pitch joined as well. So I'll say that from my lens, you know, looking at it, we're a lot

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DTSD Webinars: further ahead

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DTSD Webinars: for only having found out about the backlog of work that existed in January or February, where we are now is the closest we've been. And you know we're talking about the audit.

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DTSD Webinars: Previously. We've not had material deficiencies

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DTSD Webinars: regularly, you know, in in the audits over time, the only one we've had

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DTSD Webinars: in the 7 years I've been on the board was because of the time

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DTSD Webinars: of completion for the last one. So I think that that tells a bit of a story of where we're going. So the fact that we in December

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DTSD Webinars: are, you know, looking at bringing in

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DTSD Webinars: the auditors to to do their piece of it is encouraging to me because we were nowhere close to that

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DTSD Webinars: a year ago. So

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DTSD Webinars: no, and I don't know if that helps. I know. I think great work's going on just to calibrate. Just

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DTSD Webinars: it did. I've been through it, not in the private or in the public side. It just takes a while. And and that's natural, and I think we're encouraged by knowing

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DTSD Webinars: how much progress you know has been made, and that there are the plans and and procedures in place. I just wanted to

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DTSD Webinars: say publicly that as soon as I knew there was a problem, I brought it to the board. Oh, yeah, we I meant us. I just want to make sure that that was clear. I wasn't hiding things. No, no. When it came to you it came to us. Thank you.

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DTSD Webinars: Okay, any other discussion?

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DTSD Webinars: Alright. So item 5, F is contracts. This is just a

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DTSD Webinars: a listing of contracts, some of the which are new or renewed that we include in the Finance Committee meeting. Is there anything to point out in that

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DTSD Webinars: new contract, Miss Pits?

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DTSD Webinars: I'm going to say that this is one of those things that has currently been taken off my plate, for now, in an effort to support what we're working on. So I did take a quick look at them didn't seem to me to be anything out of the organ. But, Dr. Winslow, did you have any comments on those? There's not. This is all very normal. Dr. Winslow's office. I'm sure I'll get them back eventually. But she's been taking care of those.

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DTSD Webinars: Thank you very much. Absolutely. So we moved to item 6, public comment, is there anyone online or in the room? There does not seem to be anyone on the room but that would like to make a public comment.

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DTSD Webinars: There's no one online ask a question, Dr. Winslow, about the contracts, the new story schools contract. I looked at that, and it says it's a new contract, but it does look like there's an entry back in May of 23 for that same contract, and there's a pretty big increase from May to now. So I don't know. Like.

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DTSD Webinars: so news story is an outplacement for students who need specialized support.

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DTSD Webinars: It's a different student.

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DTSD Webinars: Okay? So it would be considered a new contract every time for a new student. And that's just one student for one school year. Yes. So at 180 days of school. That's

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DTSD Webinars: a pretty significant contract. Then, right? Okay, it is

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DTSD Webinars: just wanted to make sure I was reading that. Right? You are. But yeah, it's also why we see so much. But when there's a lot of conversation each year around the budget time around the Special Education line.

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DTSD Webinars: And a lot of it will be. It looks like we're decreasing spending or increasing spending. It's because it's so highly individualized, based on students and what their needs are at that time for their program design. So that's where you'll, you know. Kind of see that ebb and flow based on

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DTSD Webinars: whether or not we have

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DTSD Webinars: those large per day, and sometimes a student will move into the district who's already receiving those kinds of services

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DTSD Webinars: through their individual education plans. And then we become responsible for that service.

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DTSD Webinars: Okay? But we wouldn't have known, like last year that we were going to need to provide that service. So you see those fluctuations?

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DTSD Webinars: That's a great question. Then. Yep, any additional comments?

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DTSD Webinars: Okay, thank you. So as we get ready for adjournment, just a reminder that the next meeting will be January 13, th which will be an added meeting for the Finance Committee, and then the secondary January meeting will be on January 27, th which is the regularly scheduled meeting, and there will be no finance committee meeting in December.

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DTSD Webinars: So just make everyone aware of that. So with that in in mind could I get a motion for adjournment so moved Jennifer Renz, second Lindsey Drew.

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DTSD Webinars: Is there any discussion, if not all, in favor? Say, aye, aye, opposed?

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DTSD Webinars: The German is at 5 58 pm.

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DTSD Webinars: Thank you.