would like to welcome you to the finance committee of the Grand Rapids Board of Education meeting for um Tuesday, May 27th. Um the first thing that we have on our agenda is public comment.
So um we have three minutes for public comment. Um, we ask that you make sure that your comment is related specifically to the business of the district. You'll have three minutes. Laura Workman, will you come down to the
podium? Hi, I'm Laura Workman. I'm a employee of Grand Rapids Public Schools. I'm also a proud parent of um three two alumni and one current student in Grand Rapids public schools. They go to Museum High School and play um sports through
Ottawa Hills High School. We've had an exciting year as Ottawa Hills athletic parents. We've begun a boosters program. That was something that Marcus Harris really was excited about and wanted to get started. that got started this year and we've just had a great start and we
have some big donations that are just literally waiting to be recognized and accepted by um you guys and then moved to the board to approve four three scoreboards to be on the outdoor fields
at Ottawa Hills. That's softball, baseball, and soccer. Um, this is a donation that from Meyer is going straight to Marcus Harris. I have the documentation here and what was what we were waiting on. Missy's going to come next and explain it a little bit better. But we also have secured a donation for
the installation costs which was a big barrier for a long like years that they've been waiting for this donation to be done. So, we are ready to move forward and we would like to move as fast as you guys can move forward. So, we're here. If you would like to add us
to the agenda, we would love that. Um, but that's what I am here about. Thank you. Thank you. Next, we have Missy Jackson. Hi, I am Missy Jackson and I am a proud parent also of a couple of students that
are um school of choice students in Grand Rapids public schools. One that just graduated from the museum school uh this year and then one that is a freshman still at museum school. and I've been a um volunteer in helping get
the boosters started as well. So, I was asked to project manage the um scoreboard project that Laura just referenced and um one of the huge barriers to GRPS accep accepting the
donation for the um scoreboards from Meyer was the installation costs. And um so I took that on and I went out to the community to raise the funds and so um
actually in the course of about a week and a half we were able to raise the funding for that. Um it was overwhelming support from our community and so we have a significant donation from Consumers Credit Union that has come in for
$30,000. And we have a donation from Old National Bank for $1,000 that has come in that those donations will come in directly to the athletic boosters. We also have donations that have come in from many individuals um through a fundraiser that we have been putting
together selling decals. Um and I'm trying to think is there any additional I think that's basically it's those two significant ones from um businesses and then individual um community members that
have come together. We have also worked with um some of our suppliers to be able to get the funding costs or I should say the supply costs actually down. And um and so some of the actual installation
costs will be donated as well. And so that's why the installation as well will be less than what GRPS was originally told it was going to cost. which if you're willing to take one more public con um comment from Nate Willink, he can
speak to that. Can I hand that to you? He walked in just now. Um you can give it. Okay. I apologize for that, but he has all of the documentation to support that as well. Um which is the final piece to support that. Thank you. Okay.
Thank you. and then Nate. Sorry. Thank you for being good stewards of our three minutes here. Uh my the gist of that project that we would love the board to consider and finance is that there's a $30,000 piece of that budget that is uh Meyer uh foundation
donating that piece of the budget. We would love to have you guys on board. We we aren't totally clear on what your finance process is to adopt it to receive funds. Um but if we could onboard the Meyer 30K, that is a gift that is straight to uh GRPS. so that in
order for those funds to be recognized and a PO to be generated for the scoreboards, uh we would love it to hit this finance cycle rather than wait for another 30-day cycle, which probably doesn't get us installed by fall seasons. So, we'd love to have you guys
consider onboarding that 30k of of uh GRPS direct dollars. There's another 30k of the install that our boosters has covered um that we can be a little bit more flexible with that. It'd be great if you could onboard that amount, too. There's there's process to recognizing
the donation that we're not totally clear of. So, we're eager to take direction from you guys. And and we've had really great counsel from a bunch of uh staff members to facilities has been great about sort of talking us through how this process goes. Dr. Mabin uh at
Ottawa and Mr. Harris are super supporters of this project. Uh we just need to make sure we get it into action instead of theory. Uh, but the facilities has been super supportive. We're eager to try and figure out how to help everybody come together and make it
be a done deal. Uh, and have all that stuff there. Thank you. Yeah, you need if you need supporting documents too, that's the other thing we can follow up with, too. We have all of our paperwork. Thank you. All righty. And the first thing we
have some uh action items. So, u Miss Cribs, I'll turn the floor over to you and you can take us through these. Okay. I am going to start with our purchasing agenda. Um, as we're ending our fiscal year 2425, we are starting to look forward to our
2526. Um, have a number of items that will be due start like especially these first few as an example of renewals of software programs that we use for various purposes throughout the district. and their renewal date is July 1st. So that's why we're bringing them
forward now so we can get them processed through the board. Um so approval through finance approval at the board level so we can get payments made for that July 1 renewal date. So um these first six items we do have a long agenda so I'm going to kind of
summarize things as we go through but you know if you've got questions stop me but may I ask a quick question first? So speaking of the 2025 agenda, I'm sorry, budget. Um, so things need to be to the board in June in order to pass for July. Is so is the process already started for
the booster club at Ottawa for that to come to the board this coming work session? That's I was going to say I know Larry Johnson and I spoke again today about it. So we're close. Okay. Um, and have we'll be following up with the Ottawa Hills athletic booster so we
can get that as quickly as we can. Perfect. because I think it is two weeks from now if I'm remembering correctly. Does that sound right? Our work session. Yes. So that just gives that and even if we Miss Cribs and her team and we've done this many times before, if there's something that needs to be approved in a timely manner, it will go straight to
the board. It will not necessarily come to this committee first. So um we've done that many times before. So that'll be no different. If it's something of uh time is of the issue, then they will bring it straight to us as a collective body. That's I was going to say if we get our eyes dotted in Scotts then I
will definitely communicate through Miss Williams that we're ready to move on it and ask permission to bring it straight to the board in two weeks. Okay. So we could see that in like two weeks potentially like right if everything goes okay and so understand too um a lot of our our
donation process is something different than what we have to do with all of this where we want to get into some more if somebody's making a donation we want to readily receive it. Um, so we want to get out of the way of that. So there's nothing, no real barriers unless it just is um some form of toxic charity or some
of that other kind of nonsense where the board may say well the staff may say maybe this is something we don't want to accept and then they can give us that information. Why? But um that has not been the case with this. um my understanding that some things that needed to be buttoned down before it
would come to us and it was not ready for this meeting and again it has opportunity to come to the full board at our next meeting and typically it just has to go like in a normal scenario just so I know too it goes from whatever group to a GRPS employee director and
then a process before it gets to us like a twoe required process to get to us. I'm not sure what you're asking. Like I guess I'm wondering what the norm is. You're not the one for donations or the norm for donations. Yeah, the well again donations can be a little different. So
I know depending on what is needed for us to accept the donation and if we have everything that we need to accept the donation properly, then it can come to us as soon as the finance department gets what they need. whether it comes to this committee first or it goes to the full board at a work session or a board
meeting. Okay. So that that's typically we just want to make sure we've got all the information that we need that we've got it. Um depending on what it is we've cleared it through, you know, it may come in through a building but impact in other areas. Make sure we've connected with that area. Make sure we've got full
funding because that's the other thing. Um, we've had questions over the years where somebody comes to us with an almost funding and then GRPS end up picking up additional costs that we maybe really hadn't planned on. So, it's just kind of working through to make sure we're all on the same page before
we move things forward. So, thanks. Okay, going back to the purchasing agenda. So going to the 2526 again that several of these um items one through six are related to some of our
software systems that we need to pull through. They are all renewals and moving down we have um starting with some curriculum items again um items seven and eight with my
perspectives and 180 and math 180 programs. Those are programs that we've used for a number of years. Um maybe um because of this is so much and so detailed and because we've already had this to look at it. So maybe
let's take section A. Um colleagues, is there a question about any particular one in section A for Miss Cribs? I have a question about so understanding process. One of my concerns
is where we fall in process and me not understanding it. So looking at um some of these renewals um for the next school year, I I just keep coming back to how does this fit into the larger budget that we're going to be looking at. So
I'm use um the MAS items. So, as we were meeting um with Craig Re and going through the MAS budget, we did we're going through these line items and saying, "Okay, what's the renewal in this one? What's the renewal in this one to get what does our budget need to be for some of these I say more
non-discretionary items. Um so, okay, we'll fit those into the budget. That's what it is." Also, then looking at things that maybe are more discretionary to say, okay, because these renewals are costing us more. We're going to reduce some of the
non-discretionary items as we go through. So that's as we build this budget and I said 2526 is still a work in progress. So I don't have anything to share with that tonight. But that's where the process that we're doing and working through is as we're bringing
forward these items looking to incorporate them into um the 2526 budget. Okay. out there are so everything I'm seeing unless it states otherwise it's a single year renewal right like I see there's a six-year license so obviously that's
over a period of six years but everything else is like a one year okay and we're kind of splitting between uh like non-discretionary versus discretionary would so would we characterize all of these as
non-discretionary in your mind or from the district's perspective I guess and some of that and when I like I'm as we look through the curriculum items I'm not a curriculum person so I would rely on my colleagues that deal with
curriculum but as they're presenting it they're like we're using this we're relying on this this is what the teachers need okay so all of these are nis are tier one some of them get to the tier two standards and all of that as well so that's where yeah so when so I guess the like read
180 uh Il those things are discretionary unless they're considered part of the like the core curriculum which I don't think they are at this point. So it would be helpful as we look to the next year large picture budget are these components that the teachers have asked
for what's the feedback on them how successful have they been whereas I know like you like you talked about Richard some of its core curriculum we have to have it we get that so it but they're in the same they're both under a right now so yeah like renewal of monastery we
have to do that of course because we're keeping our monastery programs but I excel maybe because it's in this, we can assume that that's something that is considered base curriculum, but we don't know for sure. Well, I don't know if it's considered base curriculum, but these things are coming forward from the
individual departments of the district through the superintendent to say these are what we anticipating and our needs for next year. And so these are the things that the team is bringing forward from on behalf of the district from their individual departments to say we are planning for use for this for 2025
26. Mhm. So, we're to assume there's some sort of evaluative system going on about whether this should, you know, it's impactful. Well, I think we should assume that. Um, but I think furthermore, the the questions for this would not be with Rama. Yeah. That would
be with um Dr. Roby. I think that's where I'm kind of holding around uh approving without having some of that data to understand Why these specific tools or curriculum
are are the tools without having some of that evaluation data and I know you can't answer that. So I think it's just a thought and it's only I think it's more complicated today because we haven't seen the full budget. So this is the first time we're approving things for next year without
having the budget for next year already. And I think that's probably the complication for our specific this week's agenda. But is the goal for us to review this and then we go back as a board next month and formally approve it or do we need some sort of Are you looking for approval today? Approval
today. This is approved today to take to the full board at I believe it's January 9th is your meeting. June. Yeah. Yeah. Um yeah, we know what you mean. Um thank you. But how would we do that without knowing the full context of the budget and where there's been cuts and changes
and a different, you know, reimagining of the budget? I guess at this point it's one of that was like I said to Mr. Williamson as we're building the budget and going through if these are the things that the different departments have asked for. We're building those in
then looking at I mean these items even though some of them are substantially and are are large. Yeah. huge that it's going to be we're going to look at other areas then or Yeah, I guess that's we're going to look at other areas besides
what's here. It would be helpful for me just to see how it fits into the larger hole. Yeah, because we're approving before the budget is approved. It's a strange position. I've never had to do that. Well, we actually have been doing that
consistently. That's what we've done. This is what the board has done consistently. So even even outside of finance committee, the board has done this way. It's much the way you are already anticipating your income that you receive to pay your budget and pay your bills for next month. So you are
already we already know that these are some things that the district is planning to use for the next year school year. They are planning the budget. This is again kind of literally the budget is in about 30 days. So we will have to have
it approved within 30 days. So this is the building of that and these are some of the baselines. It's like at home you know your mortgage is included. You know your water, your gas, your electric is included. These are the things that you need to run your household at the base level. you may not have included at this
level um um discretionary spending on whether or not you're going to buy uh school supplies yet or whether or not you're going to buy a particular appliance yet. But the baseline around the things that it take to run your household, you've
already got those kind of already pretty much built into your budget that you don't have to really keep thinking about those every single month. They're there. These are until you have an income change, then you have to think about those things every well at least once a year. And we do know that and unfortunately until the state comes out
with their numbers, all school districts are in the position that we have to pro project budgets and we do this every single year. Even that's why we have the several amendments. We're projecting based on what we are anticipating. And
Miss Cribs does a wonderful job of keeping us on the conservative side so that we're not too upside down if the numbers somehow look different from what the state actually comes out with. And so, um, Yep. This is the the same work
we've been doing. I guess I'm a little confused. Yeah. Well, we're trying to do things a little differently. So, that's like this what we're doing right now is working within a different construct. So, the idea of reimagining our district means that our budget would be reimagined. So it's hard to say yes to things before understanding the bigger
change for me. Sorry, go ahead. No, please. Well, I guess what I'm um as far as reimagining. So for us that reimagine comes from giving the overview to Dr. Roby and then when the information comes in to us, we are there making sure that
she has already understood what our overview and our perspective is. Not at the operational level where we're saying this one yes that one no this one yes that one no because again that is not the way it is designed. She gets to
decide and her team gets to bring forth and decide yes we are going to do these things for this school year. We are making sure that the overall perspective of what the district has laid what the board has laid out there's equity built into this. We want to make sure that
children are it's child centered. We these are the things that at this board level that we are looking at to see how it shows up. So it would be different if we're saying um you know I want to know how foul wave or whatever particular
goes to equity or is child centered versus saying why are you using it why did you choose this system and so we have to stay at systems thinking and we can't get into the minutiae to say because that's what her and her staff has done and so um well it's it sounds
like we are trying to unpack what the superintendent and her team are saying that they need for 2025 instead of us asking is it meeting our overview? Is it again child center? then making sure that there's equity
based in those are our overview and and see that's where I go back to because we got a few of those presentations on just the financial position of the district and like that's kept me up at night and some of these things are good and we we
either need to do or we really should do. So like E2020 great thing we we are going to have to do that right um map licenses we have to do that. My thing is getting that context to even have a vision so that we know how this is
fitting in. Like I I it's hard for me to do this with a larger context of a budget even just like top lines and having a projection of this is these are the items, these are the priorities, this is the you know discretionary funding we have to put into these areas. I just I don't have enough context is is
my only thing. I'm happy to come back on another board meeting or another committee meeting and address this. I just I need context. I was going to say some of it maybe we can feed in some context as we go through the budget amendment because
that's the budget as you see it will look the same structurally. The numbers obviously will be different. Structurally will be the same as the budget amendments. And we don't do something different on an original adoption than we do on our budget amendments. It comes, it follows the
state accounting manual of here is what that goes in instruction and here's what goes in um people's support and here's what goes in um school administration. And so that's what we we follow the state manual and with our budget
adoption. So all of these things roll up into that reporting. Some of these things obviously these first group that we're working through are base funding. So some of them are based are regular general operating. Some of them could be grant funded as well. Um, so as we look
through and and all of those pieces and parts together. So I don't know how else to put it into context for you because it like our monthly financial statements follow that same structure of what it looks like. It follows the state accounting manual. And
so we gave you the monthly financial statements and said, "Here's the budget for this line item and here's our actual expense. Here's the percentage that we're spent in general operating and where we are in grants." And then we've got the little memo in there that says
these are items that we're watching um for whatever reason. Sometimes it's um as you'll see in this month, we've got some because we haven't adopted our budget amendment too. There's some things that where budgets are going to change in amendment. So those will get it revised as we go through. So you'll
see some Oh, this is what's happened. We got some new information. We're adjusting the budget amendment too. So on the April financial statements, it looks a little out of Yeah. out of sorts right now. So I follow that. I'm just saying as you're putting together the
budget and seeing where those differences in monies are, that's the context that I'm really looking for to understand how does this fit into that? How does it fit into the projection that that you're creating, the budget that you're creating? Um I I just don't know. This it's in a
sense it's sort of an isolation through with department heads. We're taking the information they're getting and and working that through and what that looks like and then okay, this is if you want to get into the weeds of that's going to go in this account number which will then roll up into this line item and the
overall budget that you'll see. For me, it's not even so much that. It's it's just the like I have total faith in the sta in our staff for knowing, okay, we need to do this thing because that, you know, this is this curriculum is supportive of that. My question is just
again the larger context like I don't need to know exactly how it's being paid for. I just need to know this is the section of the budget where it is. This is how given the money we have. We're able to put the money into this and you know we're doing the the tradeoff of
because we're because we're spending the money on the the map licenses that we need. We aren't able to put money into this and and that sort of thing. Just budgeting the changes. Yeah. The changes the changes the adjustments. How how how do all the differences look? Okay. Well,
it would be a bit more essential because essentially you're asking for this all to be presented in a different fashion and formatted differently than what Yeah, it is because you're if you're asking to know where what specific pot of money this is coming from in the budget
process, then that looks different than what we have done and brought forth before. And so if that is the ask, then we need to make sure that that is the ask that we're all clear that that's what the ask is. So when the team goes to do this work, it is done in the way
that you can receive the information and understand it then versus them taking the time to put this together the way they have con consistently put it together um and then thus say no this is not the way we want to see it. So I guess going forward for a purchasing
agenda um is it the ask that it is uh correlated to a specific line item on our budget? No, no. What I'm gonna say we're missing the point. That's where it does say, you know, we have general fund and a section for that section then for
instruction and support. I'm asking more because to me May and June are different from January and February or like October and November and December for that matter, right? Because we were already in the middle of our budget. We you had created the budget. It had been approved. Here is we're at the end of
the budget. We're facing a whole new financial year for the district and we've the specific ask was for a theory of action for how to get into a different outcome. So the budget where was where was that ask at cuz it was not here. I use that language. Maybe I
should just say hold on a second. Let me clarify. We we need to make sure that we are speaking to the language that the board has spoken to and not the language that individuals have spoken to. This is a collective work. It is the work of an entity. It is not the work of an individual. So just because an
individual asked that may not be what the board has asked. So I am asking specifically of this committee so that Miss Cribs and her team could be able to bring a purchasing agenda that uh will get you the answers. I'm trying to ascertain what exactly is the ask from
her so that she can because she may not be able to answer you questions and that may be where you have to speak to Dr. Roi and not Miss Cribs. So, if I can finish really quick, it's what I'm really ask I to me it
feels a little bit like uh the the cart is ahead of the horse. And I'm not saying it is. It just from my perspective, it feels a little bit like that because these are items that will fit into the 2526 budget, but I haven't seen parts of the 2526 budget, right? Or
even top lines or like how how it all fits together. I personally I'm just and I'm just saying this so like we know as a board like this is my this is my opinion not anybody else's here. I'm just sharing this so we can come to some consensus hopefully. The presentation of this I don't have issues with. If I have
questions I can ask about it. I am just trying to understand as we're preparing for this new budget how does this fit into that hole? I need that 30,000 foot view so I can understand how this fits into that. And if I have questions I'll ask questions about this. My my thing isn't the purchases in particular. My my
my question is what does the budget look like that we're fitting this into? We're fitting this into something that we haven't gone through yet. I mean, you're working on it, but like I haven't seen it and she hasn't gone through, but she has also gave us particular details already of letting us know where we are
for this year and what the projections are for next year. So that the numbers are uh again she we've gotten some preliminary numbers. So it's not like we don't have any information about that. So, we know that there's some preliminary numbers out there based on
what is kind of floating around between the House and Senate and Governor and all of that other stuff and what that money could actually look like for us. So, it's not and again I have to I'm taking it back to your personal budget. If you haven't received a 20% decrease
in your pay, you are still going to build your gonna project just like you would your personal budget. the same here. It is we haven't we don't know if there is going to be this decrease yet. We we it could be could not be. We do
know that there is some projections around it and the team has already been conservative in their aspects and approach to this to bring us these in these things but these are some of the baseline things that they know we will be needing for
202526 and thus um I guess if that is it's like um I don't know the electric bill like the electric bill for the district it's not listed here because that's not one because it's an ongoing service and we don't have to enter a contract and we
don't have a period that has to end cuz we get that ongoingly. However, this is things that we know that we need to enter and reup our contracts for so that that system is online for when we ready to start using it when the contract period ends. Um but you as far as
topline budgets, what exactly do you mean with that? So, are you saying that you want to know if this is coming? Um, go up to Kim, can I just respond to that before? Could you because we interrupted before and that wasn't his point. So, I would like to clarify. Do you want to
know if this is a expenditure that goes specifically to salaries? Do you want to know if this is an expenditure that goes specifically to school services? Um, do you want to know um like I guess I'm trying to even a little more top level? No, that's a good question. I think a
little more top level even than that is more so we've projected out you've projected out how much money best estimate you can give given everything else going on how much money we're we're working with this this year with the budget right how do the parts fit into
that greater hole right um some of it's non-discretionary like we have to spend this money on title one stuff so it's got to go to that right um but other things like if we're choosing this if we're choosing to spend spend money on this curriculum over another thing that's a trade-off and it's helpful for
me to see the budget to understand where that trade-off is happening. Not that I disagree with it, not that any of it, but like I just to understand what we're working from. It's like we're spending money before making the budget, but that's not really happening because you're making the budget. I just need to see it's kind of going along at the same
time. Yeah. And that's why I keep asking is I I want to see those top lines. I want to see those pieces so I can see the greater hole. But it changes daily, sometimes hourly of where we're at in the process. I understand that we're working on. So it's kind of one of those as soon as you put it out there and then
it chang. So it's just it's just extremely fluid right now. Even though I know we're coming up on the deadline, believe me, I know we're coming up on the deadline. Um but it's just very fluid right now and trying to push to say, you know, we need to set ourselves up the
best place that we can be. financially. Yeah, there's some things that we want to do that right now will be very challenging. So, okay, where can we I say I don't even trim continue to trim and what that looks like so we can get
to some things that are definitely a priority. Yeah. Um and that's what we're working on right now and pushing on each other as I'm working with departments and saying I know, you know, and what I've said to at all most of our department heads
of we're not in a case of needs and wants right now. and to essential needs. So, and essential what are your essential needs going forward what it is and it's helpful to understand in a bigger context of a budget. Like this is fine. This is a purchasing agenda, right? Like this I'm not my my concern
isn't with the how this is presented. My question is how do those essential needs fit into the context of the larger budget and what like what portion of the pie does that take up? Yeah. And that's what we're trying and like I said all day and I know and it changes I know. I
Yeah. I Yeah. And I And I have a lot of uh you know, sympathy for that because everything is changing. But um for me to to to for me to vote to appropriate money towards something, I need it's I need to be able to see the budget that it's fitting into. Like I'm not against doing it. It's just I need to see how it
fits into the larger hole. And I think just want to uplift two things. One, Richard, uh you talked a little bit about my locked away. It'll come back. It will come back. Never
mind. Miss Well, yeah. I just wanted to make sure. The only piece that I think might be missing from this conversation is what I was trying to say is that um what I'm talking about is not a cut in salary like the analogy you were using. I'm talking about we were wanting to rep prioritize like you said um Miss Cribs
that it's important to our board and we did speak as a whole that we would like to see a reorganized budget so that we can pay teachers more knowing that right now it's so tight. So this was the year that the budget was going to look different. And so I think it's normal for us to say, can we put these two
things off, the purchasing agenda and the blanket purchase orders, both of which relate to this coming year's budget. Can we do that as a committee of the whole with the budget? Um, I'm sorry, with our finance committee amongst the entire board, so that we give you the benefit of those two weeks,
I think, or three weeks before that happens. And then focus on the amendments, um, all of which relate to the budget. We've already approved that all of the things on the purchasing agenda relate to 2526. That's true. And there's bond pieces in there too. There's pieces in there and there summer
school pieces. And I'm happy to divide the question on those things. Well, and furthermore, too, the thing is is that basically what you're asking for is what we are here to do anyway, which is basically bring this budget to the entire board. And so it is not a matter
of us saying we want to approve this budget, but it's a matter to bring this into bring this to the entire board. So we were here to address if there was any particular questions that were somehow out of line or that you wanted to get a better understanding of, but if it's a
matter of simply we can it's a we're going to take that vote anyway. Is there a motion to take this to the full board? And we can if it's a question of that and if that is the issue then we can just take the motion and take it to the full board which is what it will would
happen anyway. That is common place. Committee does not approve anything for the entire district. The committee approves to take it to the board and the entire board will make the decision. So nothing nothing gets approved or denied in committee. It's just a matter of
taking it to the entire board for their review. See, I disagree with Sarah on this. I don't want to or excuse me, uh, Trusty Melton on this. I Sorry. Um, okay. I I'm okay if we have another FIN like I know it's a pain in the neck, but I'm
okay if we come back to this as a committee to address it even if it gets to the whole board. I It's hard I can't I can't fit this in I can't square this into the whole context without understanding what the budget we're being presented with is. But they won't have it ready until the board
meeting. That's why another date might not work. But I mean that's up to you guys. But again, the fact of the matter is the sec whatever information that they would give to us, they can provide to the whole board. It's it's not a problem. And in this in this case, if you have a problem, you want some more
topline information. I think that's what you want to look at. Then we can talk to them as well. I believe committee members have meetings set up with Dr. Roby for this week. would be a great time to address with her what it is that you would like to see or better understand about the budget that's been
brought forward. And then again, at the full meeting of the board, you should by that time have hopefully your questions answered enough for you to decide whether or not to approve or not approve the purchasing agenda at that time. But not at this
time. This is just a matter of letting it go to the board, entire board, moving it from committee. So I I guess based on that, given that um there are some things that time is of the essence on as well, is there a motion for us to just
move this to the entire board while Dr. Ro uh excuse me, Dr. Matter of fact, yes, Dr. Roby and Miss Cribs get the other information and you can talk with Dr. Roby, more specifically in your individual meetings this week to tell her what it is that you would need so that by the meeting that this purchasing
agenda comes forward, you can have the answers that you're looking for. Does that sound fair? Yeah, but are you guys asking for something? I don't think anyone's asking for something different just for the context of the changed budget. Or am I misrepresenting that? I just want the context. It's not even like something
different and and so as far as how much or where it's been scaled down, I think that's what you're asking for. That is something that you can have in those conversations with Dr. Roby. So what I would ask is there a motion for us to take the purchasing agenda to the full
board and this again is just again for us to have this same thing and you'll get it as a full board while at the same time you can get some answers to your questions so that if by chance is it something that needs to come forward if
if it's something urgent Miss Cribs is going to bring it anyway. Are any of these actionable before the full board meeting? No, that's say that's right. We're bringing it now. So, it would be there to the full board on on J. Okay.
Thank you. Yeah. For dealing with us as we go through this new approach of scrutiny. Sorry. Okay. Yeah. So, I'll I'll make the motion to take this to the full board on June 9th. Well, don't give a specific date because again if if something happens, if we have a if we
have a again, we had to do a special board meeting or we want to put it on our work session which could come up sooner. We don't want to be that specific, but it is to go to the full board. And so I make a motion to bring the purchasing agenda to the full board.
Is there a second? No, I'm not ready to I'm just not ready. Well, I will second. And so, is there all in favor? Please say I. I like I make a motion to hear to have some dialogue on this. I think we've been having dialogue for Well, we're in the
motion on the concept of the motion. Oh. Is there something a problem with the motion? I I I remember my question, my my thought. Richard Trusty Williamson said, you know, this is uh this is budget time and
so I wonder for future for next year when we're having a similar dialogue, you know, what what do we need to have in place? So we don't have this level of maybe we will always have this level of conversation, but is there a way to maybe just kind of collaborate to get
these items in a way that provides us that clarity and that context? I think for me uh when Richard said that shared that I was like ah yeah even this feels simple to me so it might not be simple like even if we're looking at A1
uh if it's the $54,000 I was like oh what did we pay last year is it are are we seeing a trend of it in of these items increasing because that will still give me a snapshot with some of the items you shared today because I feel a little bit
more clear uh with some of So and again I I think that is a more bit more micromanagy. I think that's what the superintendent will say and that to the point that you want to know whether or not each line item has increased or decreased from last year is a bit more
micromanaged and really should again our scope should be is it there to meet our objectives and not specifically because even if it's more our our objective is the budget and it is a budget that should be again around specific themes.
Is it child centered? Is it equitable? Is it um is it uh helping us if we're saying we want to kind of cut things back? Is it doing those things? Is this an item? A specific item may not do it, but
the entire budget might be doing that. And so for us to get so specific to a particular line item is very much a micromanage uh situation because we are at up here and we're not at a individual
fire hydrant putting out a fire. We are supposed to be up here. We wouldn't even see the fire hydrant. Miss Cribs, when you presented the budget last year, if I'm remembering correctly, there was a comparison. Is that correct? our overall budget book that we put together and we'll bring in it. So it
will have last year's final actual that's what I thought and the amendment two and then the future year budget three and all. That's what I was thinking. So I think um again like I think to respond to you I think
in future years in the context of the budget that you're already going to be presenting this would be easier to say yes or no to because we would know the context of the budget and this year we're just thinking that there will be such a shift in how things are done because of our our um priority change and you know presentation we've gotten
several years back um many years back actually we used to bring amendment two and the future year budget at the same board meeting the So it all went through, but as the state has continually not provided as much information, that's
where we started to make the separation because obviously we need to get amendment to wrap up where we headed with that, but then kind of hold the future one as late as we can to get the best information that we can, okay, on what that looks like. So that's where
it's kind of gotten separated and I it's been a number of years where we've separated and amendment two in May and held the future year as long as we could until like mid June, but knowing that we do have to adopt a budget by June 30th.
Yeah. So, we are in the middle of a motion right now, so we shouldn't really be discussing, but I will add I understand the mo the it's a moving target. I totally get that, right? And it's it's probably deeply frustrating for you and many other CFOs and many different school districts, right? Because you want to you want to know
what we're working with. Um my challenge is it's not so much I'm trying to look down at a ground level view here. Mine is just it is really a 30,000 foot view is understanding how does all how did these pieces fit into the larger hole. I'm
concerned about the larger hole because that's what we're asked to be concerned about and making sure with our fud uh like fiscal responsibility as a board how those pieces end up going into that into that hole. So, it like that's why I'm eagerly keep asking what are we
going to see? What are we going to see it? Cuz that's how I know that this stuff fits into the hole. Would that be enough though, Trusty Marino, to do um the context within the full budget of the line items we're
referring to? Okay. Okay. But we are in the middle of the motion. So again, all in favor of sending this purchasing agenda to the full board, please say I. I. Any oppose? Same sign.
Nay. Okay. When it is a tie, it goes to the full board. So it will go to the full board. Cool. Okay. Next we have uh B. And again given the um lateness of the hour, I am going to say Miss Cribs, if you could give us a little expedited
version. First up is the blanket purchase orders. So again, you've had it, we've had a lengthy discussion. I'm sure several of these items will be in that same category of what you've got concerns about that. Um, again, we've got several items on here. Oops. And it
doesn't very well on screen, so I apologize for that. Um, and what the items are, what we put it under reason, some of what that looks like going forward.
Um so again I in the interest of time I don't know if there's some of them that you want to highlight or if we just there if it's okay there is one that I had asked about before um and I just wanted greater clarification. All of my previous statements sort of remain with this as well. So I'll cut it short on
that. But with Amerus healthc care staffing what is it they do and how do they fit into the special education department? This is one um that came about I think it was about a year ago when we had trouble with special ed um aid vacancies. Um we were able to find
this outside company to help us cover special ed aid vacancies. Okay. Like a tongue twister for me tonight but that's what it is. So they're just covering um our vacancies as we are able to hire
um special ed aids. Then they come on staff and we don't use the outside company. Okay. Was that a blas was that a blanket purchase order last budget as well? Okay. To the board at some point. That's what I was going to say. Yeah. Through what
venue? But okay. And and part of the change there I think last year we had two companies and then this year we're just going to move forward one company. Any other questions about particular items? Do you have reservation um fellow
trustees about bringing this to the board versus um seeing it again within the context of the of the budget? Yeah, all my statements remain the same. Yeah, same. So if we are there as well, I would ask
uh again, is it a motion to send this to the full board? Well, I just want to clarify. So the um the the thinking that you guys have right now is that you'd like to meet as a committee prior to the board on the same day. Are you thinking or I guess logistically what you're me I
don't I just do not feel comfortable in it. to me voting to move this forward is is a tacit endorsement of it and I don't feel comfortable doing that without greater context like I'm just not prepared to do that. So we do have the ability as a committee to reach out to
our fellow board members just to let them know as well. So I know in the past when there's been question when I wasn't on this committee for example there were a lot of questions that I had so I could go back and watch these videos but then also I could ask them questions about it. So it would be fine for us to do the reverse and let them know we've approved this to come to you. We haven't approved
it um ourselves. We've approved it for our future discernment within the context of the budget. I don't know if that helps at all, but just wanting to make sure that your your concerns are heard and particularly with regards to this again, the information that you're asking for, everyone will get. Yeah. So,
it's not that you will simply get it. Everyone on the board is going to get that information for better understanding and clarity. So, when it comes to the full board, everybody will have the same information to make a decision. So IG and I will ask is there a motion
to send the uh blanket purchasing order to the full board for review? I'll make the motion to move the purchasing order, sorry, the blanket order to the board. Is there a second? I will
second. And then all in favor, please say I. I. I. Any oppose? Same sign. Nay. Okay. And then we will send it to the full board uh with some information. Yeah. Uh C, please. Yep. Okay. So, moving forward to our budget
amendment. Um starting with the general fund. Um the resolution first. Um big picture. There we go. Um total revenue as you see we're amending. We are looking at increasing revenue in a
general fund. So, revenue will increase by projecting 4.3 million to a total of 264 million. We'll get through the details in just a second when we get to the memo. Um likewise with expenditures and you see the various categories there. So
we've got the increases and decreases by um categories that the state requires that we report in. Um you'll see expenditures are increasing a little bit at 244,000. So total expense at
276,000. So overall it's a better a better picture for us. So coming to the memo that's a little easier to walk through and we'll slide over a little bit. Um we and our original fund balance at June 30th 2024 we were at the $40.5
million. Our original adoption had a use of 11 million. Amendment one we increase that use 5 million. Um, but this time we're actually decreasing that use by about four. So, we're at about $12
million use of fund balance this time, which is good news. So, just walk you through some of the things that did change. Um, and again, I'm going to stay pretty high levels, but um, investment income we're projecting up slightly. Um,
if you remember, line B, property tax revenue, and lines O and are all related to the foundation allowance. So even though we did lose another um through audit another want to say 22 students on FTE as I'm doing my projections I put an
estimate in there. So um fortunately my estimate was enough to cover that loss of pupils and actually bring a little bit more back into um estimated revenue. Act 18 and enhancement going back up to line C and D and E. Those are
revenues that we get through the ISD. So those are updated projections. Um for line CN, we got updated projections in April, May. Actually, I just got last week. So that one's kind of in the numbers. Not quite. Um you'll see probably a budget variance on that in
the amendment just because I didn't have it when we were actually doing the paperwork. Um other adjustments. This is actually a big increase for us. So, um, they had a couple unexpected things that came through.
Um, our former, um, company that we used for LTD insurance was the standard insurance. We went out for a bit and changed to a new company. Um, but apparently back in 2014 when we went to standard, they set up a reserve fund as
as part of our premiums. So we got a refund of that reserve fund that they had accumulated of about 46. So brought that into miscellaneous revenue. Um the other part of that big
change is um the ISTD refunded us a little bit um related to the special ed itinerate program. So if you remember our itinerate staff through last year were employees of the ISD. This year they're fully our employees. So, as they
closed out their books, there was a refund of about 24,000 on that one. The other thing that they've adjusted um is our center program tuition. So, for our students that attend the ISD pro um center programs, they invoice us. As
they closed out their books last year, um all of the districts were kind of overpaid what they actually ended up. So they've been holding this refund all year long and looking to see where 2425 came in. Um and as you know it's rather
than to refund us and then turn around and billless tuition. We just kind of say well let's see where we are in April. So as they figured out their projections for this year it's looking like we're not actually going to have a tuition bill this year and we're actually going to get a refund of about
190,000 of tuition that we paid last year. So those are kind of unexpected things in the last few months that have developed. Um also all one time but we'll take them going forward. Um moving down following
um general operating again the biggest adjustments you'll see there are the 147A and the 147G um categorical revenues. Um, as you've learned more in the last few months that 147 C 147
categorical rules are very complex. Um, and I'll just say it. I made a mistake on 147A in and amendment one and forgot that it was quarterly payments. So, I adjusted to what was showing up on our January um, state aid payment and that was only one quarter of payments. Were
you doing it as monthly or were you doing it as annual or by annual? Um, usually on our state aid status they give you an annual amount. Yeah. But I forgot that 147A they adjust quarterly what it is. So
even this adjustment when I was doing this um I didn't have what the last two quarters were going to be. So the last two quarters are still estimated. Okay. Um and there's really not a super good way for me to project other than what it shows up on state aid. kind of operating
on an estimate. So, it could change again. Um, the other thing that's in that number too is our 147G. If you remember, that's the 3% reimbursement for employees. Um, we didn't know what that amount was when we were doing budget amendment one. It came on our
February state aid status. So, bringing on both the revenue and then when we get down to expense, you'll see we're increasing expense as well on that. Um kind of sliding over to um grant
revenue. One thing to mention on this or a minute to on grants isn't necessarily a decrease in a grant expenditure. It's a gre a decrease in our estimate of what we're going to spend for this fiscal year. If that makes sense. Can you
explain that one more time? Yep. So, I'm just going to look at section 41 bilingual. What we had budgeted in there. Um, we're still going to get our full grant award amount. We're just thinking it's what we're going to spend before June 30th is a $1.2 million less.
We'll roll that over what into next year and spend it next year. So, um there are a couple of new adjustments in there for under state the great start readiness program. We did receive additional
funding for that program. Um 99 CCNAF um that is one of the um donation memos that you'll see shortly coming through as well. Um are we state funding to support
payment that's going out? Sorry, misspoke there. And then section 104 benchmark assessment is actually a new grant award for this or this time period as well. Um other adjustments under athletics,
that's an adjustment to our projected um revenue in from um our DRPS foundation. Um it gets complicated and more complicated um as we move into um expense. So we've got our salary and
benefit adjustments and they look a little strange, but I'm going to kind of highlight what it is. So we've got continue vacancies. Um instruction and support are both um instruction. We've got the the vacancies there. Um we've got the
increase in expense for 147G payments out to employees. That's about 1.5 million. So those are actually increases that are netted in there. Um we've got the increase in expense for 147c2. um we picked up the revenue in amendment
one but not the expense. That's one of those um state aid categoricals where they send us the money and then two days later we send it back to them. So we missed picking up the expense in amendment one. Um the other thing in
amendment one we had put in the 7% increase on health insurance but now that house bill I think it's house bill 6058 I don't remember if it's bill 58 is still in limbo at the state level and at
this point I'm thinking it's not going to move before June 30th but wrong on that. I think you're right. Um but it's at this point I wanted to pull back as much as I could to narrow up the gap on our
budget. So reduce that expenditure that's about 1.3 million. Um the other thing that we did, we've got some better information at this point about an open enrollment changes um that individual employees made that were effective January 1. So when we
were doing that amendment one, we didn't have that Rhonda cripp. So as we processed those all through and got some better bills, we made some adjustments there. Um, the other thing that we did in conjunction in doing that was also take a look at
retirement. As you've learned, we've got multiple plans. So, we did a lot more actually looking by employees about what plan you're on and what that looks like and cost it out. So, we've got a reduction on that one as well. So, and
so you've got some increases and decreases in there. Um, and it looks like a little strange with the split between instruction and support. It's not that we added a ton of non-instructional staff. Um it's just the way some of those allocations broke
out between instruction and support. Um going back up to line AV, then we've got substitutes and instructional services. Um the big change to that and it kind of comes back to the those contracted services for
special ed aids. Um, last fall when we brought it to the board, we didn't really know how many services we were going to need. Um, so we budgeted at what we brought to you and brought forth. So, fortunately, we haven't needed as much as we had originally
budgeted and brought forth. So, we're bringing that budget down. That's the biggest part of that decrease of 500,000. Um, the other one is ax on materials and supplies. If you remember last month, we brought forward the new math program bridges. There are some of
those materials that we're expecting to receive in before June 30th. So went ahead and brought that into this year's budget as well. Um the other one there, you'll see that decrease in center program tuition of
150,000 there. the grant related adjustments. Since we did the detail up above, we don't go into the detail on the expense side, but list out what some of those grants are. Um, got some other in decreases
there for various things under purchase services and trying to line those up where we actually think things are going to line up. Um, the other thing then be our electric expense is trending upward. So, putting some more budget in to cover
our electric costs and then some just miscellaneous adjustments down below to balance everything out. So, that's where you'll see the total expense adjustments moving forward. So, that is general operate or you know general fund
amendment two. Okay. Okay. is going very quickly but any questions or no questions. All righty. Is there a motion to move forward the budget amendment general fund budget amendment to general fund to the full board? So
moved. Second. All in favor please say I. I. Any oppose? Same sign. Okay. All right. So moving through kind of the same thing. Um, we've got the resolution, we've got the big picture combined all of the, um, special revenue
budget, um, revenue expense, and then by each fund. But again, I'm just going to spend time more on the minimum. Um, so food service, since that's the largest one, we do break that
out separately. We've got um, some adjustments in there for sales and state and f um as we're working to um not provide services to some non GRPS
schools um have been working with especially East Grand Rapids during this year and so during this year they have moved um they're doing their own middle school food service and their own high school's food service. So we've made some adjustments there. Um you'll see it
down to under the payments to other school districts as well. So the revenue is coming down because they're getting their own revenue for those months served and we don't have those payments to other districts. So trying to sort that out as best we can. Um the other
adjustments up under local revenue that 800,000 the biggest part of that is we also run the food service for the center programs that the ISD operates. Um some of that has additional costs related to
that. So, um, after some discussion with the ISD, we did build them, um, some additional revenue for last year and are looking to do that for this year. So, it's kind of got a catch up in there for last year and prior on help to cover
some of the additional costs that it takes to provide that food service as well. Um, continue to struggle with the food and merchandise costs and what those look like. So, you'll see an increase there as well.
That is our special revenue. All right. Any questions with regards to the special revenue? Is there a Yes, you do. Uh just define what merchandise means. Um it could be the like the spoons to ladle
things or the tray that the Yeah. non- food items but things you need the napkins. Thank you. Is there a m motion to move the budget amendment two for special revenue fund forward to the board?
So moved. Seconded. All in favor please say I. I. Any oppose? Same sign. Okay. Moving right through debt retirement. Um it's pretty straightforward doing a slight adjustment on property taxes and
other under expenditures. Um there are times where if the property owner goes and gets a a tax adjustment for prior years and they get refunded. We put it through expense. So, we've got some adjustments on both property tax revenue and other
expenditures, but nothing major on that one. Any questions? Is there a motion to approve budget amendment two for debt retirement fund? So moved. Second. All in favor,
please say I. I. Any oppose? Same sign. Wonderful. Okay. donations. Okay. Now, moving to the fun things. So, we do have a few donations. One of the first one is for the museum high school. As part of their work with AXQ, they've been connected to this Carnegie Future High
School Network as well. So, have been able to get another $100,000 grant to continue their work. Wonderful. Great. For approval. Okay. Is there a motion to approve to the full board?
Send, excuse me, send to the full board the donation from Carne Carnegie Foundation, uh, FHS network. Motion to approve. Seconded. All in favor, please say I. I. Any oppose? Same sign.
Next. And the next donation is from the Wy Foundation. for many years they have been a supporter for city high middle and the center for economic ecology um to provide some additional resources
for those programs. So um looking to bring forward this donation of $50,000 for those programs questions. All right. Is there a motion to accept a donation to send to the full board of the Wedgie Foundation grant?
So moved. There a second. Seconded. All in favor, please say I. I. Any oppose? Same sign. And our next donation is from Experience Grand Rapids for furniture donation for
Ottawa Hills High School. And then you'll see the details of what that looks like. Have that approved. Any questions? Is there a motion to send to the full board experience GR Ottawa Hills High School furniture donation? So moved.
So second. Okay. I didn't care what you said. That's all right. Um all in favor, please say I. Any oppose? Same sign. And then the last and one last donation. We received $2750 from the Junior House Foundation
to support our robotics team. Thank you. That's great. First one. Wonderful. Motion to approve. Yeah. A motion to approve the Gene House Foundation robotics grant by Miss Melton. Is there a second?
I'll second. All in favor, please say I. I. Any oppose? Same sign. All righty. That's what I was going to say. That brings us to our monthly financial statements. Again, we're tracking as expected. There's some items, as you'll see, they that look a little strange.
We'll adjust those. Um, typically you'll get a May financial statement. Um, we'll go ahead if it's okay. Um, because by the time we bring it forward to June finance, hopefully the board will approve budget amendment too. So, we'll
just incorporate that even though it will be after the May 31st date. So hopefully those will line up. But we don't do a June financial statement, monthly financial statement. We'll just wait till the annual year end close on that one. So the May monthly financial
statement will be the last one that you'll see until we work all of year end. But so you'll see here even through April, we've got a lot that's that's trending. There will be a lot of transactions that process through in May and June and as we actually into July as we
process invoices back that we receive after June 30th as well that relate to materials and services received before June 30th. So there's a lot of work that goes on even But um and this is you've got special revenue and I'm not going to spend all
the time on those. If you've got other questions or comments, that was it for the agenda. Okay, wonderful. We have nothing for policy. Um so uh this meeting is adjourned. Thank you. And then I will
make