##VIDEO ID:lWMSeOpO-H4## I'll call this meeting of the finance committee to order welcome everyone uh looks like we do not have any public comments so we'll move into our agenda items beginning with the purchasing agenda Miss cribs I say good afternoon um we started as kind of a a small agenda but it's grown over the last couple few days um so some of the items are kind of recurring items like the first item we have an agreement with the city of Grand Rapids to help fund the um administrator position for the office of children youth and family uh we've got testing fees for the PSAT and for the IB exam fees under number four we do have um looking to get the social social I can't talk social and emotional learning curriculum and professional development um for C Frost Middle High School Grand Grand Rapids University Prep Museum High School in Ottawa Hills a three-year agreement with project wayfinder the next three items are amendments to our blank out orders for the operations Department uh we have one for boiler services and hbac services with Andy Egan another one an additional Amendment for Bas and electric we're still looking to go out for the RFP we just haven't and had a few more things come up so this time we've got the additional increase in there that will carry us over hopefully until we do get the RFP out um but knowing that we don't have a December Finance having a new board come in in January it's going to take a while to get an approved um additional vendors on there as well so um the last number seven then is an modify the blanket for Dean boiler and Burner Service so those are our general operating items Mr smart just um uh made a note that today the electrical RFP went out okay here he comes Mr smart come on down hi hello um so so yes as I was leaving the office Mark was putting the finishing touches and is going be posted today uh we're expecting uh mid December to hear back uh from the responses and our intent is to propose hiring two different companies not just one uh we're looking at maybe North and South um and we will bring forth that to you for consideration uh possibly in January um so our intent was to have something in place with Basin through February very good thank you and then project wayfinder that's a renewal or is that a new program that's a new I okay all right that answers my question unless you have any specific questions about theal no okay great okay thank you all right over to our grant we do have a couple new initiatives for after school um one with Bridge Street Ministries and we have worked with stem Greenhouse but this is an additional after school program for students at those listed schools um under support materials looking to activate the program with The Literacy Center of West Michigan for a family literacy program that's one we've done for several years um under number two we are looking to continue our work with the center of Applied Linguistics or c for some professional development support and coaching for Buchanan Chavez and Southwest Middle High School and under number three looking to still use some of our security grant money to do additional cameras at blanford and Harrison Park um under on the next page then we do have we had a fire at Union High School at the pole building outside so looking to um do some restoration work there as well so we do have an insurance claim on that um so we'll be partially funded with our insurance under the bond projects we have evaluation and design for Code Compliance upgrades on districtwide for elevators that's something that's required in the next couple years so getting a jump on that using our bond money um we have the contract for the renovation of Brickfield and Houseman field they did go out as one bid but we have two different companies one taking each of the projects um we have an A a contract to construct the parking lots at was it four of our schools three of our schools there um and then a contract for the replacement of the Grand Rapids money cafeteria floor any [Music] questions um no actually I'm just going up um it got my attention earli it's about this Union pole building is that pool building or is that pole as in flag pole I'm just it's yeah like the a a metal a pole bar like a metal building external from the building okay got it I just more just curious thank you y hey just you and me have a motion to approve puring agenda I'll support all in favor say I I great motion carries okay our next item is a donation Grant to um Grand Rapids Community Foundation um challenge Scholars Grant you may remember several years ago they started a dream fund um it still exists it's just been a little quieter lately but we did have a larger one come through they are awarding a grant of $7,000 for Union High School for cultural celebration great questions uh motion to move a donation to um Bo for approv I'll support that all in favor say I I I okay next donation and our second donation is a continuation of our execute Grant they've approached us to continue to do some ongoing work um part of it is to supplement our summer workshop The Institute for place space design as well as some additional seal work and um some other additional items in there that is you can read the link the description yeah I did read the description I was a little confused I mean I not at all so confused that I think it's not a good idea but I was confused about um really what the um intent of the uh granny is um sounded like potentially profess professional development but it also um talked about um service to students maybe the service to students is through the U I guess knowledge gained by um teachers um but then I was also confused as this expected to be something that teachers throughout the district are participating in or is this an offering at the summer workshop I just didn't fully understand say we do have um Ed Matthew bears for was here and we've got principal Hanks as well so they'll be much better to answer questions good evening Dr Hanks and I are happy to add a little more clarity on that so Dr Hanks why don't you walk them through what the Institute has consisted of and what were the goals of that August learning yeah so xq you probably know provided us a grant from the founding of our school one of the things we did with with that Grant was in the first uh six years that the school existed we ran summer professional development a three-day workshop for staff to learn our our place-based project based model by that time we had had pretty good retention most of our staff were pretty familiar with our model we began to offer that summer workshop to other teachers within grps and also surrounding districts um you about 50% grps teachers who have of preference to to attend the workshop uh when the grant ran out xq provided us an extension to continue that and then this is a continuation of that that is potentially renewable ongoing so to your point um yes the workshop is at this point primarily geared toward providing the service to teachers across grps and then other school districts um and then uh as as far as um supporting student learning um through the through the professional development that teachers receive but also there's some social emotional learning work that's incorporated into the grant to uh facilitate positive School culture and and a pilot of an exploration of a pilot of uh project-based math instruction thank you very much yeah like I said was just more Curious yeah thank you for sure yeah wonderful thank you uh motion to move um exq Grant to full board for approval all right support all in favor say I I I motion carries on to our financial reports um I our financials are tracking as expected um for those year so I don't have any additional comments to add but if you've got questions no not I do have one more thing I just want to give give you a preview there were a couple items that we were not able to add on to the purchasing um agenda so I did talk to with Miss sh and Dr Roby would like to bring two items as uh a purchasing addendum to the full board on December 9th um one of them is for an Access Control Systems looking to do a pilot at one of our schools as we're also designing aan on Riverside we've got a timing issue in it in that we don't we're expecting the quote next week but we don't have another board meeting until January but we would need to get the order placed before that to get the items here and in place to actually run the pilot program and stay on track to know if the idols will work for aan and Riverside and then future across the district so that's why we want to bring it as a dundum to the full board and the other item is we're looking at doing an electronic timekeeping system so we just got a quote yesterday on what that would look like so that one is a about a $315,000 ask I believe if I remember correctly but if we get it going there's a urine discount so it's about $40,000 cheaper if we get through the paperwork in December and looking to start the project actually more in February we'll pilot with a couple of our groups going through the end of the fiscal year get it up and running and then looking to roll it out for the full District probably in the fall this this for hourly employees at clock in and clock out is right be District wide so like an exempt employee would um clock in for their absences I see so looking to get away from our long time sheets the paper time sheets so finally moving forward now that we're stable on our on our software upgrade and everything so we did employe online our next step is the electronic timeing so if you're okay with that we'll go ahead and get the um so a quick question on that that access pilot piece um if I'm tracking correctly then that's a a product or service that we're considering for Aberdine and what was the other side Riverside Riverside um but in order to determine if that's a product that we want to utilize we're going to do a pilot and we need the equipment to do the pilot and about how much are we talking just actually I want to ask Mr and I yeah I guess I just asked though um and I'm not at all saying that we shouldn't obviously pay for a pilot but I'm just thinking of the world in business and what not obviously whomever this is or who we're buying this from I'm wondering if there's um uh I mean they obviously want our business too and I'm not trying to NE negotiate with whomever this is but that's just where my head is though yeah so we we actually we had done um we're replac in a 35y old system and so had looked at a bunch of different products and um the one that the team had selected is one that uh is equipment that isn't um software specific so there is a software solution that we're putting in as part of it so the hope is is that we'd be able to put the the hardware and the components in do the pilot with the software that we've chosen um if for some reason it doesn't go the way we think it is we would be able to move to different software without having to supplant that Hardware that we then put in place um so that's why the pilot is a little stronger than a regular old pilot where we would just say hey give us 30 days worth of whatever so got it so whatever we're the hardware we're purchasing we'd be able to use whether we go with this particular vendor or not whatever new modern solution we went with would accept all right got it okay that was okay thank and I'm just about how much though you sorry by how much are we talking uh we don't have the quote yet so we're not sure what the total is going to be on it yet but they may be sending it next week but we don't have a quote Yeah so we have got a commitment that they will have it for us by mid next week so we would approve it at the board meeting in December so that they could proceed with it otherwise they're delay next week right we'll have the quote next week so okay not that I thought you meant the okay it yeah we'll have the quote next week so we can get a ping got it I F in your word packet thank you I didn't want to surprise okay our last finance committee meeting of the Year am I right okay well well and I just want to say too I appreciate your time as board treasur you've been a fabulous finance committee chair and board fabulous that's word well it's been my honor serving on the finance committee has been um I think the committee I spent the most time on in my eight almost nine years of service and um maybe not always the most popular committee but I have always raised my hand for it as it really is how the district runs and I'm so grateful for the education that everybody in this room has given me um Miss cribs I remember so vividly um when Mr oist was running the room and you would always come in with your binder that I think was this thick and whenever there was a question he would lean over his shoulder and look to you uh because the knowledge base of this District resided with you and here you are and you are doing an extraordinary job as our CFO thank you for your leadership it's been an honor to work alongside you I'll miss you I'll miss you all and I'm really going to cry at the board meeting so we'll save it for that meeting in December all right with that Happy Thanksgiving everyone meeting adjourned thank you