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Good afternoon everyone. Good afternoon. Welcome. We're going to go ahead and call our meeting to order. It is Friday, August 1st, 2025, 10:06 p.m. Thank you for uh giving us the grace on a late start. Just getting through some technical issues. So, thanks for that.
Uh we'll call our meeting to order as we do at every board meeting. We'll read our board norms and protocols. We agree to respect differences of opinions in making decisions for the district. To follow best practices in managing the superintendent and the management of the board itself. Uh to stay on task when
conducting business for the district, including while at board meetings. To never surprise the superintendent or each other. When conducting official business of the district. To read these norms at the beginning of each board meeting and at board workshops as a reminder of how to conduct our meetings. to continually selfch check to determine
if we're following our norms when conducting district business. Um again, thank you board colleagues, Dr. Stubblefield, Mr. Gohane, to all of our staff, and any guests that are present both in person uh or online. Thanks for joining us today. With that, Miss Smith,
would you please do a roll call? Yolanda Clark. Yolanda Clark, present. Randy Lopez, Randy Lopez, present. Robert Milin, Jr. Wanda Brownley Page. Wanda Brownley Page present. Rachel Russell. Rachel Russell present.
Dr. W. Dr. W present. Thank you. Thank you. May I have a motion to approve today's special agenda? So move. Second. Moved and seconded. Any questions or discussion
hearing? Sorry, Miss Russell. Um, we were going to add a executive session C um for attorney client privilege which falls within the um special agenda
um notice. Thank you. Thank you for that, Miss Russell. Uh yes, so we will add um an executive session on attorney client privilege under the executive session um item three. It will be item C. Um,
additionally board um and Mr. Gohane um it's related to the HR report. So there um we will have an executive session regarding HR um before we approve the HR report. Um it's personnel on personnel. Yes, thank you. So that'll
be before we approve consent agenda which is the HR report. There's a personnel executive session um related to the HR report. Um, okay. Any additional comments hearing? None. Miss Smith. Roll call,
please. Yolanda Clark. Yolanda Clark. Yes. Randy Lopez. Randy Lopez. Yes. Robert Milin Jr. Wanda Brownley Page. Wanda Brownley Page. Yes. Rachel Russell. Rachel Russell. Yes. Dr. W. Dr. Win. Yes. Thank you.
Thank you. And before we jump into the agenda, um I do just want to take a moment on behalf of the board and the school district to the family of Deputy Ming um and Officer Ming. Um we uh our prayers and thoughts um are with you and with your entire family. Um so we just
wanted to uh lift you up and hold you uh near and dear and just let you know that we're thinking about your entire family. Um the family of Deputy Ming and Officer Ming. So um just wanted to to mention that and uh that we continue to pray for your entire family. Okay. So, we're going to um would
entertain a motion before we jump before we get to the consent agenda, entertain a motion to recess to executive session um for consultation on um personnel which would be deemed privilege in the at um trying to get the right wording here. uh
on personnel for discussion of uh personnel under the Kansas Open Meetings Act to include Dr. Stubblefield, Mr. Gohane, and Dr. Jones, and uh Mr. Hansford and Dr. Piggrim to
go in for for 10 minutes going in at 112 uh for 10 minutes. So moved. Second. Moved and seconded. Questions? Miss Smith? Yolanda Clark. Yolanda Clark. Yes. Randy Lopez. Randy. Yes.
Wanda Brownley Page. Wanda Brownley Page. Yes. Rachel Russell. Rachel Russell. Yes. Dr. Win. Dr. Win. Yes. Thank you. Thank you, Miss Clark. I will send you the link. Uh, it should be in your email. If you can't find it, please let me know or text me. Thank you.
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[Music] Open session, please. Moved by Miss Brownley Page. Is there a second? Second by Miss Russell. Thank you, Miss
Smith. Let's see. Yolanda Clark. Dol Clark present. Yes. Randy Lopez. Yes. Randy. Yes. Robert Milley Page. Rachel Russell present.
Dr. W. All right. Motion to recess to executive session to discuss I'm sorry. Scratch that. Miss Smith. Sorry, I jumped jumped ahead. Uh motion to approve the consent agenda um as presented.
Sir moved by Miss Clark, seconded by Mr. Milin. Any questions? Miss Smith Clark. Ela Clark. Yes. Randy. Randy. Yes. Robertanda. Yes.
Rachel Russell. Rachel Russell. Yes. Dr. Thank you. Uh, is there a motion to recess to executive session to discuss review information pursuant to the exemption for preliminary discussion of the acquisition of real property under KOMA to include Dr. Stubblefield, Mr.
Gohane, Dr. Jones, Mr. Hansford, Dr. Prim, and uh, Doug Clemens for 10 minutes going in at 138. Moved by Miss Russell, seconded by Miss Paige, Miss Smith.
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[Music] moved by Miss Brownley. Page. Seconded by Miss Russell. Miss Smith. Yolanda Clark. Yolanda Clark. Yes. Randy Lopez. Yes. recessed executive session to discuss uh
for consultation with the attorney on matters which would be deemed privilege in the attorney client relationship under coma to include Dr. Stfield, Mr. Gohane, Dr. Jones, Mr. Hansford, Dr. Pgram for five minutes going in at 151.
Is there a motion to do so? moved by Miss Clark, seconded by Miss Russell, Miss Smith. Yes, Randy. Yes. Thank you. [Music]
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Thank you. Motion to recess to executive session for consult consultation with the attorney on matters which would be deemed privilege in the attorney client relationship under coma uh to include Dr. Stubblefield, Mr. Gohane, Dr. Jones, Mr. Hansford, Dr. Pgram for 20 minutes
going in at 204. Moved by Miss Clark, seconded by Miss Russell Miss Randy Lopez. Randy. Yes. Thank you. [Music]
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[Music] [Music] All right. Motion to return to open session please. Second. Moved and seconded. Miss Smith. Yolanda Clark.
Yolanda Clark. Yes. Randy Lopez. Randy. Yes. Robert Milin Jr. Robert Milley Jr. Yes. Wanda Brownley Page. Wanda Brownley Page. Yes. Rachel Russell. Rachel Russell. Yes. Dr. Win. Dr. Win. Yes. Thank you.
Thank you, board. Um, okay. We're going to continue with our agenda and making a quick time check. I know we only have 25 minutes scheduled for today's meeting remaining. So, we can cover we can get back with the board budget. I know we didn't finish that the last time. Um, a reminder, I believe the August 12th
meeting, um, on the agenda, we'll schedule some time for the department budget conversation as well. So, um, just wanted to acknowledge that I know we're running up on time today. Um, but thank you for your flexibility, board. So, um, just continuing with the agenda.
If, uh, if the board is okay, we can continue with, uh, discussing the board budget. Um, that's where we left off at the last meeting. if there were any additional questions or thoughts or feedback on the board budget. Just as a reminder, there were some changes made specifically around board travel. Um,
Miss Smith has noted that in the budget as well. But if there are any other questions, thoughts, feedback on the board budget hearing. Well, let me just ask Dr. the new math not the new math the new computation
is is the dues and fees is it over the amount at the amount or below the amount required. I think it was already brought to our attention that
the 20 I guess 24 25 26 dues has already been have has already been paid. So um there I will say that there seems to be some confusion. So at the
board retreat, we were told that we had already received the invoices for the um for the items. Um however, those invoices were not processed on the
previous year's budget. And so now, I believe just today, Randy and I received a message that said um that our incumbrance had closed and that we would need to pay those out of this year's
budget. So, as of today, those invoices have not been paid. Um or at least the one for NSBA cube has not been paid. 424 for the current school year. Yes.
Or 2526. 2526. Okay. Yeah. And so the amount that's in the budget, the 50,000 that's under dues and fees, typically what would happen is we would pay the next year's membership or
fees within this current year's budget. So for instance, in 2425's budget, we received the invoice for 2526 and we were going to pay 2526 invoice. That didn't happen. So, if we do pay the membership, that would be included in
this current budget that you see in front of you on the agenda today. That invoice amount would come out of that um 50,000 dues and fees, which was already accounted was already built in there because we were uh accounting for paying for next year's uh membership in this
budget. If that makes sense. Okay, it makes sense that 2425 would come out of this because it had not been paid. Correct. Very simple. No. Oh, no. I'm sorry. 2425 was already paid in a previous um fiscal year. So, that
that's already been paid. Correct. We received an invoice for 2526 that has not been paid yet. Um but it is built into the amount is built into the um 2526 budget each.
No, no, that's wrong, Grandandy. The So, this number this current membership year should have been paid as in the previous school year. And so the number now
would include our 2627. But what we will have to do if we choose to continue with the membership is have both 2526 2627 and our Kansas
or KSB membership. So it would need to be 25 gram plus 15 + 15 30 55 where essentially what you do is you kick out that 2627 that was accounted
for in here. You kick it to the next year rather than this year. Include the 2627. Correct. So it would just be a different practice what we have. Okay. So that 50 could be reduced. No, no, no. Because it this 50 would include 2526. Now,
as long as it But you just said 2627. It doesn't need to include 262. It's 2526 is replacing the 20 2627. The 50 included paying for 2627. We don't need to pay for 2626. You're saying pay for 2627
out of the next years. Yeah. So I just to try to clarify because it was we believed that we were going to pay for the other one out of last year's budget. It was not budgeted.
So this year's is replacing the 2627. Correct. Correct. Correct. So it's no it's not it can't be reduced unless you're not going to pay the membership. What you have now given yourself the option of is next year determining if you're going to continue
or not continue it. and is not in the budget. So, you'll have to make a budget decision in a different practice move. Yes. Let me play this back for my brain. We didn't pay 2425. We did. We did. We didn't. Yes. We did not. We did.
2425. We paid. Yes, we paid. Yes. We owe 2526. Correct. 2526 is included in 50. Originally when the budget was created 2526 was not
included in here because the practice had been that we were paying in the previous school fiscal year. So 2526 should have been paid before June 30th. It did not get paid. All right. So now it's rolling into this fiscal
year. We owed for 2526. Correct. Now help me understand what you just said, Dr. Stfield. Where is 2627? Is that figured in there? That included the amount figured in there? Traditionally, it would be because we
receive the invoices in April. But don't go tradition. Just go in the money there is not. It's not. If we pay 2526 out of here, 2627 is not in here. So then that 50 brings us just to date. Correct.
I needed Yeah. Thank you. And and did we get the credit from Q? Yes. So I believe part of we had credit. Yeah. I believe part of follow over part of what um we were waiting for my understanding of why the invoice didn't
get paid prior to the end of the fiscal year was that there were some credits that didn't get sent to us until after June 30th. So, but but my understanding is that Cube has um Cube and whoever else had credit for us um has since then
sent over the credit or given us the credits for those amounts. Yes. When do when are we supposed to pay them? So, typically like for memberships for in school systems in general, you get the invoices for the following year in
the spring because they start effective July 1st. So typically you're paying the previous year which is why it was saying pay by June 30th because it in order for it to take effect July 1.
Now we're watching who's supposed to pay for this. Typically the invoice will go to the clerk's office and then the clerk will work with our um accounting team to get things paid. Um there were some outstanding things that were we were
waiting for like the um credits and those types of things, but typically they'll go to the clerk's office and then we'll pay. Thank you. All right. Any additional questions on board budget? Mr. Lopez, I have one question. This is
M clerk. Sorry. My only question is I hear the conversation and I'm just curious, are we paying any late fees or anything? It sounds like there was some things that needed to be cleaned up between us and Cube. I just want to make sure we're not paying late fees because of that.
Um, great question, Miss Clerk. I don't know that we are. Um, we can ask Miss Smith to look at those invoices and see if there are any late fees associated with that. So, if Miss Smith, if you could um take a look at that and send that information to the board if there are any late fees on any of those
invoices that we've received if we haven't paid them yet. No, there are no late fees. Okay. Okay. Thank you. Mr. Lopez, I have a question. Yes Mr. How do how do we warrant how do we obtain credits from my general knowledge? How do we get credits? I missps. Sure.
How do we get them? I believe for in these in this specific instance it was Miss Drew had we had paid for some travel and registration for Miss Drew um once she left the board um we would receive some of the credit for some of the registration and other things or flights or things that had been
purchased already um that we would be eligible for credits um but not everything you're not eligible for credits for everything but some some things were. So I think those were some of the things that we were Okay. Thank you. credits. Yeah. And just to be clear, the credits would not have covered the total membership. It would reduce the cost.
Yeah. Okay. I got you. Thank you for that. Yeah. Thank you. And sir, and and did we decide are we still going to be a part of KSAB or Yeah, I think at the retreat what was discussed and decided was with KASB that
we would um continue membership and the hope was that whoever was um able to attend the conference this November. Um part of the conversation was around is what value uh and what return do we receive as members of KASB and other partner organizations including NSBA
cube some of the other ones. Um and with KASB in particular um we had discussed continuing a membership this year folks attending the conference that are able to attend and then having a thorough discussion before we have to make a decision for next year's membership.
Okay. I was also going to add that we also discussed inviting Brian um the KSB president to our uh September board retreat um to talk about our concerns, to express our concerns, and just talk
about the things that his team um is doing or can do um to support us continuing to be members of KSB. There are no additional questions on explain your bottom two items. 483 435
is then the new budgeted and 47924 balance remaining. Um Miss Smith and I don't know if this reflects the change with the travel that we made last time. Miss Smith, does this reflect that change?
No, it does not. Okay. So, we'll have to update that number at the very bottom. Um the 48 the number that's highlighted, the 483 435 should be lower because of the change in the travel um and development that we made for the
board at the last meeting. So, that'll be lower. Okay. So, were there any unused funds from last year or sorry, yeah from from the previous fiscal year
29th and June 30th to July 1, Miss Smith, do you know? I would have to review and get back with you. If you could send that information to the board. Okay. Thank you. Um,
and I guess my generic question is how's that reflected in Dr. Sto Tracy or Brad? How's that reflected in any of our um budgets? I know it's rolled over. I know that much, but how is it reflected? Good afternoon. Uh, Mr. Lopez was on the
right track there with that we can run a report. Leslie can run that for you. That will give you the end ofear balance, what you had in general fund that was unspent. However, I will tell you that beyond the expenditure cut off deadline that we have for the fiscal year, we then because we have to use or
lose state funds, we take unspent general fund money um from all remaining sources and it gets rolled up. So, we see what we have to spend out for the district as a whole, right? So, it wouldn't be credited to your next year's budget as additional I didn't I
know that much and and there's always those um needs that are not budgeted for especially with sped those un absolutely un and that's typically if we had any general fund left over it's usually in
ends up used for additional transfers to those funds where you can carry over a balance bed would be one um at risk would be other those that you know that you're going to need that additional in future years. But that would be a discussion we would have you with you when we're talking about the budget as a
whole, that state budget document. So those conversations are are soon to come in the process. Okay. Thank you. Thank you. Thank you. Okay. So if we are removing
I don't know what the number is from. So, if our current balance budget has us at 483 and we're removing whatever the dollar amount is, does the board need to provide direction for where those
additional dollars go to? Oh, the money that we cut from travel. Yes, we need to give direction since it's already since it's part of the overall general budget. Is that Brad or
Dr. Stefield? we do otherwise each department would have to I thought it was it's so um when the difference between your budget and the department budgets we give the departments a target based off
of where we know there are gaps in other departments. So like let's say we needed to increase the athletics and activities budget. We would say we're adding uh x amount of dollars over there. So, we're reducing your department budget by
this much and then they work backwards. We don't make that decision on your budget. So, this would be the case similar to I think the previous year you shifted the money to student services to support graduation. But your number
unless you give us direction, we don't like account for your money to um address um other areas that costs have gone up. We we look at that in a totality and then we work backwards with
the departments based off of um balancing the budget within the money that's provided. So when we are provided with the number whatever the number is based on the calculations
I would personally like to advocate which I also think is a segue into the next to the conversation that I think we're going to get an update on is um that those dollars be sent to the
student activity athletic budget. the thing that Si Simmons budget is responsible for. That is my recommendation, but I will entertain any other recommendations from the board.
I would like to see the money go to the uh world cafe and the listening tours. So, within our own current budget. Yeah. Okay. This is Miss Clark. I I um heard the recommendations and I do I do support
making sure our sports and our athletics team have what what's needed. I'm not sure it necessarily needs to come out of this budget or if we need to have the conversation of like what's missing. Is there a misunderstanding on what budget is out there and how the budget is being used. So
I don't I don't my part is that I do want to make sure our athletic team has what it needs. I want to make sure our listening learning tour have what they need. But from the sport side, I'd rather understand and make sure that the dollars they have, they understand how
to use them um and what resources they have. Yeah. So, do you want me to address that? Yeah. And Miss Clark, I don't disagree. I think um where I they're going to have to find that $30,000 and I believe that
there are some dollars available, but I was just saying whatever we can do to our part from the dollars that we've asked to be removed from our budget. Um that that could also play a role. That was all I was saying, but I agree with
what you're saying as well. And so before just uh just to wrap things up, I just want to make sure because I see some some looks like just make sure we're all on the same page. So Miss Smith, if you could calculate and make sure that we have the right amount for the budget after we've removed and made the adjustments that were made at the
last meeting today um and give us the difference in the budget that was shown here to what the actual budget is after those difference. Give us that dollar amount if you could share that with the full board. Um and then there's a conversation about what we want to do with that difference that that remaining
balance or that those remaining funds. We've heard a couple of ideas activities fund listening and learning c world cafe or other ideas or thoughts um we could entertain that but then so Jess um some of you may not be aware because people may not have contacted
you. We did um talk about at one point we had a partnership um and that partner was providing $30,000 a year um for 5,000 went to each high school football team and a thousand to each volleyball team. And in addition to that, they did
some other activities like media day and um some other evening activities. We had to separate from that partnership. Coaches um were just notified within the last week or so. So some of them have reached out or put stuff on social
media. What was shared with them was we have to separate from this partnership but we are um our plan is to uh provide that money because they were counting on it this year the 5,000 towards football and a thousand towards volleyball. And
we believe um we've been able to adjust some other budgets um to replace that since they were um it was such short notice um and just not getting into details, but that's just kind of how it
played out. Um so I believe we have a plan moving forward. Um we can um work to create our own media day and do some other things to address that. That's one component. The other thing that often comes up is the district does provide
uniforms like the stuff that you need where coaches and um teams or um groups um typically want to do more. There are um sponsorship guideline not sponsorship we don't have sponsorships donation
guidelines as well as fundraising guidelines that Mr. Simmons share with the athletic directors and they share with the coaches annually. Some coaches take advantage of that and leverage it um very well, others not so much. So, we
try to fill in the gaps there. So, we're still really u Mr. Simmonson if he can speak if necessary. We still are really trying to make that happen, but just to be clear, we do have money allocated for like uniforms, transportation, and that
sort of things, but there are some extras. Um and that's typical in any district. They some places have strong booster clubs and they provide that. Um this particular partner was just filling providing $5,000 for some of those
extras to all of our football teams and all and a thousand to our volleyball teams and we we will be able to backfill that. Um I just need to firm up some things with Brad. um we're shifting some dollars from um another budget
and I just clarify that the only reason we knew about this there was no conversations, no anything. I literally read online and so I I can't speak for Miss Russell. I read online and I dug online and I read all the comments. That's how I knew.
Oh, you're saying from staff? Yeah. And I didn't know until board members that may think that there was some information that was shared. There was no information shared other than me reading. And so then those emails came to myself and Mr. Simmons from coaches and other
people as well. So yeah, any questions on that specifically? Um, and I know we're going to run up on time here. Miss Question, but a comment. Now, I know we go through this every year and you were saying where the money could possibly go
where I've had some teachers swear they're not getting anything for supplies. Again, I don't know. Okay. And we'll I just thought we have extra. We'll we'll follow up with the um executive directors of schools. We did last and we'll check with the
principles. We did last year in the budget said there was a line item for uh dollars allocated e by grade level or by department. So we'll follow back up on that to make sure that that is happening. I'm not saying like we
know we have a process in place but no it may be accurate. If we had extra money maybe we could help them. Yeah. Another allocation. So there there there's a line item in the schools budgets and we didn't unless it was a reduction based off
federal dollars or title dollars, we didn't red we didn't touch schools um budgets. Yeah. Okay. Um and can I ask one more? Go ahead, Miss Brownley. Since the national government released
the funding, how soon will we get that? So, um the KSDE said we're hoping within a month. Like they have to um release the money to the state. The state releases to us and it may it's going to take at least a month um is what they
projected when we're at the state conference this week. Yeah. Okay. Thank you. Okay. So, u want to respect everyone's time. Um we're going to go ahead and um end for today, August 12th. We do have our regularly scheduled board meeting.
There are no reports or anything necessarily going on there. There's some business that the board has to take care of. Um but we'll dedicate some time to go through department budgets. Um I know several folks have already uh several board members have already submitted questions. Um we've sent responses or they should be in the board library. If
you need help accessing them, please let Miss Smith know or contact Dr. Stubblefield. But questions that were submitted um did have responses um sent to the full board. Um and then we'll dedicate some time on August 12th for that. Dr. Stfield, and I would also add at the last meeting
there was a question about um the budget being aligned to the board priorities. We have created a document that shows those items. Like this is our first stab at it. Um we'll share that link with you in the end of the week and we'll continue to update it. But that'll give
you some time to look at it and if you have questions around those things or feel like if there's a gap, you'll have that um actually today. Yeah. Awesome. Well, thank you everybody. Uh welcome back to all staff that are starting here soon. Um see you all in somewhere next
week. Uh definitely a convocation next Friday. Can you remind us what time is convocation? Dr. Next Thursday. I'm sorry. Next Thursday. Thank you. The doors open at 7:30. We begin at 9 a.m. Um, it's from 9:00 to 10:30.
However, we are building in time for people to socialize and interact. Um, while we'll we'll target to end at 10:30, it doesn't mean you have to leave the facility right at 10:30. Um, I believe homefields concessions may be open. We'll confirm that.
Yeah. And just make sure you check for parking. If you're driving yourself, parking can be a little tricky. Um, so make sure you plan for that. there are buses available for folks departing from different locations um if you would rather take a bus to and from um
convocation. So again, thank you board, thank you everybody, thank you staff. Um with that, this meeting is adjourned. Have a great rest of your week and weekend. [Music] Hey, hey hey.
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