And we have some our staff and and new guest. So, welcome all. Um, Miss Smith, would you like to call the role? >> Yolanda Clark. >> Yolanda Clark, present. >> Wanda Brownley Page.
>> Wanda Brownley Page. Present. >> Dr. Win. >> Dr. Win present. Um, Miss Dr. Stubfield, who's going to share the screen with the agenda? And while she's doing that, >> I don't know.
I need to pull it up. [Music] >> Appreciate it. Hello. >> Hello. >> Hello. We're we're waiting for Dr. Stfield to um post the agenda and then
we'll quickly move to you. >> Okay. So I should be ready. >> Miss Clark or Miss Paige, have you had a chance to look at the agenda? >> I have. Got it. Okay.
Now, I'd like to entertain take a quick uh look at the agenda. The main uh body of our discussion will be revisiting the scoring breakdown uh that Mr. Carell has
had a launch this this year and some of the other items we need to discuss that he needs from the board. So of course we will have the initial discussion and then of course the full board has to uh
agree and then probably time will permit us to look at the board finance goal because with this being October technically we have two more meetings the first Friday in November and
December and there is a um first semester action that we're to look at. So, if you're prepared, I need entertain a motion to approve the agenda, please.
>> Second. >> Discussion. >> Miss Smith. >> Yolanda Clark. Yolanda Clark. Yes. Wanda Brownley Page. >> Wanda Brownley Page. Yes. >> Dr. W. Dr. Win. Yes. >> Thank you. >> Okay. Moving along to old business. We
disc had a discussion um the most recent was February 27th, 2025 about the use of consultants policy CJ J and the new language that we added that
the policy reads the superintendent may contract with professionals consultants in accordance with policy DJFA. Administrators may recommend consultants to the superintendent. The superintendent shall report any use of consultants to the board and provide
updates as requested and the new language that was on a third read uh of February 27th, 2025. The performance of consultant shall be evaluated based on the district's evaluation tool with performance being
considered prior to any contract renewal. And if um for future reference uh that is CJ uh C general school administration use of consultants meeting February 27th
2025. So based on that questions from there Miss Clark, Miss Paige, Miss Paige, you're you're new at this so don't hesitate to ask any questions. I is that something we're doing now or we need to approve this
before we start? >> No, we approve that language that is in the policy. What we have been um discussing and we haven't revisited in a long time was Mr. Corell creating the
and you have to refresh our memory of the of the software that we we're using um that has the evaluation scorec card. So that where it says why it says based upon the district's evaluation tool, it
may change what we're using now may not be what is used in two years. um and that there may be different tools used. So that's why it's generic. So so the evaluation tool idea has been
approved by the board. No no numerics, no numbers. That's what the board has to yet still approve. Miss John, Miss Clark, >> Dr. When I was thinking in that, and it has been a while since we touched this, but I think I remember the board also
having conversation around the verbiage of if a vend although they score a certain way, can they still be used or not? >> Yeah, just getting the the discussion, we had to back up to where we at least agree
on. Okay. So then is in the attachment and and stuff know how we going to move forward on a lot of our committee meetings. We're on meet Google meet
platform and this agenda is in diligent right >> correct? Yes. So, unless you can manipulate two screens, it's going to be or two computers, it's it's going to be a challenge, but we're going to make it
through. Okay. Um, so really the the bulk of this meeting is for Mr. Carell to bring us back into this zone. Please refresh our memory of the the software, what you have done, and how we should
proceed. Okay. Thank you. And you're on mute. >> I am. No, I'm not. I saw that. Okay. So, the software is contract now, which is our contracts repository, and it's called balance scorecard. And what the
balance scorecard is is that we set up criteria uh for each contract depending on what kind of contract it is. what I'm concentrating now and and if you'll look at that consultants uh scoring breakdown
guidance I'm I'm I'm concentrating on the consultants agreements and I have some that are up and running I have like eight that are put out and what the you know after a period of there you go
after a period uh a survey is sent out to the stakeholders only uh regarding these these various criteria. What I need you all to do is to decide if what I've come up with is acceptable
as far as the criteria goes or if there's something else that you want to you want to see. But I'll get back to that later. Um so the surveys are sent out to the stakeholders. The stakeholders apply a score, you know, 90 to 100%.
It's a percentage that they do. And what this is is their guidance on, you know, what the scores could be, you know, based on their interpretation of how things are going. They fill out the survey. What the survey the survey would
then come back to me. The system logs their responses as far as the percentage goes and then does an aggregate percentage to see how well the uh you know the contract holder is doing.
>> Okay. Stop. Could you enlarge that Dr. Stef please? >> Yes. >> Miss Paige, can you see that? >> Uh if you could bring it up a little bit more >> then. Okay. It's going to go off of the
>> Well, collapse the um the side the left hand column. Collapse that. >> I don't know if you can do that in diligent. >> Yeah, right there. Right next to the like the um setting wheel.
>> There you go. I I just learned that myself. So, >> better. There you go. Is it better on this page? >> Yeah, much better. Thank you, sir. I'll scroll up and down. >> Miss Clark, you okay? Have you se Do you have access to this, Miss Clark? Other
than the screen? >> Yes, I do. I'm here with you. And so how I came up with this is basically listening to you all um you know ask questions uh you know in board meetings and things like that that you know how does this influ influence student
academic performance uh student engagement participation um you know how does it meet the goals uh and then I kind of came up with some other stuff you know so whether this is how you want me to score these It it's
up to you, you know. Um, we could change it, you know. I just need your feedback on what I've come up with. >> Okay, let's let me stop >> these. And if you can scroll up and down, Dr. Sty will
>> on student. You want me to? Yeah. First one is influence on student academic performance. The second one is student impact impact on student engagement and participation. achievement of defined project goals, quality and relevance of content,
engagement and presentation skills. >> Okay. Now these survey and who how do you define stakeholders, Wayne? >> Stakeholders are the people who send me the agreements and so the stakeholders are the ones that initiate the contract
review. Um I ask them questions about you know who all is participating in this. If you if you look in here, uh, you know, if they want to do subserveys like of students or or whatever else, they're allowed to, but I, you know, I
don't see those. it it's just you know the feedback that they get um you know that they see as you know stakeholders and you know if they if they want a teacher involved I can do that but they
need to tell me who it is so that the uh survey can go to them I need to know the email address for that >> right and what Miss Clark said she remembered is that what we did not determine is essentially what's a
passing what's a failing score >> right you said 90% was passing and so >> I said that that >> well I've heard I've heard >> down in flames >> I think there was a combination of things >> wanted to see 90 and over like I said
I'm just you know listening and trying to you know yeah come up with with something that will work so um if I mis if I misheard you No correct as I said that wasn't acceptable. So we
have yet to determine >> Mr. Carell if I'm if Dr. If I may, I think it was I think it was the score came into play, but I think it was more of just because a vendor scores a certain rating does does that mean that
we cannot use that vendor? Like is it still up to whoever to make for for discretion? I think that was part >> yeah what you're going to get from me. Um well, when the contract comes up for renewal, you'll get a report from me. um
outlining basically what was here. Hold on. I think I have a draft of it that I can tell you about it. And so I was working on it here. >> Wayne, do you want me to stop sharing so you can share?
>> Yeah, stop sharing and I'll show I'll show this and >> I'll put it on screen so I can see it. >> And we'll make sure every board member has a copy of this, >> right? all the all the paperwork we have because it's been a while since we've
visited this. >> Okay. So, window here evaluation. Okay. And so, can you all see this? Okay. I'll make it bigger. >> Now, we can. Yeah. >> Okay. Very good. So you know I'm coming
up with a template um consultant evaluation report which will accompany the agreement uh that comes to you for the renewal. Um there you know there's an introduction that basically tells you how everything was scored. This this is the scoring as
I have it now. Um it'll give you a summary of the results. you know, the average score and the ultimate rating, whether it's one through five. Um the the subdimension analysis, which is the academic
performance, you know, it's kind of a repeat. I need to fix that. Um the strengths that they put in the comment boxes, areas for improvement that they in the comment boxes. I was I was thinking about putting a section six for
recommendation, but that's up to you all. Um, all I can do is give you the data and then you all make a decision, you know, and you know, when an agreement comes back for renewal, you'll have an opportunity at least at a board
meeting to uh ask the stakeholder, you know, the the person sponsoring the agreement, um, more questions if you need it. But you'll at least be armed with the the feedback, uh, for each of the categories.
And is there any time Dr. Stubblefield that you all would not recommend? Would you all bring a contract for for renewal with a nonrecommendation? >> If we're bringing it for renewal, we're
recommending it, >> right? Um, in the in those cases, there are some contracts that we have to do uh based off of either federal grants or things like that that the score may be
low, but we have to do it because that's the platform or the whatever that is required by either either that grant, whether it's a federal grant, a local grant, or whatever because the benefit sometimes may outweigh that. and we may
be working with them. So it just and then sometimes some vendors have a monopoly and >> Dr. Stfield before you go ahead though hold that thought. While the grant may require the services do your grants require a specific
vendor. >> Some of them do. Um and um for example well I don't know if we this is not a good example. we don't pay for it. But like right now, all the title schools have to have their um school improvement
plans in Kansas Star. We don't have a choice not to put it in there. So it's those kind of examples like this is where your program has to go. Yeah. But they're consistently not
meeting our needs as is required by federal or state. Is there no opportunity for you or that grant T director to give feedback to the
departments that they're not meeting the needs of the district and the student? Yes, we have an opportunity to give feedback, but in some cases it may be the only vendor that provides that service. Okay. There are entities that
have a monopoly on certain >> but that is unique. That is not >> that's unique but it's real. >> It's got it questions thus far from Miss Clark and Miss Paige. >> That helps. I like the categories that
are set up. I don't have a question and it's good to know if the grant says this is what it has to be that we understand that and then is there any way to renegotiate that if we feel that it's
not really meeting our needs this particular company that we switch to something else would they allow you to do that >> yeah it all depends on the company or the grant I mean you know we talk to the company. But you know, grants are
usually pretty stiff on >> whatever they do. But you know what I can do is I can do an extract from the agreement if there's a requirement, >> right? >> And I'll put in the um you know, I I don't know if you saw me typing this. I said add grant requirements and slash
summary. Um I can do that, >> right? So part of contract now. Um, here I'm gonna I'm gonna share my screen again. See if I get to where I can see what I'm doing with you all. So, hold on. I'm
sorry. Okay, show window. So, >> you know this is our new normal now. I I know I'm I'm I'm still trying to learn it all. So, >> we're all there. We're all learning.
>> Okay. >> Okay. >> So, Okay. So, you you'll see these agreements and what I'm going to do is I'm going to open. So, I'm going to look up an agreement just just anything here and show you
what the system can do as far as what you know what it extracts out of there. um because it's going through this I'm pretty sure that it's um and let's do this one. Okay. So, what the system does is it
automatically um using AI. It extracts the contract summary. It also uh tells me what our internal obligations are, you know, based on, you know, the district part of the agreement. And it also tells what the external uh
obligations are, what the other side's part of the agreement is. And it gives me the summary. And so, you know, it won't take a ton of work uh to pull out the obligations that we have, whether it's a sole source uh thing or, you
know, whatever we have to do uh that's contract related as far as renewals or anything like that, it it'll it'll populate here. And so I should be able to find it. And you know it'll I can also uh actively search the agreement
itself because it'll do an OCR of the agreement. Um optical character recognition and I can search any word in the agreement. Um and so I do a fairly thorough summary uh when I send you the
report for you all to consider. Now, we know AI is great, but do you ever think you have to verify what you >> Oh, yeah. I always verify. >> Okay. >> You know, one of the things that they have on AI all the time is that it can
be wrong. >> And I believe that, you know, it's just, you know, Geigo, garbage in, garbage out. I always make sure I always make sure that uh you know it's it's accurate
from my experience and I'll double check it against other sources too and if I have a question about anything I'll definitely call the vendor. >> So this is the second year going into the second year we've used it. Correct. >> Yes. And it keeps getting better all the time. They updated the AI feature of it
like last week and so it it it gets more detailed. Um and so you know I'm hoping as the year goes on they'll add more features to it. >> Great. Great. Okay. Um
Miss Clark, Ms. Paige, questions, comments on this thus far? We've got the um and help me again. What's the cost of this to the district? >> Um, it is under 20,000. It's like 19
right now. >> Okay. And that's per year. >> Per year. >> And do we have any other additional um cost? >> Um, no. >> Okay. No. Okay. All right. Um, and it's
and it's on renewable one year each year annually. >> Yeah. I I just signed one-year agreements on those things. Yes. >> Okay. >> Just to make sure that we're adequately funded. >> Okay. Um questions, Miss Car, Miss
Paige. >> I don't necessarily have a question. I think my comment would be I agree with making sure that it's indicated somewhere those that are maybe connected to to a grant or just like there's not an option in these situations. I agree that that should be documented somewhere
and easily able to see. >> Okay. It shows that we're limited and there are some limitations. Otherwise, there no limitations. >> Correct. >> Um >> when you collect your data, could we just add that it's grant funded to the
what the >> Yeah, I I I type I type that on there and uh whatever report I create um will have whether it's grant funded or not on it. I would think at least knowing the source of the money might help add some context to any anything else that we
gather data wise. Thank you. >> Right. Sure. And then you know if it is grant funded you know I can tell by the GPP and I can put a little more detail on it as far as you know what grant it is and you know I can put some of the grant requirements on the summary as
well. >> Yeah. What is the number of stakeholders you'll have from time to time? Range from two to >> range from one to three or four. Um you know
>> so it it just it just depends. But you'll know who the stakeholders are um when I submit it to you. You know >> exclusive. >> Yeah. There's some people that initiate the agreements and then leave. I'll put who started it and if they left I'll put
who their replacement is on there as well. >> Okay, >> that I know about. >> Right. And just to go back that the board needs to have some conversation and make some determination on on performance >> onion. Yeah.
>> Okay. So as far as the consultants go and then if you look on that second page I can I can share again and show >> is it types of agreements to score is that what you're looking >> yeah agreements to score um window
I'm trying to share it's taking us time >> you show my screen anyway >> yes we can see your screen. >> Okay, very good. Okay, so um >> take out your side column so we can please
>> Yeah, I know. I'm I got a I'm actually trying to do it on on the visuals. So, hold on a second. I will. Okay, that's the roll out plan. That's not it. >> So, talking to Mr. Carell in the hallway. We just had a brief
conversation about >> categories. This does present us with five categories at now Mr. Gr, let me at least five or these
>> these are you know the you know five. Yeah, I I just limited the five and there can be more if if you want it that way, but I was just, you know, trying to keep it simple for at least a while. >> Could you enlarge it, please?
>> Oh, yeah, sure. >> Get rid of this. >> Okay. >> So, education consultants and trainers, those are what we're doing now. Okay. Um, next up would be speakers and workshop facilitators. I think that's an
easy one to do. >> Can we go back to education consultants and trainers? All right. >> Yes. >> Um, >> where it says professional development providers working with teachers on strategies are consultants and trainers also used
for staff? >> Yeah. like uh Head Start um uses consultants for staff. >> I mean staffing, you know, we were talking about staffing and down here I
staffing and support >> um if you wanted to include those. But yeah, you know, the consultants um trying to think who does consult I mean >> the example that I gave was contracted
services. So like proximity EFS um the con those contracts that um uses for staffing because that's >> Yeah, that would be that would be this one. >> Yeah. >> Right. That'd be number five. So So that then answers my question why number one
is limited to teachers. >> Okay. >> Yeah. >> And here I'll try to get it all on the screen. Can you guys >> That's okay. Okay. >> Number one, any comment, Miss Clark,
Miss Paige, on education consultants? These are the this is just a category of who would be in which contracts would be reviewed and scored. >> I I don't have a question. I think it's
good cuz when we went to Cube, they suggested that if we weren't getting our bang for our buck that we need to reassess whether we're going to keep this up cuz, you know, it'd be foolish to keep doing the same thing and we're
not getting the results we need and this would help. >> Okay. >> And and Dub for this this is the only this is a specific I mean Wayne did it. he knows what you're doing too. But for
education consultants and trainers, this is predominantly how they're used with teachers on strategies. >> Yeah, it's professional development. It's typically is I think the broad category of strategies that improve
instruction because they typically are providing some sort of um strategy or something that is required that we have to they have to be able to uh deliver. So, I think and uh Miss Walker I know is
on here and she monitors a lot of the federal grants, but I think the broad topics of strategies and curriculum alignment would cover anything that they would be doing. >> Great. >> Ready to move to Clark and Paige?
>> No, I'm good. Same. Okay. Okay. Yes. speakers and workshop facilitators, motivational speakers, facilitators delivering specialized workshops. And the reason I'm asking us to look at this because your criteria for
evaluation is linked to this. Correct, Wayne? >> Right. There'll be new criteria for each of these. And what I would do I would create a library which will help me just cut and paste when I'm creating the
surveys to make sure that I'm at because there's no there's no oneizefits-all survey. >> You know, I I want to keep it limited. I just want to do like five categories because, you know, fatigue and filling out forms is a real thing. Um I do it
all the time and and I don't like doing anything that's too long. I don't want to put a lot of people through, you know. I just want them to assign a percentage to five different categories, add comments if they want to, and then hit submit and it'll be done.
>> Okay, great. >> Three tutori tutoring academic support services. >> I'm sorry you broke up there. I didn't hear you. >> Just we're moving to number three. Okay. >> Number four, educational software and
technology providers. >> So, the ones that you guys want to do, like I said, I would create the criteria and send them to you and let you look them over and make sure that I'm on target. >> Okay. So one, sorry to disturb you again, Dr.
Doublefield. Does proximity fit number four educational software or they can be >> No, they would be five. It's not there's actual people. >> They're like it's a it's a staffing. We
don't >> got >> software that is included, but they they would fall under five. >> Okay. I think or something like that for four. >> Four would probably be
I Ready. Any of those. Um >> did you coach? >> Yeah. If we still had it, we don't have it anymore. >> Yeah. >> Can I jump in here for just a moment, Dr. W? So, one I can give an example of
a software that uses people is would be Ignite. Um, it's a reading program, tutor program, fully funded by a grant, but it's not really Well, I guess it will be specialized support service. I take that back. They will be five. So,
we'll through there. Yeah. >> Well, the of course the stakeholders would refine the list as well. put it identify which category to go into as well. Yes, Miss Clark. >> That kind of leads into my question. So,
I was trying to figure out for three an example of three because if I understand correctly, a lot of our tutoring services are more volunteerbased question mark versus >> I just want to make sure. Three. Yes.
>> Yes. >> So, three one that's a contract would be TPT. That's a contracted tutoring service. Um, honestly, Ignite probably would fit under there because they're not tutoring, but there are some paid
tutoring. If it's volunteer, it wouldn't be on here. >> Okay. >> And go through this. >> Okay. >> Yeah. >> Okay. And once we figure this out, the um submission form that people are going to
use to submit their contracts, you know, because I can't I can't always tell what they're for. I'll have them, you know, select. >> Great. >> Check it box or whatever. Um >> Yeah.
>> Anything you want to add, Miz Paige, before we get off this? We're we're we're ready to um almost recommend all your documents once we see I mean you haven't made any revisions or we haven't
asked for any corrections. So um >> yeah no once you guys are okay with two three four and five yeah >> I'll create the u the criteria the the review criteria >> and send it to you for just a a look see
>> you know whether you want to do it I don't I don't know when you do it I don't think you do it in an open board meeting or anything but in one of your meetings you you talk about them and approve them and then I can start you including those
agreements in the surveys I send out. >> Right? We can approve the five categories types of agreements to score today and then of course we recommend to the full board. >> So we have the types of agreements. We
have um what was the other sheet you >> you had did you have the gatekeeper balance scorecard workflow? Um, you know >> what is that? That's type of agreements. What's your
other form? >> My other form. I guess >> you showed us first. >> Dr. showed us. >> Yeah, there there's nothing else that you all need to show.
>> Uh, we we do need to approve your or at least see the >> scoring breakdown. Exactly. Consultants bring down guidance. >> Uhhuh. >> Right. >> Yes, please. >> Of course, I closed it. So,
>> and do you Let's see. the gatekeeper balance scorec card workflow is >> oh that that's a that's an old document um >> we're not using >> you know if we've kind of evolved from
it >> okay so that so we're only looking at two documents to approve to recommend to the full board >> right can't find that now so hold on
>> it's on it's on it's on my desktop top uh >> and it's identified as consultant for you, Ms. Smith. Consultant scoring breakdown slashguidance draft. >> I don't know why I closed it. >> So, right,
>> it's reopening the the wheels spinning, but it's taking a second. Okay. Oh, there it is. Okay. >> Yikes. Okay. So, sorry on the >> So, you see it now?
>> Yes. So, Miss Clark, Miss Paige, we're looking for a motion to approve for recommendation to the full board document number one, consultant scoring breakdown guidance as a draft.
Just scroll down a little bit, please. >> Okay. Yeah. Hold on. Something wants me to save. >> There you go. And the second one we just looked at entitled types of agreements to score. There they are.
>> So move second. >> Been moved and seconded. Discussion. >> Go ahead, Miss Clark. Well, again, we're recommending with with still understanding that the um there are some
there's some grants and some consultant contracts that there are limitations and that we haven't determined what the I don't know if this is a proper use this term cut scores are, who moves forward, who doesn't, but right now
we're just looking at we just prov these two uh documents. for the board. >> That's that's it. That's the clarification. I just wanted to make sure and that's what I was getting ready to talk through is just making sure we were in alignment that this is the recommendation for the scoring only. We
have not touched whether or not um this how the score impacts the decision. So agreed >> how the score impacts the renewal. >> Yes. Yes. >> Decision for renewal. >> Yes. >> Question, comments, Miss Paige? This is kind of your first time seeing this.
>> No, I I like Again, thank you. >> You're drinking water from a water hose. >> Yeah. Yeah. I I appreciate you doing that cuz when I first saw something like that at Q, I thought it was excellent that we need to make sure we're getting our bang for our buck and this is one
way to do it. And then once we work out the second part, we can be on one accord and show the public that we're doing the best that we can with their funds and making sure that things work.
>> Okay. >> I know this is a quote from a movie. It's like Moneyball or something like that. It's about getting down to one number, you know, um so you can evaluate things based on that. And that's what you'll see in the scorecard is like you
know uh with the aggregate it'll be like what 92% or or whatever. I've showed you this before in in past meetings >> that how things look and you know you can see the history of the agreement as well you know going up and down um you
know see the trough see the improvements and um it's a it's a pretty good tool and um you know hopefully it helps you all >> and what is added addition is that you like working with the the tool.
Well, yeah. I mean, anything anything new, like I said, I give I give new a big hug every time. Just, you know, things have to things have to move. Okay. Get stuck in our old ways. >> Miss Smith, call the call for the vote, please.
>> Yolanda Clark. >> Yolanda Clark. Yes. >> Wanda Brownley Page. >> Wanda Brownley Page. Yes. >> Dr. Dr. W. >> Dr. W. Yes. and this at the next regularly scheduled board meeting. >> Okay. Um Mr. Carell, we could not access
the action plan. It's only been many months. >> That was more of that was >> you remember that was more of the kind of like strategic plan for the finance business. What's your department called?
Finance. >> I wasn't I wasn't sure what you're talking about. So, yeah, I'll uh I'll get that to you. >> All right. >> So, I need a motion. I need a motion to table item B under old business, please.
>> So, move second. I'm sorry. >> Moved in a second. Um the action plan was it was a um describe the action plan, Mr. Carell. We're going to take >> Well, I had an You know, I think I actually think I have it right here. I'm
just kind of trying to find the right folder because I have a a board folder on my desktop. And what it was was, you know, all of the things I was going to do with regard to purchasing.
I think I can find I'm not Oh, hold on a second. There it is. Well, it it >> all the contract reviews that I do, my desktop just gets cluttered with uh tons of >> compilation. Yeah, it's a compilation of what Mr. Carell
listening to our conversations really anticipating questions and requests from him. Did you find it? No. >> Um no, I'm not seeing it right now. >> That's good. That's good. We're going to table it anyway. So, >> Ms. Um Smith will table until November
for the next board me next finance committee meeting. Um call the role please on tableabling the action plan of the purchasing department. Miss Smith >> Yolanda Clark. >> Yolanda Clark. Yes. >> Wanda Brownley Page.
>> Wanda Brownley Page. Yes. >> Dr. W. >> Dr. Win. Yes. So we've tabled the with with again Dr. Stufffield has to leave it too and and Miss Clark you have to leave it too.
>> Uh I can be here if okay if we continue. Okay, we won't go past 2 230, but there is now um the board finance goals. We um I don't know who can share that. We we
looked at this at the retreat on Monday and we did not do anything but kind of discuss it because if we look at once again the goal of the board
when it comes to financial planning and the action steps and the first semester activities ities. We have a lot of work to do. Um it reads that the objective is to
align financial decisions with strategic investments that eliminate disparities and maximize student outcomes. Um >> go ahead. You going to join? I thought someone was explaining things. Um, if you look at the action steps
after we understand what aligning financial decisions with strategic investments that eliminate disparities and maximize student outcomes, after we decide what that entails, you see underneath four enhanced action steps. One,
creating a transparent financial decision-making framework through the finance committee. How we're going to do that? collaborate with financial staff to ensure long-term s sustainability of student focused investments. We have
to identify which student focused investments we're talking about. Determine the minimum cost in mills to operate the Kansas City, Kansas School District. And remember these these these are board goals, but that this coming under some of the activities of the finance
committee. Prioritize funding for programs that close opportunity gaps and support post-secary readiness for all students. And then the metrics for first semester and I guess I need to ask for clarification from you Dr. Stubblefill.
Um what was and we did not clarify. Oh don't reduce. >> Dr. Phil, you're on mute. I had to my screen to see my mic to do that. So, >> okay. >> I was saying that and then I could get
big again. um what I was sharing what I'll share when you look at it those four things for the entire year however for first semester your metrics of
making progress was so the first one we've done or you're in the pro you can still go back and adjust is development of the district budget for 2526 you did that when you approved the budget um ba based on the building needs
assessment. So >> right >> this school year that you have done semester one >> the second one semester one monitor process compliance assess forecast accuracy track initial of investments those are
the things like you're putting in place right now what you just we started with Mr. Corell and then as we have our budget meetings and you're looking at the departments and that sort of thing. Um and then whatever else you determine
that you might need from staff. And then the third bullet for first semester is compare financial decisions to outcomes. Refine forecasting meth methods. Evaluate investment effectiveness while considering unintended consequences. So
as you as we look at those contracts when you get the update actually it's in december when you so you just got the cap assessment baseline but then when you get the update um in December around the kisa outcomes
progress those will be tools that you can cross reference um from some investments and then whatever else you deem you would need to refine the forecast. So, some of these things will um as you lay out the agenda
for the special budget meetings when you're reviewing department budgets and looking at those things um in conjunction with what we just did, we probably get you through um those first three bullets for your
metrics, but then if you back up to your bigger action steps, you creating a framework and that sort of would be important to do, but um I don't know which order you would do some of those things. That's how I interpreted it. Yeah.
>> Okay. >> Yeah. >> So, if I understand correctly and I please give feedback, Miss Clark and Mr. Ms. Paige, the finance committee specific charge is number one.
I mean not us alone but the board we we implement whatever the transparent financial decision-making framework is that's what we implement that's the that's the lens we do do view
our activities correct >> um correct like but there's not do you have a framework that you have agreed upon if not that's that would be the first step is to create the framework and >> right >> right yeah
>> I think where I was getting hung up on Dr. win just so you'll know as we're speaking is implement. I just I that's where I think I was I was thinking about are we implementing or suggesting well if it's created through the
committee how how else help me understand why you what the two two are those two actions in your mind. I think so. And maybe maybe I shouldn't
be thinking about them this way, but since we're clarifying, yeah, I think we're got to flush this out here because we if we're supposed to create it through through the finance committee, what what do we do?
>> I think I was thinking about a final board approval. That's what I was thinking about when I say suggestion like we are creating recommending drafting for final approval.
>> We don't do anything independently. >> Correct. Yeah. And I think that's what I was thinking about. So once again put these rules on paper. Who is supposed to create the transparent finance decision-making framework? The
board >> it says I think the finance the way I read it and read it and the way I remember the work would happen similar to what you just did around the consulting and all of that. Okay. finance committee and then whatever you
come up with you would take to the full board as your recommendation. They can give feedback or accept it as you okay. >> But the work of creating a transparent financial decision-making framework through the finance committee the work
would happen here similar to what you just did with the evaluation. Yeah. >> Okay. Well, >> Miss Clark, Miss Paige, do you have any ideas, initial ideas?
>> Mr. Curry, I think who else is on here? >> Mr. Isnar, I think one of the things that we can do, uh, Dr. Wyn, as uh, staff is to put together, um, a a a rough draft of here are the things that
we would suggest being in a framework. Even if we had just like a skeleton of of framework that we're like we can this is sustainable and we can implement it and then you all can get feedback around it unless you all just wanted to start
from scratch. We can do that. I would say we could have something for the next finance committee meeting of a framework and structure around here's how because right now we are making decisions and recommendations through you through some
sort of process even though we may not be like written out and chair but then we can share that with you. >> Okay. >> Okay. >> And then I would ask that Miss Clark and Mr. Lopez actually sent maybe a notice out to the excuse me board members to
also be thinking of what that would look like because it it doesn't make too much sense but we have to start someplace. >> Mhm. >> But that >> obviously other districts do this. I mean we're not we're not creating in
reinventing the wheel. I I just don't know what it looks like. But that part of it like you say the consultants evaluation. Um, another thing that I would like the finance committee to to revisit was the uh the budget document
that the departments completed because it I don't believe it it provided us with the the the information that really we needed as as well as they would need to say, okay, here's here's our department.
And I've discussed this with Miss Dr. Stfield again. Here's our department. We know who's going to retire. We know who's going out maybe on on maternity leave or this or that or how our service areas has declined that what what do we
need and I think we need that budget th those those in actually really clear um specific to that department not the generic answers that were given but that was the first time I think that was used that form was used. So, I would like us
to revisit that budget document that I don't remember what we called it, but it asked for somewhat of a what what do you need um to operate at at full capacity also to you know, I guess we could
establish some criteria as to what certain I I I'm not picking on you, Miss Miss Clark, but I remember discussing like what is the transportation the goal of the transportation uh department and Miss Clark said to
transport the kids. Well, okay, that's a that's a goal. Clear and clear and simple, but perhaps there's something else that that we didn't we didn't um address. So, I'd ask for us to start think of what
components would go into um a transparent financial decision-making framework. Um, and I guess you'd have to give us a little information too, Dr. St from time to time from do the executive director of these
departments um, do they start off with creating the budget? I mean, zero zero base means you start at zero and you build, but I don't think anybody I I'm I'm sorry. I don't think anybody does that. I think they look at what they budgeted before and work from there.
I think I think both things are happening. Some departments do um that's just like that's because that's what they are used to and some departments look at where they are and like well all of these things we need for next year so
I'm going to put that we need all of these things. Um so a a little of both I mean both are happening um in that space. Executive directors do work with like if um you were looking at the org
chart, those who are on cabinet and the departments that report to them. We're already starting to have budget conversations about next year budget with all of um the departments here just because as I shared with um you all in
the special budget me uh increase of things that I mean the cost increase of a lot of things have gone up. uh dramatically just with in the last few years the reimbursements have gone down and then there are some
other factors that we already know that um and Brad tell me if I'm wrong depending on what in the cost and increase we'll have for um health insurance as well as liability insurance given the things that we've had um the
incidents we've had the last few years as well as um of just workman's comp. When we look at like the projections around that, we already know that we're it's about could be upwards of $10 million that we're going to have to make
adjustments before we even start to talk about all of the other things that occur like here's a new something that the state or the federal are saying you need to implement or here are the increases
that we can afford. Just off of those five areas, we know that there could be about a $10 million gap from how we are funded this year if all things stay the same. We already know that. And so we're
going to have to make those adjustments um and be prepared um and our target is hopefully um by like December so that we can know to we're going to have to restructure and do some things to close that gap,
>> right? And you know and then as as we keep talking um perhaps also goes into this transparent decision-m framework and and correct me if I'm wrong Dr. Stfield the needs assessments the building needs
assessments that's transparent. >> Yes. Yes. That and that is uh required and we continue to do that and so that's why we are trying to look at like building principles. um they're starting to look at it. In
fact, we h we had a meeting with high school principles yesterday just to say, "Hey, here are some things that you need to look we need you to consider with scheduling and that sort of thing." So, we're starting to have preliminary uh conversations with them about
prioritizing the things that we know um we need to have in place for students, but here where are some places that we might um get leaner and but we've had it here at district office and now we're starting to have it with building
leaders so that this is not like a shock to people when we start to, you know, finalize ize the budget in March and April and those >> Well, I ask for um Miss Clark, Miss Ms.
um Paige, because you're going to have to do it anyway as a full board that we for the next meeting start listing items that would be included in the framework as the um
building needs assessments. The um Oh, what else did you just say, Dr. Delfield? uh cost the cost of of insurance and workman's comp. >> Yeah. So reimbursements and the cost of
all of those the liability insurance, health insurance, work insurance, those sorts of things. Yeah. >> And I is is that is that Miss Clark and Miss Paige and Dr. Is that a is that a a and to Wayne? Is that a correct way to
to at least look at the framework as we consider those items that that are in the decision- making process? Is that is that correct to consider those items in the framework? >> If I can jump in on that one. So
>> yes, >> I think when we're talking about framework, so to me, this is kind of mapping out what the next few months for all of us are going to look like. I think there's a few things that we also need to consider. So one is that we're having regular full board special
meetings on budget now, which we hadn't done this early in the past. So if we as part of this decision-making framework can kind of help compartmentalize or map out which groups are the right ones to make certain
decisions. I think that's a good framework to start us with. Um so what things do you want us to bring to the finance committee? What should we be bringing to the special budget meetings with the full board? Um we're going to bring those things to you that are
budget considerations that Dr. Stoublefield just listed off. I won't go through all of them again, but those are real things that are recent and out of our control that we are constantly having to monitor throughout the year. For instance, just the the property and
casualty insurance increase in a year after we've had not one but now two fires at Arrowhead. Um increases to the premiums for that are something that we don't get until after the budget's already been created for the year. So there's some lag in
decision- making on that. We're going to bring those things to you anyway as part of the budget planning and the recommendation from administration. Either way, those would never be left out. But we want you to be aware that they're coming. But when we get to questions about decision making and
helping to guide us through this process, I think that framework is really what group wants to take the lead on that. Where are those guidances going to come from? U if that makes sense and then I >> Yes, >> happy to clarify.
>> Great. Great. That that makes a lot of sense. Um the the mapping out the stepbystep process uh the the transparency of of is is a lot clearer. Thank you. Um, Miss Paige, Miss um,
Clark, >> I think it's good if if they can kind of work with the questions and then if we have more and we share it with the board when we come back together, at least we'll have something to start with and
then we can add whatever we need to add. Miss Clark >> because we want to work smarter. >> Miss Clark comments. >> Nope. I agree. >> Okay. So our task is to for our next meeting just to continue to think in
what what are the what are what's the if you start at one and you get to 20 where if you are by 20 you are you know the the decision making um clear decision making um I need another word but not
process is not is not specific enough but anyway stepby-step uh movements and and we're always going to circle back to the full board. That's that's understood. Okay. Um
you know we have the next item on the agenda operations budget board um discussions and we did not have a good discussion on the at the budget meeting because in my opinion the members didn't
have the budget. We were in Google meets and the budget was on on diligent but also we didn't have the athletic department budget. So
I would ask us um to go back and look at the uh chief operating officer budget finance purchasing
nutritional uh that's why I came and got the organizational chart transportation maintenance and TIS and police >> and the athletics would be in the same
um >> yeah athletics is it got moved over this year but >> okay so so it's not under operations anymore >> is under operations it wasn't under operations last year I think that's why um it didn't get put with this batch but it is so we can update that and get it
on there >> okay so so I would ask us I I don't know what's on the agenda for the budget meeting but Miss Clark and Miss Paige will look back
at the operations budget um that is in diligent and then be able to Mr. We won't need you to go over it like you did because you did it quite thoroughly but but the people did not have the document in front of them including me.
>> Yeah. So, what we can do, Miss Paige, and I'll get with u Mr. Isnard and his team, we can um I mean Dr. W. What we'll do is make sure we attach the athletic budget and we can go ahead um and update
that and put it on that agenda, but also uh back like replace the old one so you'll be able to go back and see it. Like if you go to Diligent, you would have access to it. Um, probably because we can get athletics on
there like quickly, can't we, Brad? >> Yeah, that's that's probably a one-page budget. So, that's >> Yeah. So, we can get that on there probably early next week. Update this um wherever we have it now diligent update it, but then also make sure that we have
it on the next agenda. And then we'll talk internally about we can also just have the next department there too so that you are ready to go and then we'll just keep adding okay the department. So you'll have operations and another
department while you'll review the operations if you're ready to go on the second one you would have that one too. >> Okay. The next group that I've got my team working on was the departments um instructionally focused departments that fall under Mr. Hansford's
>> okay >> umbrella. So that's kind of where we're going next. But >> you know athletics that's easy to add onto the previous no problem. >> Yeah. >> And that would be student services, elementary, secondary,
>> diploma plus, >> right? And we won't include all of the school buildings budgets in that because we've treated those as different. That's under, you know, the needs assessment and the building separately, but we'll focus on the departments under that umbrella. Yes. >> Okay.
So what I will need to do a better job of is for the next meeting of November 7th send out uh not so much the agenda but uh the documents to members of the committee so that we'll have a chance to look at them thoroughly so we don't have
to spend two meetings because this is uh we if we're if we're supposed to follow in the first semester second semester of the um action steps we've got pick our game up a little bit. So, um
we will we will look at the operations budget and this next budget after let me start over. Dr. Double and I thought of a system that once the topics were
discussed at the budget meeting full board if there was e either one way or the other if there were specific questions we could have them then dig deeper in the finance committee. Uh it didn't happen well. Um so this our ideas
are not working out too well but we're we're we're working on it. So, um, please look at Mr. Pell's information. We have passed those
documents to submit to the full board. We'll have a board meeting before we have the budget meeting. So, we can answer any questions of that. Um, please look at the operations budgets that will
be added. uh um athletic will be added and Mr. um is ner said he's going to add the those departments under Mr. Hansford. When will you have those floated? Mr.
Iserd, >> we'll have them up for sure before the deadline for that next um special board meeting. So, >> yeah, >> you'll have a few days to review them before. Again though, they're not going to be a change from what you've seen before other than just having the
salaries updated with right increase, >> right? >> So if you've seen previous ones and we've received questions and answered many over time, there may not be a lot of discussion needed and that's okay, but we want you to have visibility of them again with the changes that we have
made. So >> Okay. Well, we have a board meeting on the 14th and the next budget meeting is on the 17th. >> Yeah. of of October. So, you think we'll have them like by the 15th, 14th or
15th? Mr. >> Yeah. Sorry, I'm trying to pull up a calendar and look at that. So, if it's for the 17th is what we were targeting, then >> Uhhuh. >> a few days before that. Yeah. The Tuesday or Wednesday the 14th or 15th I think would be for sure when they would be on diligent.
>> Okay, great. All right. Before we join questions, uh, Ms. Clark or Miss Ms. page or anything of us? >> Nothing here. I think this was a successful meeting. Thank you all. >> Thank you.
>> I don't have very informative. I'm learning a lot. And if we could simplify where we don't have to jump back and forth, that would help me out because I don't have the two screens. So, >> yeah, >> I thought it was good. >> Okay.
>> Dr. W, could I add one more thing? So, one item that we are planning to bring to the finance committee first soon. Um, and we were prepared to talk through it today if we had time, but the collection of the board priorities for the next
budget planning season, we just wanted to be able to go through what that system looks like and how we'll send that out and you'll be able to score items. >> Um, so would you like to do that as part of the next finance committee meeting then?
Um, sure. We won't have time to do it on the 17th. >> We could present it for the 17th, too, if that's okay with Dr. Stfield. >> Yeah, I mean, I think we can definitely present it because then they'll give them because they'll have to send it out
and do it again. But we can definitely bring it up to them. >> U, Miss Paige, I think what we can do in the future, um, Miss Smith, you see how I just dropped the link to the in the chat then people are not jumping from
screen to screen. They click on the link. It minimize >> it minimizes the um pictures but then you can have it all on one screen. So we just need to the link
>> in there >> and um then people should or you can do it individually but we can all >> that that works. >> Yes. >> Yeah >> that works >> and thank you. Thank you. >> That works.
>> Uh any other questions? We will adjourn. >> None other. Thank you for attending and have a great weekend. >> Thank you June. >> Thank you. >> Have a good weekend. Hope to see some
city tomorrow night. >> Oh, we had the banquet tomorrow night, too. >> Yeah. NCAC. >> I know. I have basketball on my mind. Okay. Bye. Bye. See you all. Bye.