The schoolboard work session begins in one minute. Please take your seats. Again, the schoolboard work session begins in 1 minute. Good afternoon. We will uh call to order the December 3rd, 2025 school capital outlay certax oversight committee
meeting. Can we get a roll call, please? >> Yes. Is Christopher here? >> Present. >> Lynn >> present. >> Wall-E >> Brandon >> present. >> Howard.
Jack >> Tom. Matt >> here. Jim >> here, >> Kyle >> here, >> and myself, Jamie. >> All right. Thank you. The minutes from last meeting were
distributed when we got here. Jamie, thank you for doing those. Um, those in short order, but did anybody have a chance to review those? comments? >> No. I'll motion to approve. >> Have a motion by Brandon.
>> Second. >> Second on the table. All those in favor signalize by saying I. >> I. >> Any opposed? All right. The minutes have been approved. Now we'll move forward with presentation of the sales tax revenue
update. >> Good afternoon, Mr. Chairman, board members. I'm Angela Usher. I'm the senior executive director of operations for the school district. At your last meeting, you really did have some concerns regarding sales tax revenue. and we have that as the first item on
the agenda. But if it's okay with you, we would like to do the projects update first and then have the um finance department go over the revenues. Um if you would change move to the handout that says current sales tax
project update. Okay. On September 23rd to 2025, the school board approved four projects to be um funded by sales tax revenue. The East Marian Elementary School classroom walls door project, Oyola Middle School
Walls Door Project, the rebuild of the Belleview Santos Elementary School replacement, which is a big project, and an emergency project for HVAC upgrade at Belleview Middle School. So these are the four projects that are currently
funded this year by sales tax revenues. I'll ask Miss Bumbach who's our director of facilities to provide you with a status update. Good afternoon. My quick update on those projects. We just have kicked them all off. Um, so,
uh, not too much to report yet. At East Marin Elementary School, we have an architect, Monarch Design Group. The contractor is Osley Construction. We are in design. We received phase two drawings. Um, the contractor already
moved uh, walked the site as well. We're working with the school staff right now to work on a schedule, get a GMP um established because it's a occupied campus and the time frame in the summer is very tight. But we're working
together between the school staff, the contractor and my team to have the best approach when to start construction and when to finish it, not to interrupt school. Um very minimal. Um so at the moment the bid packages are getting prepared.
Subcontractors were walking through the site to get an idea and next summer we will go um looking for the construction. Oyola middle school building 2 a classroom wall stores is very similar to East Marian but it's a much smaller
project. It's just in building two. That's where the library is. We have Walker Architects has started on the design. Culison Wright was selected as the construction manager. Um we have almost phase two drawings yet. Um we have a meeting on site with the
contractor to walk through to discuss timeline as well. And we will work with the school then on schedule as well and a GMP should be coming um shortly for approval. Also hoping for next summer to finish that project. Belvy Elementary
School that is a larger project. uh we the board um has opted to use the same prototype that we just opened two of the elementary schools. So we have partnered with Hapner architects. We have already
looked at some layouts on site. Um the surveying is in progress and to to build a new school we have to demol demolish the existing building at least the old buildings and to do that we need approval by the department of education.
So we have to file a castali report and the architect is working on putting that report together. Um we are also in process of putting a bid package together to um advertise for a construction management firm. So that
package should be coming out soon with advertisement and then we can select a contractor for that project. That project is not um you know anticipated to be done until summer of 2028.
the Bellevia Middle School HVAC upgrade. Um the sales tax funding, the $1 million was only for the design because we had to fasttrack that project. It was quite an emergency to get the design started. Right now, we're working um with our
maintenance department to fine-tune a scope to really um you know outline what is needed and what we want um to be done there. And at that point we will reach out to an engineer under continuing services and uh um
request a proposal from them for the design fee and then next year in the budget we have um millillage um allocated for that project and construction will be funded through millillage and that's all the update I have right now. If you have any questions
>> who did you on Belleview Elementary which reuse which plan are you reusing? Um the new two new elementary schools we just opened this August, Ross Prairie and Marian Oaks and Winding Oaks. Um that is close to Liberty Middle School. It's the same prototype.
>> What What was the cost of of Winding Oaks versus the cost you're showing for Belleview? >> So um they are they were built on a empty site. So it's a little bit um different for the anticipation. Um the
construction cost we we're looking at very similar costs, you know, looking in increases in cost a year or two from now. But uh Belleview also has demolition included in there. We have to take out the old buildings. We we want to keep two of the newer buildings there
and renovate them as well while we are there. Um so and then the school itself um is a little bit smaller because we're keeping two of the wings and we also have incorporate uh the moving expense of moving out the students from
Belleview Elementary while we do the demolition and construction to the um emptied Lake Middle School once we move those students. So there's additional costs that we did not have at Winding Oaks.
>> Okay. My my question was a lot simpler than your answer, but I I appreciate the answer. My question was, what was the cost of Winding Oaks versus Belleview? >> So, Winding Oaks, I think we had around 45 47 million in there. We're closing
out the projects right now and we will have a a >> okay final amount. >> Winding Oaks costs more than Belleview and yet Belleview's got demolition and other costs embedded in it. and we're coming up with a cost that's less than winding oaks. That's what I'm trying to
>> Yeah. Now I understand your questions. No. Um the 37 million you see here is just what we will accumulate in this fiscal year. Um the second fiscal year coming up, we will accumulate the same amount and that combined then will be
the cost we will have for um Belleview. So, we're looking at around probably 50 to 55 million of construction and then also furniture and technology on top of that. >> Yeah, this is what makes it a little bit
confusing for me. I'm used to looking at project scorecards and looking at, you know, what's the date, what's the, you know, anticipated date of completion in design, what's the estimated cost,
what is it going to be awarded for, what did we actually award, and when did we actually deliver versus the estimated delivery. And when you're moving, you're giving us partial costs. It just makes it confusing to really understand holistically
what the program is and what the actual total amount of the program. You have a large program. I mean you know that we know that and you guys are working really hard but when you fractionate the cost artificially you really don't get
understanding of the total program. Yes, we we can give you a a a breakdown on what we think for construction, for demolition, for um furniture and equipment. We can prepare that for you. >> If you could just give I'm asking for
something simple. This is the project. Here's what the design estimate is that it's going to totally cost. We're going to contract it on this date when the contract's awarded. Here's the contract amount. Here's the anticipated completion date. Here's how much it
really cost. And here's when it was delivered. I mean, it's just it's just a scorecard so that from let and capturing the lessons learned. I think that was in an audit report in 2024. And I don't know whether you're doing that or not, but every project has lessons learned,
even ones that have come in way under value. and you and you guys work hard with the direct purchase and a lot of other things but capturing the lessons learned is also I think an important component to go forward you know just looking at continuous improvement
>> for sure yes we we can provide that information for you and for lessons learned too what we have learned from the elementary schools we just opened we just had a meeting with all our staff and we like what went good what could gone better and what is our expectation
going forward so yes We're we're learning every day. >> You know, one of one other question I had um if I could, have y'all done an evaluation at all on the projects that have been completed in a call it a cost
per square foot by contractor. So, we're seeing who is performing work at the at the most efficient rate in the county. Um, is there a time frame or you just talking about the two new elementary schools? >> I'm talking about uh, for instance, our
our all of our local contractor GC companies uh, are out of state or out of county contracting companies. Have y'all evaluated the cost of what those companies are charging for a finished product on a school and base that on a
square foot? Well, when we look at the um guaranteed maximum price, we look at the square footage and all and schools, they have different if it's a middle school, they might have a gymnasium and have different things associated with them. So, we look at the overall GMP and
not specifically cost per square foot, but we do have that information also, but we have not compiled that. It seems to me like that'd be a good exercise to go through, not only to anticipate what that school might cost as a finished product. Uh, anyone coming up like
you've just rattled off here in your list of things to do, but also in identifying those general contractors that are giving us the best value for our dollar and anticipating hoping that they will continue to bid on these as well. >> I agree. Okay, we can do that. And
>> can I make a comment? >> Yes. So the, you know, when they let these, it's a GMP. It's a guaranteed price. That's what they're going to perform. >> Well, I understand that. Um, I only say that, uh, because there's general conditions with every contractor. And if
we've looked at some of those and and I'm I'm familiar with some of the general contractors that have been doing work over the last couple years, the difference between an out of town contractor and someone local, there can be almost a three and a half to 4% difference, all right, 300 and 350%
difference between the general contracting conditions for those people to man those jobs. I mean, for instance, I think the high school right now that we're building, what that originally $120 million project now it's up to $160 million project.
>> Um, yes, but again, you cannot just compare the two. >> No, no, no. I'm not trying to compare an ele in general. I think we need to look at what are the general conditions cost to man the project to superintendent to run it in addition to the cost for the
subcontractor trades all those two through 16 divisions. What are they getting cost per square foot on a facility if it's 20,000 square foot or 100,000 square foot? They ought to be able to identify it and by that square footage get a pretty close approximate >> for the high. If we're comparing a high
school and high school, we could get cost per square footage based on the overall GMP and the square footage of the building. But when we negotiate the GMP, we take everything the design, the programs, all the amenities, the sports field, everything into consideration.
And some some tasks are much more expensive than other task and changes the general conditions. But good point. If it's a if it's a per square footage cost you want per project, we can provide that >> there's a ballpark. I think that would be an accurate way of forecasting what
it might cost. Anyways, >> and just to add to the um the question that Miss Bombck was answering, we do not have a GMP for the um replacement school for Belleview Belleview Elementary um Belleview Santos. So right now this year the board funded the 37
million and so that will um help us with design and going into next year where there's another 33 million for a total about 60s something million funded but we do not have a a GMP we don't have a contractor so we don't have that cost to
share right now but that is something we can bring back also. >> Yeah. Yeah. I wasn't looking for the actual bid cost, but if you have a design and you know all the demolition and all the other moving parts, you
should have an internal estimate of what you believe it's going to cost. You know, I recognize that's not a commercial number, but it's at least an internal number of magnitude. And you can caveat it and put asterisks around
it and and and you know, protect it that way, but just give an idea. Is it a $60 million project or is it a $30 million project? >> Okay. >> Any other comments, questions? >> All right.
Thank you, ladies. Next, we have Are we going to jump back up to sales tax revenue update? >> Good afternoon, everyone. Robert Rewells, chief financial officer. Uh so you should have gotten in your package a Marian County Public Schools capital
sales tax schedule uh for revenue and you'll see there were this looks very similar to previous schedules that have been provided. Um and so this should not look unfamiliar. What we did do is to um
at the uh request of the committee uh chair to take a look at a projection for the fiscal year uh and the full calendar year. And I think this kind of speaks to some of the uh complexity of these
projects that they cross the calendar year into the next year. And we're looking at things on a on a fiscal year basis uh but also calendar year basis. So, that does uh somewhat muddy the water. Uh but what I want to direct you to is that total original budget amount
of $39.6 million. Uh you'll see that there at the top of the schedule. Uh and then you'll see an amount for uh July and August, which are actuals uh with interest. And then for the months of
September um through the remainder of the district fiscal year through June, you're going to see projected amounts that we expect to receive when everything shakes out. In other words,
there's a two-month lag between payments and a quarterly additional payment that we will be receiving. Uh but again uh this is a projection to show by the time everything shakes out in June, this is
what we expect the numbers to look like in terms of money coming in and funds available and accounts for facilities uh to continue the work that they're that they're doing. Um, so I'll I'll pause there for any any questions, but I think
the uh the numbers are are pretty self-explanatory and the es and flows where you might see uh a month, for example, August at 2.3 million uh and then September uh closer to five and then it dips um and
then eventually goes back up in the month of December um dips again in January and February and increases again in March. Uh, and that trend continues as far as what we project to see. >> All right. Thank you, Mr. Rios. Welsh,
just want to confirm. Did everybody get that information? >> I did not. >> That should have came to you guys. I have a handout that I can uh provide to you guys and I'll I'll bring it up and we can pass that around.
So this is stemming from a conversation that I had with Mr. Rios Welsh and asked can we get actual data that we can look at for the for the financials. So So again from the top of the schedule uh moving left to right on the first uh
line there you'll see the local sales tax original budget revised budget and then you're going to see the months of July and August as actuals September through June as projected amounts. And as Mr. Fabian uh mentioned uh this
was uh result of some discussion for additional information um and I think goes back to an original question uh that occurred earlier in the year before uh my tenure started which was really to explain away uh the fact that uh
originally we thought the uh revenues were going to come in at a certain clip and as time went on and the county began to remit those uh payments to us the picture became clearer as to what that was going to look like. And so now that
we have enough historical data, uh I think we can pick make a good uh guesstimation or projection as to where the numbers will land. But of course, uh we don't have a crystal ball, but this is our best attempt uh to put a dollar
figure uh to each month. And of course that does not necessarily mean that we will be spending that money down as indicated by Miss Usher and Miss Boomach. Um given where the projects are in their var various courses uh for each
of the individual schools uh we'll see those uh run rates or burn rates uh tick up over time. So, we may see monies coming in and then as the projects ramp up, we'll see a a balloon of cost and more expenditure um information that
that we can share. >> All right. Thank you, sir. And just to confirm, you said we're trailing two months on getting the actual data. >> The actual receipts are two months delayed. That's correct. And then there's every quarter we get an
additional payment um at the end of the uh of the quarter. And uh Kayla Johnson, our budget director's here, who can talk a little bit more to that in terms of when those dollars uh come in, but that is uh right now that's how it works.
>> Questions, guys? >> Just a question on charter schools. you have $860,000 both as your original and revised budget and I'm not seeing a a lot of payouts. Is there is there an additional lag for
that or what's or is that based on a change in the population in charter schools or >> uh that allocation's been set for for some time. Uh Kayla, you might want to come up and speak uh to that. One
moment. >> Hello. Um, so the reason why you see the kind of payout is slower. We only will pay the charter schools as we actually get receipts of the sales tax. So every time we get a sales tax payment, their portion will get distributed to them.
But like I said, we're two months behind. So we didn't actually receive any July sales tax money until September. So, we didn't pay the charter schools until we had gotten that sales tax payment in September, which is why you're seeing the the actual payment
going out in October. So, it's just going to be kind of behind constantly. >> Okay. >> Does that make sense? >> So, the budget is July to July for payment. Is that what you're looking at
>> for the charter schools? I'm just Yeah, I'm just looking. >> It's going to be um July to June, July 1 to June 30. >> Okay. >> Mhm. >> Thank you. >> And again, we are uh monitoring this on a constant uh basis. Uh, I get emails
directly uh from the county um and so I'm in constant communication with what those receipts uh are going to look like and when the a payments um are scheduled to hit. And so we always try to keep a a very close eye on that for cash flow
purposes and to make sure funds are available so that when Miss Boom Black and Miss Usher are in the process uh of going through and uh getting all of our our contracts um on the street and responses and such uh that the funds are available uh to do so and they are
sequestered so to speak. So we're not comingling funds. Um as funds come in, they're put into a separate account and we uh wait patiently until such time that the facilities um and operations uh
is moving uh the process along in the correct legal way. >> And we have the funds waiting in an interest bearing account. I see >> that is correct. >> I I think this is vital information for us to receive each quarter. um if you
guys are on board with that. So, >> we'll continue to um provide this schedule as part of our regular meetings. Uh and if there's any additional information that you would like um then we'll be more than happy to um discuss that.
>> Is the investment account in a uh state funds account? >> That's a good question. So, we have a whole investment profile. I couldn't tell you if these specific funds are just in our overnight rate or if they're actually taken out and put
into like a a different type of investment account. If you want a breakdown of where we're getting the investments from, I could go through the actual interest payments. Okay, >> that's >> I just didn't know if it was like a designated funds account. >> Um, no. How it works is we we would
invest it as a as a whole all of the district money that we all the cash we have available to invest and then we allocate that proportionately based on the fund and where the cash came from. >> Thank you. >> Thanks Kaylin. The vendor there is uh
PFM Asset Management um and they handle all of our investment accounts. So we'll be more than happy to pull some additional information if needed. Other questions or comments, guys? >> All right. Thank you, sir. >> Okay.
>> Thank you. >> All right. Our next item is attendance boundary advisory committee. >> Good afternoon everybody. Ben White House, deputy superintendent Mar County Public Schools. Uh we just wanted to share an update on a a new committee
that's been formed that will in some ways indirectly impact what we're doing with um the certax. So the attendance boundary advisory committee is a group of community members that are established um based on a resolution that the board approved at a prior board meeting. Um, it's an 11 member committee
and the goal of this group is to look at how we're utilizing our schools and our current attendance boundaries that determine the school's uh enrollment numbers and be able to give recommendations to the superintendent on an annual basis for any adjustments that need to be made to those attendance
boundaries. So, we had our first meeting right before uh Thanksgiving and our current group right now is looking at our north end schools. If you've watched any of our recent work sessions, we've talked a lot about um some of the underutilized spaces in the north end schools in Marian County, specifically
Reic Collier, um the other schools in question up there, Spar, uh Anthony, Fezdidm. We're also looking at a little bit further south, Ocala Springs, Oakrest, uh Wina Park, and then of course also former Early Learning Academy, which is um the former
Evergreen School. And so we're taking a look at um a lot of the data that goes around that. So the the fish capacity of those schools mean the the number of student stations that are available, the current enrollment at those schools, where the attendance boundaries lie, where the students live within those attendance boundaries, and any
recommendations for shifts for those boundaries that would help us uh fill those schools to more capacity. Um the goal is to get a lot of our schools operating at 80% capacity or higher. We know that schools that are underutilized, one don't generate a lot of funding because we we earn funds by
students. So FTE funding is generated from student enrollment at the schools and if we're not earning the funds for the schools, it's hard to support the operation of those schools. So balancing that enrollment is critical. Um the other part of that is that we're we're also looking at potentially where we
want to have some of our school construction and the timeline. Um at a recent work session, we made the recommendation the board to look at moving up in the timeline for school construction the new Spar Elementary campus um which would if approved would
postpone the start of the Danella Middle High School project as a part of the CERTX um funds by a year which would then allow us to construct a new Spar Elementary combined um with Anthony so that we would go from two small campuses
um to one larger campus. Um the goal there is is to have elementary schools that operate around 600 students or higher in capacity. Our small elementary schools are much more costly for us to operate. Um you still have to have the same structure of staff available in a
small school, but obviously if you only have 300 students, you're not generating the same amount of funds that you are with 600 700 students in elementary school. Um, so building more costefficient schools that allow us to house larger numbers of students. Similar Bellev Elementary, Bellevy
Santos concept that you see, combining those two schools. Again, it's taking two smaller elementary schools that are a little more costly to operate. Creating a newer school that has larger student enrollment allows for us to operate our schools a little bit more um efficient capacity. Happy to answer any
questions you guys have about that. questions. >> What's the uh timeline for the group to come do some recommendations? >> Yeah, so we are actually we're meeting two more times in December um coming up next week on the 9th and then the following week after that. Um our hope
is to be able to make a recommendation in January to the superintendent um to then take that recommendation to the board for the north end schools only. Um ideally as we move forward this committee is going to look at all of our attendance boundaries for all schools across the district on an annual basis.
Um but right now our priority area is the north end schools. One of the struggles we have when we do um change attendance boundaries is there's a lot of work that goes beyond just making the recommendation. Um we have to host um community forums within those impacted
communities to be able to share what the impact is going to be on that community. Um answer questions from the community. We then have to um once approved by the board do a lot of work on the back end to actually change manually all the address locations in our student database and where those addresses then
ping to in the school so that those students are actually directed in our database to be enrolled in the correct school. Um, so it takes a few months worth of work on the back end. So we want to make sure that if we if we're moving forward with any type of recommendation that we're able to get it done in time for the new school year so
that those moves could happen for August. >> Thank you. >> Nothing else. Thank you, Mr. White House. >> All right. Um, next meeting. I don't think we have one
scheduled. So, I would assume we're going to say on a quarterly basis, which would be April, May, March, March, and a day. Um, I don't know how this works. Do we want
to pick a date now? Go ahead and get on the schedule. >> All right. First Wednesday in March would be March 4th. Work for everybody. Should we go ahead and just pick them
for the year? You're getting ambitious. >> Put on the calendar. >> I I'm good with it. >> Do we just want to So March >> Wednesday of each quarter? >> Yeah,
>> that work. >> Say that again. first Wednesday of each quarter starting in January F4. >> So we want to start >> we just >> January.
>> We just picked March. >> So March, June, >> June, July, August, >> September, December. Is that right? >> That's not right. >> We would go June. >> It's March, June, September, December.
>> Correct. Yes. >> We'll get them in the minutes of June July. >> First Wednesday in June is the third. >> The third. Yes, sir. Then we would go 9 to
December. All right. So, somebody checked me on this, but if we go with that, it would be March 4th, June 3rd, September 2nd, and December second. >> So, does anybody want to make a motion?
>> Make a motion to approve the 2026 uh proposed meeting dates. >> Have a motion and a second. All those in favor signalize by saying I. >> I. >> Any opposed. All right. Any other comments before we
break? >> Thank you guys. Merry Christmas. [Music]