--------- Okay, everybody can sign in and um we're going to get started. So, good afternoon. I'll now call the workshop to order at 2:05 p.m. Mrs. Sinclair, please call the role. >> District one, Matthew Lane >> here.
>> District two, Virginia Savito here. >> District three, Karen Burl here. >> District four, Erica Whitfield here. >> District five, Gloria Branch here. >> District six, Marshia Andrews here. District 7 Edwin Ferguson. >> Also joining us is Superintendent Michael Burke, general counsel Sha Bernard, Inspector General Terresa
Michael, and Board Clerk Tony Sinclair. Senior staff members will join us periodically as directed by the Superintendent. And so now I'm now going to turn the workshop over to the superintendent. >> Thank you, Chair Brill. I'm going to quickly turn it over to Miss Cara Rubinson of our information technology
division, and I'll let you introduce our guest. >> Thank you. Good afternoon, everybody. Thank you so much for joining us today. Um we are here to uh teach you a new software program for your um board agendas and your board meetings and that's called Diligent Community. Um
joined with me today is um Nicole Mariano from the Diligent company. She's based out of Fort Lauderdale so we were able to to uh convince her to drive up today. And our instructor is on um Microsoft Teams. Her name is Diana Roadcap and she is the um nationwide
instructor for all of the diligent customers that are making the transition from board docks to diligent diligence. So, she's very uh wellversed in the product and and I'm just going to turn it right over to Diana. >> Thank you so much, Cara. Hi, everybody. Uh as Cara mentioned, I'm Diana Roadcap
and I'm happy to be conducting your training session on how to navigate the community platform from a board member perspective. I am going to hit the record button at this point so that I can provide the recording to your organization and it can be a nice useful
additional help resource for you. This training session today is uh not going to take up too much of your time. Uh if you have any questions uh during the session, please raise your hand. Somebody will uh walk to you and then you can ask me the question. I'd be
happy to address it. So um please let me know if you feel like I am talking too fast or if something that I am saying is is not making sense to you. I am happy to adjust my cadence and I am happy to uh clarify anything that perhaps might be a little bit muddy. So first things
first we have to get logged in as a user with member access. And it's my understanding that uh you were assisted with that in the last few minutes. Please feel free to log in and follow along in your own site. My site is a
training site and I'm sharing my screen with you and the content in my training site is different than the content that's going to be in your site, but the functionality that we're going to be covering today is exactly the same. So, please feel free to follow along if
you're logged in and you can kind of navigate your own site if you would like to. Or if you would like just to sit back, relax, and watch me demonstrate and take notes, you're absolutely welcome to do that as well. When you log in with member access, and let me kind
of clarify what it means to be a member. Think of a member like all of you. You're a board member. And if you have member access, it means that you can see the confidential information that you need to see as it relates to your meeting agendas and perhaps your
minutes. So board members or users with member access, such as yourselves, see all of the pertinent content that needs to be seen so that you can prepare and adequately govern your organization. When we log in as a member, the first
thing that we see in community is this meetings page. And the meetings page is broken up into two columns. There are your upcoming meeting agendas that are coming up. And this is going to be a limited list. There will not be more than 10 here for you to see at any given
moment in time. Your previous column though is your archive. Now, this is where all of your meeting agendas from board docs are excuse me. >> Can Diana Diana, sorry, stop for one moment. We do have a pre a question, Miss Branch.
>> I didn't know that you weren't going to be here. It's it's like a voice and what we I see on your screen is not what I see on my screen. So, this is not I don't think helpful at all. I hear a voice in
>> the room and >> everything she's talking about. I have no idea. >> It's not on my screen. >> Miss Sinclair, >> we're paying money for this. They're not here. >> Yeah, it's I I felt the same way, Miss Branch at first. So, yeah, we don't we don't because we're not seeing the same
thing. It's kind of hard for us to replicate it. >> Very much so. >> Okay. So, we're gonna have we're going to have some folks walk around behind you and make sure that you're at the same location that Diana is at. Can we be at that location? I don't think we can
>> because I'm not >> I don't think I realize that nobody was going to be here in person. They're going to be talking online to show us. That doesn't make sense in training. But >> yeah, we have we have Nicole here from the company, >> but she's talking up a storm and I have no >> Okay, D. Diana, is it is it possible for
you to log into our our uh diligence site, our Palm Beach one? >> Um, that is not a best practice recommendation. Um, typically no, we would not do that. And at this point in time, I I would not have any access to login. You would have to create a user
account for me with member access um to adequately conduct the training session. And remember, if you give me member access, I can see confidential information in your site. That's why we typically conduct board training this way.
>> Okay. Uh, our board clerk, Miss Sinclair, is pretty well verssed in the system. >> Um, >> I believe she could probably walk us through >> and get us oriented, might be more effective. I'm going to share my draft as a member
with the members >> so that um Nicole, you can get them up to speed on the draft and then >> I don't know how to put that on the screen so everyone can see as we're moving through it. But if someone can help me get it on the screen, I can walk you through it. >> Right. But like there So they're helping
us. That's great. But >> they're not showing us how to do it. >> Yeah. Just give us give us a minute cuz I think they're going to try and replicate on our screens. >> If not, I I I agree with you that it's not helpful.
>> Cara, would you like me to stay to assist in any way or advise or? >> Yes, please. >> Yes, please stay. I think that's the least you can do for us. >> Yeah, we just need you to to stay here while we get our computers up to the same place. So you don't have to do a
>> second. [laughter] >> I think they're all out there. [snorts] >> No, I didn't. playing. It's pretty simple. I'm just talking, playing with it. >> I was here a little early, so looking at
>> Mr. Ferguson, click in community. >> All right. >> Try to get you guys there. >> Yeah. Oh, well, he's in back end. >> But um once you Um, you shouldn't have to log out. Typically, you can just refresh the page
and it would [snorts] >> Okay. So, that might be why you're not meeting because you're not a board member. >> Which I'm fine. >> I was going to say, >> you can you see you can see
>> I was going to say, do you mind if I refresh yours so we can see that test? There we go. Right there. Is it okay? >> Here's a question now. Just to make sure. When we log in, we don't have to put in credentials. >> Nope. You're gonna just like Yep. Exactly. Just click that back end tab. >> See, you did.
>> I'm glad that she goes. >> I just wanted to make sure. >> I appreciate you asking. >> Especially like, >> yeah, it'll be Sunday and I'll be sitting there going. It's just a small set of what user was
set up on the back end. He has to be technically assigned a role [clears throat] to get that. >> So he has to be assigned as a member and currently he's not showing. >> Exactly. Exactly. >> Which I thought we took care of that but Mr. Fergus >> you tried to refresh already and it's not coming in.
>> I think we had picked up on that. He needed to have something to work with someone. >> He I was able to get his open as long as you were assigned as a member then you'll be able to see that test meeting. >> So let me change anything.
Yeah. So, you're fine. We just have to give Mr. Ferguson the right. So let me talk with Tony and I that's why we can't get to the same that everyone else is what
happened. So let me just the AP. [laughter] >> You can see this from where you are. >> We can follow your access right now. like you have because this is this will be my second >> hopefully it'll be better.
I ate in the car. Karen, if it makes you feel any better outside. >> Yeah, >> I I didn't I ate in the corral. >> I figured that Okay. >> Okay, everybody. So, um I shared a test
agenda with you which you're going to see on the big screens here. >> So, I think Nicole and um Kev, they'll help you log into that. You when we actually publish a meeting, you're not going to have to do it this way. You won't have a review preview. It'll be an
actual published meeting that you'll just click on and it'll open. When you open the meeting, this is what you're going to when you open a member agenda. This is what you're going to see. As you're doing that, board members, just so you know, when we go live next
week, we have two proclamations and then there's going to be time before the board meeting. So we'll be able to open up our agendas and have a kind of a dry run amongst, you know, ourselves just to make sure we know how to work it. >> Are we supposed to click on review
preview >> only for this meeting? Because um >> when you have a published meeting, all you'll have to do is click on the meeting. There won't be that extra step because we haven't published a meeting yet and this is a training meeting.
Is there a way to get rid of the top? Just >> see the actual published agenda. It'll look different. >> No, it should not. >> So, y'all gonna have to help me when I come back. >> I'm good. >> Um,
[laughter] no. I think it's just the only stuff in blue. when we get our actual >> I would imagine back out of this for a second. >> [snorts] >> So I do have a question for the diligent
people. Um, so in the past on board docs when we had the meetings and you clicked on the meeting tab it, let's say we had five meetings, it would randomly take you from like one meeting number one to meeting number three to meeting number two. It was like you had to navigate it.
Will this have the meetings in order on the screen so that we don't have to go searching back and forth? >> Yes, ma'am. They will be in your upcoming column on your landing page in chronological order. Perfect. Thank you. >> My pleasure. >> Is everybody logged into the meeting
agenda? Okay. So, I mean, this is really all you're going to need to know is that you have logged in and when you scroll down your agenda as you see, you'll see everything that was added and this is just a test agenda. So, Mrs. Brill, you'll see that there's an item added for good cause and you'll be read it
right there. Um, if the superintendent should withdraw anything, it will appear there. Um, things happen a lot faster in this than diligence. So, if you wanted to pull something off of consent, it's easier to move around and manipulate. So, as we go down, um this is what it
looks like for um the links that you're going to see on the agenda. So, for presentations, should you open your agenda and want to see what that presentation is about, you simply click on the link and it'll take you to that description page >> and you'll be able to see exactly what
that is. Now, I know most of you will have already looked at that prior to coming to the meeting, but if you did want to see that, you can open the link and then you would simply just exit out of your word document and that would take you back to the main page.
>> Oh, it doesn't take you back to >> for me at this time. But, um, >> when you click out of it, it takes you back. You have to actually do preview again. >> The other in pre I'm opening the link and when I do that and hit the arrow back, it takes
me all the way out. >> Yeah. >> How do you get >> where I have to do this again? >> I don't know. How do we get that screen? Is that the >> PD agenda is the back you're looking for? That's going to bring you all the way back to that. >> No, but like when I click on this, >> how we got there?
>> Tony, why does yours look better than mine? Look it at the top and close it. >> I don't understand. >> Okay. Yeah, >> Tony. How did you get it to have the table of contents and all that stuff on it? ours just says
>> my table of um because I have an admin access but when you're going to see it you're going to see it from the public view or the member view rather so what you're going to be seeing is a very simplified agenda >> so we just have the top tab say web view and PDF that's it >> right you're going to see it from this
>> view so you won't have all of that all those words everywhere >> but is it possible to get that column on the left where it was like you could go through No, you can't get that. >> No, it's only um because I need to add and remove things from the agenda.
Erica, Miss Mrs. Whitfield. >> Actually, if I if I may say something, folks, uh when you're looking at it from your member perspective, right now you're looking at it from Tony's administrative perspective. So access determines how you perceive the platform. It determines on the content
you can see and the functionality you can perform. When you log in as yourselves as a member you do see the agenda outline that column that you were talking about ma'am on the left hand side that will be available to you to navigate your agenda.
What? >> Diana, do you have >> which which wait on the left hand side >> were you not asking about? >> I know it was me that was asking different person. >> The table of the table of contents that's available for members as well in
from their perspective in their view >> but just not on this one we're looking at but next week we'll be able to see it. >> But Diana it's it's it's not on the left. Tomorrow when I release agendas tomorrow evening, you'll have access to everything. >> Okay. >> But in in board docs, it's on the left
and it's not on the left, right? >> Yeah. Just for this particular meeting that Tony created there's not >> right. So it'll be in a document form like you're seeing on the screen here and it'll be just the first page of that document. It won't be on the left like it is in board docs.
>> Can I ask another question? Is there a way to see more of the agenda rather? Right now it's like half the screen. Is there a way to make the agenda part take over more of the screen so that I can see it like >> um
>> you can reduce the resolution of your of your monitor? Yeah. >> Look at this. Forgive me folks because um we're looking at the the platform from a different perspective than you are. But
>> yes, from a member's perspective, you do have the ability to enter a full screen. So it will take up more space than just half of the screen that you're mentioning. So in in a member's agenda, there is an overflow icon that's three
dots. And when you click on it, one of the options for you is enter full screen. I'm happy to show you if you would like me to share my screen with you. Miss Branch, if you look at the screen that's in front, Miss Branch,
if you look at the these screens, you'll see what it will look like more for us when we're in it. It's very similar. It's just like Is everybody ready for them to continue? Um, we we can continue. Or Mr. Burke,
did you want to say something? I'm at a loss for words, but the uh no, you know, this is at the board's pleasure. Um the online experience, I know that that did not go off well. Uh I
think it was it's hard to um the trainer was going to show us kind of in in their own environment how to navigate the system. It wouldn't have been something that you'd be following along on your screen and then we were going to pivot and kind of look at a Palm Beach uh mock agenda.
You can see really there's not a whole lot to it. You know, you you pull up the agenda. Uh you can click on links to get to the the agenda items. And the trickiest part is when you go to navigate back, that back arrow takes you all the way to the beginning. It's what
you really need to do is just hit the ex close out that tab at the top of the screen and then you're back to where you were. Um Miss Sinclair is very well verssed in this system. Uh we've got our we'll have two agendas coming out tomorrow evening for March 4th and March 11th. So you'll
have a chance to really see a true agenda. Um we're happy to offer one-on-one support like we could do you know we could meet with you individually uh leading up to both meetings if we feel like we need a you know a little additional support just to make sure
we're all comfortable. And then the other thing we could offer is we could return to uh kind of the the training that Diligent provides if you if you'd like to have the benefit of that. Uh we have our online facilitator and we would we could we could watch along and learn a little bit more about the system uh
and how how it works. But I'd leave that kind of to the board's pleasure if you want to take a little time to uh to hear from our trainer and let her share, you know, what she had planned to cover, knowing that we're not going to be trying to click along and keep up with her. Um, and then again, maybe at the
conclusion of that, we could go back to Miss Sinclair and make sure that she tells us everything that we absolutely have to know to function. So I would suggest for whoever wants to stay and and have her present, you know, that those of us can stay here and
follow along with the trainer. My only question is going to be when you make the agendas go live tomorrow. So we just look for the diligent backend tab on our computers. We don't go into board doc. So everybody has to go find the diligent
tab and then if there's problems when you're home also we can we can call Miss Sinclair. But I think for whoever has the time to stay, um, it would be worthwhile. So, >> I think it might be nice for everyone to see what the Would you like to see what the public sees for our diligent site?
Then I'm sure um Diana can show you what the public sees and how nice that site actually looks from a public view. >> Diana, I don't know if you heard that. Um, are you able to show the public side of of our site?
not of of your site. You can I don't have access to your site at this time. I'm demonstrating from my training site, but if um you would like to go navigate to your uh lefthand general navigational menu and click on the public site, you
can demonstrate it from there. >> Okay. >> I'll demonstrate the public site for you. And just for your knowledge, should anyone ask you, um there is a link on the schoolboard web page for diligent community. So when the public's looking for something and they should happen to go to the district website, there'll be
a link taking them right to that page. So it's a little easier than when we have with board docs actually. So I'll go ahead and show you what the public sees. This is um this is our um and these screens are a little crunched. So but this is what the um the district um
the constituents would see. So if they were looking for schoolboard policy, they would click here and it would take them to all the upcoming policies that are being adopted, developed, workshopped, and then if they scroll down, all of our schoolboard policies
would would appear for them um all the way down at the bottom that by chapter. So then we also have um from our homepage, the public will see when a meeting is published, this will light up. So the date that the meeting is coming. So you'll see we have some on
the agenda coming up for March. There'll be a March, this is an academic advisory committee meeting and everything is listed in order of meeting on the side. So if the public is looking for a meeting, it's going to be very easy for them because they will now go to live. Those will be live links which will act
take them right to our agenda. And then the public can also subscribe. So every time if they decide to subscribe, they put in their email and anytime I release an agenda, then they get notified that a new schoolboard meeting agenda has been
published. And basically everything else is going to drive them right back to our district web page mostly because that's where all of information is. But it's a really nice um it's much nicer than the board docs version of what the public saw. So if in case you have any questions on what the public is seeing
or what that site looks like um we have diligent here to make any if you have any suggestions or changes or something and see when you click that it's going to take it's going to drive it right back to where you want them to be which is our
web page. I I should mention as well that it's much more mobile friendly than than Bordoc. So if you want to um look at something on your cell phone or your iPad or something, it's it's much more u mobile use friendly as well.
>> Is there an app? >> No, no, there's no need for an app. You just go to the to the site itself and it'll it'll adjust to your size of your screen. >> Mr. Ferguson. >> Yeah, I was just going to say I started like tinkering around with this a few minutes before the presentation started. So, even though I'm not able to look at
the agenda that you all wanted to see, it is far superior to board docs and I'm sure it'll make it a lot easier for us and the constituents to navigate the school website. So, good job, >> Miss Bernard. >> I was going to say since now Tony that
you're you're on the district website, can you just show us how to get how the public would get to the diligent site from the web page? Most of the public when they're looking for an agenda, they go to the school board web page. So when they go on to the schoolboard web page,
the link is right there. Um board policies and um obviously we don't have any agendas there. So Valerie will update that to say diligent board meeting agendas, but um yeah, you would click on that and if it was live, you know, if we had it in there, the meetings would be there. So we could
tinker with that a little bit. She just got that up and running for your benefit today. was supposed to be published tomorrow, but the public will be able to see all agendas. So, right through that way. And you know, I guess it would be up to the superintendent and the school board if you wanted it on the
front-facing page of our web page, the homepage. You know, if you think that would be better. I'm sure that they can also add it to our district's homepage. Let's see. I don't I would think that that would be a possibility.
Miss Miss Whitfield, >> will we always use diligent backend for our purposes here? >> Right. If you want to see um everything that a board member would see, it would be the back end. If you want to see just what the public is seeing, you can use the diligent community tile itself and
that's only the public side. >> Thank you. >> And your access is a bit different than everybody else's because because you have access to confidential information. So the access that you're given is not necessarily the access that other staff members would have. So everyone has
access is a little bit different. Motion to adjurnn. >> Yeah. Motion to adjurnn. >> Motion to adjurnn. Does anybody want a second? >> I don't see a second, so we're going to keep going. All right. Well, I'm going to enjoy
myself. I see y'all next week. >> You You can But you can you can go if you want. We'll see you Wednesday. >> I mean, it's really going to be beneficial when you see it live tomorrow and possibly Friday, and it'll it'll
probably squatch a lot of your concerns because it is actually really neat when you see it from your perspective. Um, but if there are there any questions or concerns about how the the public is seeing it now that you've seen that? >> I I personally think it's going to be
better when we see it really live. I think it's really hard to envision it. I don't think it's going to be much different than when we've upgraded our computers to other systems. Um, it does look like it's much clearer, much easier to use. The question that maybe we'll circle back on or you can let the
superintendent know later on is whether you want to have a link on our homepage for people to be able to access our meetings, you know, because that might be something that so if board members just speak to the superintendent um since that would be a staff thing to do
>> and everybody in the school board office is um up to speed on this. So if anyone wants one-on-one and needs that extra support to walk through the agenda, everybody here, including our IT team, everybody here is really wellversed in
it, been learning it for months. So um we're more than happy to take the time anytime you want, day or night, to go through it with you. >> And I I think the intent was really good to have us here, but just also remember that we will have a pause between the presentations and the meeting on
Wednesday as well. So you know after the two presentations we will at 1:30 we should have at least 15 minutes if anybody needs help in accessing or going through the system. So now I guess I'll take a motion to adjurnn. Motion by Miss Andrew, second
by Miss Whitfield. Any discussion? All in favor? All opposed? Motion carries unanimously with two four five of us here. And Part: 2
Push the button. Yep. Red light. >> Oh, the red light. Okay. All right. Good morning, everyone. We have uh achieved a quorum. So, we will get our meeting started here this morning. Um, you want to take it lean? >> Sure. Um, you want to attend?
>> We normally go through and do the introductions, but I want to take a special note of privilege. We have a new committee member and I wanted to make sure I introduced her and let her introduce herself before we go around the rest of the room. So, we have Miss Fay Kravitz. She is the new representative from Cobra. Um, thank you very much for attending. And the
alternate for Cobra is also here, Deborah Murphy. So, we we've got two representatives here from Cobra today. If you all want to take a minute to introduce yourselves to the committee, that would be great. >> Okay. >> And just if you press the button, your mic will come on. You'll get a little red ring around it at the top so you
know your mic is live. >> Got it. Okay. My name is FA Kravitz and I've been involved with uh public education for I don't know probably like 37 years, 38 years now. um retired from
Broward County Public Schools when it was good and it used to be really really good and unfortunately a few things happened and hasn't recovered yet but um I'm delighted to be here. I look forward to
um hearing what this is all about. I've always been a supporter of the penny tax initiative and I will continue to be one. >> Thank you. >> Thank you. Thank you. >> Hi. >> Your mic is off. There you go. Now it's on.
>> Hi, Debbie Murphy. I am a first vice president of COBRA. Um we are celebrating our 45th anniversary this year. So that's exciting for our organization. Um it's a pleasure to be um part of this and um I have been on
iRock for a little while and um appreciate being involved in both. Um but fe she did not mention that she is also our education committee chair. So >> I forgot to mention >> Yeah. So uh um we look forward to
attending. Thank you. >> Okay. So we can go ahead. >> All right. Let's start around the room for our attendance, please. Jerry >> Sherry Brown representing budget advisory committee. >> Rightcliffe Brown representing technical advisory committee.
>> Yeah. >> Paul Dum Mars. Three or four different things here and happy to be here too. >> George Elmore representing economic council. David Porter representing
construction oversight and review committee. >> Leanne Evans the district treasurer. >> David Dolan, chief of facilities management. >> Heather Frederick, chief financial officer. >> Hi everyone. Erica Whitfield, new member from the school board. Nice to see you all.
>> Eddie Rose, Glaze Trust in the Education Committee. FA Kravitz, >> Kristen Vara, Office of the General Counsel, and Patricia Morales from the Office of the General Counsel. >> You want to do online?
>> Do you want to read the names? >> We're going to do online at this point. >> Sure. And and online, we have uh John Chantus >> from the Delray Alliance. >> Uh Patrick Franklin. >> Patrick is from the Urban League.
Franklin from the Urban League of Palm Beach County >> and I believe it's >> and Mr. Gordon Loffer is representing CTA. >> Thank you very much. Good morning all. >> Good morning. >> And of course >> um and then we have some other staff members that are joining online.
>> Yes. Okay. >> All right. And uh we announced public members. >> Members of the public >> members of the public enterprising enterprises representing a number of clients. Okay. Public comments. And we have one
public member. Any public comments, John? >> No. >> Okay. All right. >> We do have one more member that has joined. Um, Grassford Smith has joined and he's with the Black Chamber of Commerce of Palm Beach County. Thank you for joining, Mr. Smith.
>> Yes. Thank you everyone for joining. Glad we had a quorum. We can have an official meeting. >> Yes. Thank you all. I And I I I I'm gonna interrupt for just a minute. I want to thank all of you. It is sometimes challenging to get a quorum. Um, we really greatly appreciate all your time and energy um, joining us
whether it's in person or virtual. Um, we have a responsibility to make sure the committee is looking at everything that we're producing for the sales tax. Our goal is to make sure we're spending the money in accordance with the re the ballot language, state statutes, and we want to make sure the public sees that.
So, thank you all very much for being here. >> Okay, we're down to items for approval. Leanne, I'll let you take it from here. Okay. So, I'm going to bring up our slide print deck. For those of you that are here for the first time, >> when we first started this committee, I
would bring in stacks of documents and go through everything. >> Um, and the first time we had missed a meeting and had to double up. I did a slide deck and every said, "Please do that from now on. Don't don't go through every report. There's so much." So, the reports are still attached and they're
there for you, but we'll use the slide deck to walk you through everything that you need to know and what's going on with the with the sales tax. And we start with, let me make this a little bigger. So, these are receipts through December, which is money that was earned
through the month of October. There's a there's a two-month lag when the money gets to us from the Department of Revenue. Um, just so you know, the last this Well, I'll get to it in just a second. Um, we've received 1.5 billion versus the projection of 1.1 billion for
this period of time. We're at 132% a projection. >> Um, we've received 114% of the total receipts for the tax in 88% of the time. There was a sunset provision built into
the ballot language and the agreement between the county, the school district, and all the cities that said if collections through September one of any year reached 1.35 billion or higher um as opposed to the original projection
of 1.345 billion, the tax would sunset at the end of that year. So that is what happened. Um the county repealed the sales tax ordinance. um Department of Revenue was notified and this this tax sunseted as of December 31st, 2025. This
is a was a local government infrastructure tax that was shared with the county and all the cities and the school district in Palm Beach County. Starting January 1, your sales tax went from 7% because that tax ended and then
it went to six and a half. The new tax is what's called a school capital outlay tax and it's a half penny. So, the district received a half penny for the last nine years and will receive a half penny for the next 10 years. There's a different project list for the new tax.
Um, there's some different rules legally for the new tax. At our next meeting in May, I'll be spending a lot of time on the new tax. We will have received one months of revenue at that point. Um, the new tax is shared with charter schools. So, we're going to share charter school
plans and how they plan to spend the money, some different oversight. So the next meeting, this meeting I'm guessing will be done in 30 minutes. Next time in May, that meeting will take longer because we have a lot of other things to review with you. Question on that. This committee will
then just continue as the new committee. >> Yes, it's still the independent sales sir tax oversight committee. Um this committee is tasked with continuing to review the current tax and the new tax until all the monies have been spent. So
that tax was supposed to be done supposed to be over 10 years. Some of the projects can take two or three years to finish. It's going to be a couple more years before we spend all the money on the old tax there. It's all pledged to specific projects, but the original
plan was to do the work over 10 years. So we have projects that are just getting started. So it will take a little while. You will be seeing two sets of financial reports for a little for probably a couple years. The reports will look very different
because the type of work is very different. So I'll go over all that at the next meeting. I don't want to spend a lot of time on it today, but the slide deck next time will cover a lot of information. So that's one. I'll probably send I will be sending out meeting invites for the rest of the
year. and I'll probably send a note out reminding you that the next meeting it's very important for people to attend. There's a lot of new information. Um, sometimes these meetings get they seem to be very repetitive. There's not a lot of new information that we're sharing, which means we're doing what we're supposed to do, but there'll be a lot of
new information next time. >> You mentioned charter schools that we're going to get to review what they want to do for the money that we're required to give them. >> They're there. They will have to submit a plan that's approved by their boards before they get their share of the sales tax. And their charter school plan will
show we're going to give them I think we're building we're building it right now. It's basically a checklist to show them for them to tell tell us what they're spending >> because they they don't have to spend it the same exact way the school district is spending it. They have to spend it in accordance with the ballot language. And
so we've already been passing through funds to charter schools with the 1 mil referendum that we have. And so the the charter schools have to spend it, like I said, in accordance with the ballot language, but they may spend a 100% of it in one area, whereas we have it we
have it split out amongst multiple different areas. >> So our job is going to be reviewing their checklist to make sure that they've done what they have to to spend their money >> and that it complies with the ballot language. Yeah. >> Okay. Thank you. >> And we'll be doing that first. So we're going to bring it to you in an easyto read format. Um, as Miss Frederick
mentioned, we've been doing this with charter schools on the operating millillage already on that one mill. I haven't been involved in that. So, I have a lot to learn prior to our next meeting, but the budget team has been doing it. We're working very closely with them. We want to mimic what we're
already doing for the budget for the operating side. I don't want the charter schools to have multiple processes they have to go through. We want to keep it consistent for them. So, between now and that May meeting, we're going to iron all those details out and come to you at that meeting on May 8th, I believe, with
a slide deck that explains it and we'll have all all the materials as backup for you. Okay? And >> we pass the money through to them and then we have to be ensured that they carry it over each year and they spend it on allowable activities. So, we track it as well to ensure that it's being restricted within their fund balance and
that it's going to continue to be any carry forward is going to continue to be re uh used on sales tax initiatives. What if they go build something? We don't inspect it. We don't look at their drawings. We don't go out and make sure they actually build it. >> Okay. >> No, we're not we're not going out and
physically inspecting them. I mean, you know, but there are going to be audits. They're audited. They go through external audits each year. And so that would be part of that review. >> All right. Thank you. Sorry. >> Okay. Um expenses and interest earnings. So again, this is through December.
Sales tax expenses are 950 million. Um, open purchase orders, another 106 million. Um, interest earnings almost at 88 million. Um, and then interest and fees there. We did have a line of credit for a little while. So, we had some fees
that built up that was 487,000 that was done to ex allow us to expedite work prior to the money coming in. So, the sales tax continuing to work. Mr. Dolan's team is busy um with all the projects that are ongoing and he has
more that he'll be talking about later in the presentation. This is a summary in the packet that's online in board docs. Um the full financial report is attached. This is a summary that we built up um in consultation with the committee to
summarize everything. And it shows I'm digging a little deeper because I've got some new members here and I want to make sure they understand the chart. It lists each category um whether it's the facility renewals and security. Facility renewal is dealing with the deferred maintenance at all of our schools. That was a big portion of the
sales tax referendum. There was technology infrastructure, school buses, um funded um sales tax funded construction projects and we had some reserves set from the very beginning. So the total was the 1.34 billion. We also had 394
million of projects that were funded with other sources that we'd always planned to fund with other sources. Typically, those were new schools and modernization projects that we fund with borrowing, but we had that on the referendum project list. Then it shows the current budget. These
budgets have been revised over time. Um it seems like whenever we do a sales tax, we are faced with increased costs. um costs start to rise due to inflation and all of a sudden projects cost more than expected. So this shows what the
current budget is and this is the change since all those changes have previously been improved by ISO. Every change we make comes into ISO. Um we have two changes that we're going to present today. They total 1.7 million. And then it shows the cumulative change um since
the very beginning of the program in 2017. expenditures to date, open purchase orders, um committed to date, referendum committed to date. Um so the committed to date is the total amount of spent plus purchase orders. And then this is a percentage of the total
referendum that's committed. And then we had the second column which I think can go away. This is a percentage of funds available. Um that was very different in year one versus now in year nine. We will have all the money for your next report. I'm probably
going to drop this column off for the next report. It doesn't matter anymore. But it did in year one, two, and three. It was a big um distinction that we needed to track. >> So over 10 years, we had about 850 million of increase, >> right? 300 million was related to the
sales tax and 540 million was covered with other funds, typically borrowing. >> Okay. And then I, as I promised, we we do a cost escalation update. Um, back in June of 2022,
um, we worked to develop a strategy. We could see what was happening that costs were growing. Um, we had a huge increase in cost due to COVID supply chain issues and then it continued with um, due to inflation that we're all dealing with
dayto-day. the inflation rate for construction is significantly higher than what you deal with at the grocery store and um buying other items. Um so it's a big increase. So we presented a plan to the school board how we were going to manage that. We also brought it
to the sales tax oversight committee. We also brought it to the construction oversight review committee. We wanted everybody to see what we plan to do. And the plan was to we set aside $190 million that was funded in a couple of ways. We had a we had some interest earnings. We
also had some projects that were supposed to be funded from sales tax and we shifted them to another funding source. We moved them to another source to ensure we had enough money to finish every project on the referendum list. So we had $190 million set aside. >> Can I ask a question about um the
tariffs with our recent information that we just got from the Supreme Court? Is that going to make it so that do you think some of our projects could come in cheaper that than we had anticipated or more expensive or I I don't know. Do you have any thoughts on that?
>> I'm going to let Mr. Dolan talk about that. >> No, I I uh forgive me for being cynical, but I don't have the crystal ball right now and I'm trying I'm anticipating that we will see slight decreases, but um when we're talking about escalation,
there is no such thing as a drop. It's more of a leveling off in the industry and that's in our co days we were seeing astronomical increases. Now now our increases as the economy would are are moderate and they're stabilizing. So I I
I hope that we might see the smallest but I would I couldn't anticipate for certain um whether whether uh contractors have anticipated those cost escalations or if they're just going on today's prices. So >> um
so of the 190 million we have used 58.1 um through the last meeting and I think that actually includes the two items we're talking it does includes the two items we're talking about today. >> Um and then construction projects have exceeded that amount by 80 million. Um
when you look at just the sales taxf funded projects 86% of them have been awarded meaning the budgets have been set and only 14% of those are still active. Most of a lot of them are in closeout or are finished. So we feel really good about that but there's still
32% that are haven't been started. The good news and I wanted to make sure I explained this. When we started the project the schools that needed the most work got done first. The older schools were done first. So the schools with the large project budgets were done early
on. So where two of the projects some of them have two scopes like maybe it's just exterior painting and a boiler. There's several schools that are like that. They have they don't have a ton of work to be done. So while I'll fuss at Mr. Dolan that there's 32
projects that there's so many projects that have been done. They're all the much smaller projects. So it's lower dollar value. So, while we still have quite a bit to do, um there's they're much smaller in scope. And then there's also 51 projects where the schools are
essentially complete. We're in the closeout process. Several years ago, there was a plan. We wanted to make sure we could do everything on the list. And there was a concept of funding the items that were cool that were focused on cool, safe, dry, bright. Kept this the
schools cool and safe and dry and bright. the lights, air conditioning, roof, security. That was the focus for a while. So, there were some items that were deferred. Um, for example, there are schools where we did everything except the parking lot. And so, now
we're going back to do that work. So, there are 51 schools that have deferred work and those are kicking in right now because we want to make sure we complete everything on that list. So, there are projects that haven't started yet and then there's this deferred work to be
done. Um, in addition to that 190 million, we have received more sales tax than we thought we were going to get when I made that projection for that 190 million. And we've also earned significantly more interest than we had projected. I'm very confident that we
can fund all the projects on the list. >> But we continue to bring this to you so that and I'll continue to update this. At the next meeting, I am going to do a summary of all the revenues collected and try to update this to give a little
more clarity of where we're at and which projects are coming. See if we can get I know the construction team is up is working on updated projections for us. I'm trying to think to to read your mind, Michelina, but all the all these components we're pulling all these
things together. So, I think we're going to have a really good summary for you at the next meeting. Um, as I said, it's going to be will be a very complex summary because as as Miss Evans is pointing out, we just talked about deferred work and some of the smaller projects on the old referendum. At the
same time, we are also moving forward with the next one. So, the trying to figure out the manpower and the and the vendors available. Um, that's one of our biggest challenges that you will hear about at that next meeting to so you can anticipate what like it'll be part of
our capital plan as well. Um so it is is a very complex um exercise to try to get everything taken care of and certainly focus on closing out the first referendum. >> Right. >> What happens if we have a surplus from the current referendum? Where do we pick
extra projects and do it? >> Well, that will come to the committee. >> Um my first recommendation would be to use it for debt service for the projects on the referendum list. I would like to pay off some of that debt early if possible or at least use it for the debt
service payments because that's specifically related to the sales tax projects. The other op option would be to add projects in, but we have so many projects on the next referendum. I'd rather not do that. Um there are one of the things that I hope to bring forward
to you at the next meeting. There are two construction projects um one for an elementary school and one for a high school that we keep pushing back and pushing back. It's not needed now. The demographics do not support building that school at that those schools at
this time. >> I would like to and we did this with the 2004 referendum. We came to you with our demographer and walked through this projects on the list, show you the demographics. We do not need to build those schools at this time. We're not going to build a school that we don't
need. It's not appropriate for us to do that. I'd like to take those off the referendum list. We're going to bring that to you at future meeting. We don't have all the documents ready yet, but that's coming. I I also don't want the committee to be in place looking at a school that may be pushed out another
eight or nine years. That's that's it needs to probably come off. It needs to come off the list. It doesn't say that we won't ever build those schools. We just don't need them now. So, we'll be bringing that hopefully the next meeting. And I am gearing up. There's a lot of information. The next meeting is going to be a long one. There's a lot of
things we want to bring into the committee for you. Okay. So, this is a summary of the projects. Um, it shows how many of them are in closeout, how many are closed, and by close out, the work is all done.
They're just tying crossing the eye, crossing the tees and dotting the eyes, making sure we have the CAD drawings. We've received all the releases of leans, all those things. There is a whole bunch of projects that are about done. So, I'm hoping to see that number go down significantly and see a bunch of
closed projects um in the near future. There are projects under construction, projects in planning, projects in design. Um, there's also some future future doesn't show up here because actually it does. It's right here. Sorry. Um,
so this is a summary of where we're at with all of them. This report, this chart and report does not include the deferred projects. Haven't figured out how to do it yet, honestly, because all the projects that have deferred are also in closeout. And I don't want to. This
is counted by schools, not by projects. So, I've got schools that are in two categories. and I just haven't quite figured out how to put that in the chart. If I can figure that out, I'll add it in there. But I want to make sure you know that there are those 51 schools that have that deferred work. Um, and
hopefully we can push through those and get those done. We want to wrap this sales tax up as soon as possible so that we're focused on just the new one, but we're going to have two sets of reports for a little while. Any questions on that before I move into
the two changes that we have? Okay. So, like I said, there's two. Park Vista High School. Um, we increased the budget by 150,000. It's specifically for furniture, fixtures, and equipment, running track, and ADA. This is a newer
school. So, this is one that's hasn't really started yet. We haven't awarded the construction contract. That's going to happen this summer. So, there will probably be another increase to this school. But, this is work that is not done by the contractors. We want to go ahead and expedite this and get this
going. So, we're only asking for an increase of 150,000 for this project at this time. And probably at the August meeting, you'll see another increase for this project once the construction contracts awarded. >> So, we're increasing 150 from what was
budgeted. And we know that 150 is needed. How? >> 150 is needed for the furniture, the running track, and ADA compliance. Those pro 80, it's small ones. FFN we have people that coordinate with the school to replace the furniture the running track and the ADA compliance will be
managed by the maintenance department as individual projects. >> No, I understand that. But if we usually have a budget for a project like we do for Park Vista, you're already saying that we need an extra 150 is what I'm reading. >> Yes. >> Okay. How do we know that if we haven't bid out what the main project's going to cost?
>> There's there will be another increase. This 150 is just what we need to address the immediate concerns. That's the items that we want to go ahead and do right now. >> Yeah, I'm not objecting to that. I'm just Usually you'll present, okay, we got a $4.5 million budget for here. Here's our GMP for that work. We know
doing this extra stuff is going to be another 150. Therefore, please approve it. >> We don't have the basis to know. >> Well, there is a project budget out there for this school already. Okay. So, in the past, what would happen? We would do these small adjustments from within the budget. we'd only have to come to
the committee once to do an increase when we did the GMP. In this case, there's not enough money in the budget that was already previously approved to do this immediate work. So, we're asking for a small increase now and we will come back with the larger increase when we have the GMP >> and that'll be this summer.
>> So, it's in two phases and Mr. Dolan and I go back and forth. I said I'd like to come to the committee one time and one time only. Um, but the school would like to get the furniture in and the running track done now so it's ready for next school year. So, we want to move forward
with those. >> It's all a matter of timing, too. >> Yeah. And what it means is that if you come back with the GMP and it's $150,000 lower than you thought. Uhhuh. >> Then this would not have been necessary, but we're covering you anyway. >> We're covering it and we will reconcile it on that next time. >> Okay. >> Yes, that's fine.
>> I don't think you're going to see it cover. >> I know. I know. There there you see my cynical side. It it's not going to be down. We'll be asking for an increase on that project. >> I know. >> Um it will be within the budgets that we have set aside to deal with cost escalation. And if that ever changes, if
we ever think we will not be able to finish the projects, we will certainly let the committee know. Um the next one is Wellington High School and it's increasing the budget by one that we do have the GMP for this one. This is this is the full amount. Correct. >> I should have let Mr. Dolan handle this. >> No, but that's it. That's
>> so this is not the estimate in advance of the GMP like we used to do to cover those. This is actually from GMP. This is how much more we need to do it. Okay. >> Now that we're nearing the end and we're no longer projecting, we know the projects. We can see where they're coming. And in this particular case, the
first one, as you said, was simply a matter of timing. If I waited till the GMP gets approved this summer, the work doesn't start till the fall. we needed to get on the running track in the ADA work and the furniture, but far before that. So, um, and on the
Wellington one, it's we know exactly what the numbers are now, >> right? And I'll remind the committee that when we say it's over budget, the budgets were established nine 10 years ago when we established the program and in nine or 10 years, yeah, things have gone up,
>> right? And we do, we have gone through and done estimates on what we think the project budgets were going up. um that was factored into that $190 million we had set aside. That's what we thought we needed. Uh most of the projects to date have come in within those what I call
the cost escalation budget. What we thought was going to happen is exactly what's happened. Some have come in under. We're just now starting to see them come above what we thought they were going to be. And that's a factor of time. You You did a projection in 2022. The early ones all came in less than we
thought. And now as we get further along, they're coming in higher. Um, so we're dealing with that and I'm I'm constantly reviewing every project and how what the whole picture looks like. I want to make sure we can finish them. We don't have a lot of big projects anymore
that I could switch to borrowing. So, we're we're >> but at the same time, we're also focusing on we have an obligation on each and every little scope at each of those schools and making sure that we are complying with that expectation from the start. Um, and that's our that's our challenge. That's the the the back and
forth Miss Evans and I go through um regularly. >> Right. >> Right. So that's the only changes that we have today. >> So do we have a motion to accept these? >> So move second.
>> Mr. Moore seconded. Any other discussion, questions, comments? >> Um all in favor? I I Any opposed? Anyone online? Okay, they're accepted.
>> Okay, moving on to project updates. Um, this quarter's reports um changed dramatically because the last you may remember the last uh report talked about a whole bunch of schools that we had just opened up and were proudly uh
presenting the final uh project. So, this one be will be a little bit different and a little bit smaller. also trying to add to our expedited meeting time today. Um uh these first set of slides are our facility renewal projects. As as I've said at many a
meeting, a lot of times these are not necessarily pretty projects. You'll see these look pretty. The first three I'm showing flooring at Polo Park and a um basketball courts and and walls being painted. Um those are nice ones that
are, you know, quite obvious to others. Um, here's some of the ones where you don't really see it. It's the roof upgrades. Nobody sees that, but it's incredibly important. And that's a testament to the the effort that the taxpayers gave us the the trust to do
these these projects. Um, and uh make sure that these schools were will continue to last um a lot a very long time. Scrolling through. I think this is my last one. You'll see a roof replacement
at Drifus. And again, the far picture on the right, HVAC systems, that doesn't mean a lot to most people, but middle this middle of the uh May, it certainly means everything to everybody there.
>> Okay. U now we're getting on to our major construction projects. And you'll note in the top right corner on this one, um, Miss Evans talked about this already, but this is one of the schools that I believe we added, but it was not on the original referendum list. This is West Rivier
Elementary um, modernization. Um, there are two buildings that we um, renov are renovating and then we knock down the whole rest of the campus and are building a whole new campus on it. Um, this will be open uh this August, this coming August. Actually, it'll probably
be done um around May, May, June this year. So, we'll be able to uh see the uh the >> over the summer. >> Yeah, visit over the summer. Yes, sir. >> So, remind me this was not on the referendum list and so why is this
committee managing or looking at Okay, >> he's just bringing it so you can see the latest schools. >> That's fine. the committee. The committee part of what we want to do is show you the work that was on the referendum list. That's the most important part. But we've got other new schools opening up. >> We are assuming you want to see those,
but we always put a note. It's not on the referendum list. It's really just uhformational so you can see the new school opening. >> Okay. Um, next one is historic Roosevelt. Uh this is what we refer to as phase one, which is more of the
academic uh facilities. Um what you're seeing there in that picture is uh the the gymnasium, the historic gymnasium without the roof. Um that project is still ongoing. We're we're uh working through um a lot of challenges on the
historic nature of any building. It's very difficult to renovate. So we are still working on that. The small building to the left is is a uh a u it was a welding lab and is now um pretty well done as well as a new building just
to the north of that just above that a two-story classroom building for and again this is predom predominantly going to be an adult education facility. There may well be some uh high school classes that may be uh held here, remote
remotely held here. And what you're not seeing is I cut it off is the piece on the top above that is the um historic Roosevelt High School. That is the what we'll refer to as phase two. And that's a project that's in the works that's in
the early stages of design. >> Yeah. Just so you know that this project that what we call phase one is on the referendum list and it was fully funded with sales tax revenue. Well, sales tax revenue and a state grant on the historic building, but it is funded with sales tax, >> right?
>> Um, also another project that is on the uh referendum list was the Village Academy kitchen expansion. And um my project my photos from three months ago were uh a dirty mess of construction and as you can see we are now nearing
completion and the operation of that new kitchen expansion. So this may may be the last one on that and that is it for us. So you care to >> yeah the next meeting is scheduled for
May 8th but um are there any questions or general comments? Quick question. Are are the tariffs affecting anything that you're doing in the construction? >> They are not impacting us at this time that we are anticipating them. So yes,
our contractors are acutely aware of what what is coming down the pike and that's one of the great things about um we're in a good position to have a lot of really good contractors working for us. And that's not me blowing sunshine. I'm I'm quite comfortable. They are very
much watching the trends to see where things are are falling down and and when we have to make shifts. So they are still giving us a lot of good data to help us be most economical. >> We learned a lot during CO with supply
chain issues on all of our projects. Now we have things called long lead items. The things that may take that we used to order used to order the air conditioning systems, the generators and the electrical components. We used to order those all as part of the construction projects. Now we do them at the very
beginning before shovel even goes in the ground because sometimes it takes a year to get those items. >> So that will help us is we're ordering items early. We get them in before tariffs start to hit. Contractors now know that we're willing to do that and
they bring us those items early and that's really helping us. Doesn't completely insulate us though. we we may have issues. And we had a finance committee meeting this morning and they were showing us, you know, some of the information on the economy. And while it looks like inflation's coming down, when
you peel back the onion and you dig into specific sections of the economy, you still have inflation growing in places and you still have impacts from tariffs. So, we're monitoring that, but I think we're doing everything we can to limit the impact. >> Yep. We we actually have a a handful of
transportation facilities. We're now getting at the end of this referendum, we're working on the transportation facilities which were also on the list >> and those are very delicate trying to make sure that we understanding that they're they're different than building a school and they use different
components and trying to keep track of where those uh items stand economically. Um we're we're we are going to make sure that we uh do the best we can to limit costs on those. >> Okay.
Mr. Rhodess, >> point of information, Dave. Um, the principal at Bas School, Mr. Donard, the project that we got started a couple of years ago, they finally uh Tuesday, they dedicated their field, the lighting, uh,
they got a brand new field with the lighting, the dugouts and everything, the baseball field. It was dedicated last Tuesday. We wanted to commend you guys and thank you guys for that. >> Very good project. Thank you so much. >> Well, so happy for them. That was an incredible project. Looked good for them.
>> Yeah, we we won we won the game. >> That's the best news. >> Long time. Long time. >> Okay. If any anything else by anyone? If not, we are adjourned. Thank you. >> And thank you again for being here. We
really appreciate it. >> Since I'm going to be at the