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w board finance and operations committee to order um the committee would like to welcome this the audience and viewers may watch live board committee meetings online at tcaps.net board recorded meetings may be viewed on demand at the same address
um before we get started I just wanted um the finance committee to take a minute honor hird um who was a tcaps trustee a board trustee and we could just take a minute of silence please thank you uh thank you Holly for your um
unwavering service to D so really appreciate it um sorry uh uh Julie is there any public comment no there's no public okay thank you uh we'll move on to procedural items so the first item uh
is our nominations are in order for our 2025 chair Board of finance and operations committee due to the resignation of Andrew Raymond uh as the previous committee chair so I'll ask are there any nominations I would like to nominate Scott [Laughter]
Hardy can do that perfect thank you do we do we vote or can I ask some questions no no I mean I just I guess I'm also new but I was just wondering your take on the board's role in helping develop the
budget do you do you think we play a role I think we play an advisory role I think we have to set priorities um for the district as an overarching but in terms of how those monies then get spent as long as they're
meeting the priorities of the board I think that's ultimately up to Administration to administer that budget but we do help or do we help play a role in developing the budget we help by setting priorities and from there the then the administration
is charged with finding the monies and allocating the funds to meet those priorities I don't think we ought to get into the minutia of where that money spent how it's spent that's ultimately a I think we monitor we don't dictate at
this point but we do help develop we help develop it based on the priorities that's right you establish great welcome thank you um okay so I guess we uh it has been
determined that trustee uh Scott Hardy will serve as the chair of the board finance and operations committee for 2025 so I'll just pass the battle so we don't have to move around right no I don't think so and I'll let you take right over I don't have to sit at the center of this
process um okay so we're at the approval uh of the draft committee meeting minutes from the prior meeting are there any changes to the prior meeting minutes no I have I have a question I guess procedurally um
I don't notice that there are votes taken on these do we take votes as we pass like for instance approve the minutes do you want me to call for all those in favor say I oppos you do is say if unless there's any opposition so
there's no opposition that's implied that that passes and the same thing's true with any motion we sent down to the full corre yeah yeah they I think uh quite a long time ago we reread some of the rules and the voting really isn't a thing with three board members because
it's not a quorum so we kind of switched to consensus and recommendations to move things onto the board um instead of like a formal voting process yeah yeah I just I I'm not yep and we've used uh Robert's relax
rules so that allow I mean that's actually a thing so that actually allow for that process to happen but again there's nothing binding that this committee does everything that has any kind of vote of anything lawful bid thresholds da those things has to be voted on by the entire board and go
through that process all this group really does is pass that forward for the executive committee to put on the agenda for the board otherwise it's informative right but it's also something that we're we're endorsing certain things to go on to the board
it's implied that we've endorse those and we correct okay but again you also have the report out and sit at the table when that's done with the understand I just one of the ways of Expediting all these processes by doing but if the committee said you know didn't in fact
do that then at that point that's when I would begin to have conversations with the board that this is something the committee doesn't feel like at this time passes on to the board so it's it is somewhat of a first Clearing House for us but that's mostly you know administrative in that
way okay I again I'm not lobbying for but understand it's easy sometimes at the board level to look at actions by the finance committee and if there was a split vote on this i' assume that there were some questions about that
expenditure not not that we didn't move it on but at least we had questions but then we would move it to discussion like if there was a debate I would think at the finance committee we could move the item yeah we've I can't think of in my time when if we've ever had something that was passed on if there was a
dissenting vote uh you know a a desender of the committee that had questions that we ever left it or made it consent it's always gone as a discussion item if that's the case okay that's fine so when um I just joined the finance committee in January but Andrew Raymond had always
used the philosophy that if was anything over a million right John y that if it was under a million that it could get moved to consent if it was over a million it um deserved a discussion of the full Bo just from a transparency standpoint of the dollar amount was his
theory on it but again and at that point but if if there's a member of the committee that says I think that even though maybe this is less it's important enough to do that yeah committee have that discussion and you know and if it even if there was any kind of I think even difference of opinion generally it
got put as a discussion item okay and even last last meeting Tai wanted the the the um Grant from the Grand Travers the anada one Indians to be recognized at the full board in a discussion in the and I was going to say because the board has that right anyway so at the at the
at the board table if they want something to go from consent to discussion they can do that right there so you might as well as a committee decide that and put it on there at that point if that's the case okay well I would encourage all of us if we have reservations or if we have things we want pointed out to recommend that it be
on the full agenda as opposed to consent so and I I think the only thing that would be kind of a trick to that is if somebody didn't want to move it to the full board I think wouldn't you take that to executive team and your executive committee would decide if it ends up on
the agenda right that's what I'm saying if there's a lot of question M says I don't want it to move forward then I think we would defer to the executive committee okay I've never had it happen but I'm not trying to be a speed bump in the process I'm just trying to get the
good questions you know from a process standpoint yeah all right hearing no changes minutes will remain as presented and moveing on to and we'll move on to the next item uh Dr Ben wer um and I will go ahead and pass it
on to Christine uh this one is the um uh donation so we received a don donation from First Congregational Church of Travis City in the amount of $ 26,588 86 um that is going to our tcaps SSN our
student support network to support student fees and participation fees associated with extracurricular opportunities for students uh facing financial hardship so we appreciate that and thank them for that gr yeah that was great really really nice so you might
remember anything over 25,000 now on board policy comes to the committee 20 I think is 20 yeah it used to be 10 now it's 20 we did 25 I'm sorry thank you um so yeah great donation that's one we have not had in the past right um so again really think for think wonder if
that's a new uh for that church to do that on Christmas Eve um very thankful and that's the church right at the bottom of the peninsula yeah there can can Christine can you explain
how these funds like this that go to CER activities are dispersed so it depends on what the purpose is and it depends on if there's any um um requirements attached to the grant so um in something like this it would generally be generally be a check that would come in
that we would put into um a general account uh do you typically use an activity account for something like this so we would use an activity account um which um would go to SSN so whoever the supervisor of SSN it would go to their accounts and they would have the
discretion to spend those funds based on what was applied for in the Grant and what the grant asked them to do with the funds so for for for families facing financial hardship so I guess I'm how yeah so I get going to SSN how do they end up how do how do families facing
Financial hardships access these dollars so Katie's got a process and she works directly with all of the schools to have a conversation about um sometimes it's not even the families that come it's an administrative ass assistant that makes a recommendation to Katie to reach out but there is a process for them to apply
for it for the families to apply the families or somebody from School District to apply on their behalf and I I can't explain what that process but I know that there is one and all of the schools work directly with Katie and SSN yeah I mean I I I love it and I'm all supportive of co-curricular
like I look at what tribers Heights PTO is doing now making sure that all leap programs are free to all families and I'd like for us if if it's allowed within the scope of this this type of donation um to help support those schools those PTO supporting leap
offerings um I'd also you know with with field trips you know um making sure schools so if if the admin assistant and there's a process um I just so this is this going to be potentially for this year for the end of school year for field trips and
whatnot well the nice thing about this grant putting in an activity fund is it doesn't have an end date unless the person that gave us the grant has an end date specified that you have to spend the funds by so it doesn't necessarily have to be spent by a certain time frame yeah so they could roll to the next school year
okay the only all for what you're saying the only thing I'd say is I don't know what Katie has as far as priorities of maybe some of this money for real basic needs we would have to talk to Katie and kind of find out within her budget of you know what our thoughts are you know
there maybe kids to e blankets you know when I see this one specifically student par specifically I did not realize that from the donation so thank so she'll she'll know in that account code that's what it's for and she likely has a lot of requests
already or something that you know she I know they have a process I don't know what it is I could ask I'd be very curious about the process you know I've seen the form that's on the website and um I just I'd like it's not that clear I think for families to apply um on the
Google form that's on the SSN Network so we'll get with K okay great or maybe just a communication um to our elementary schools or middle schools um or high schools regarding and our pto's we we are meeting with our PTO we've got another one with all of
our PTO presidents again here coming this month so this is something we can share with them as well yeah but just a reminder to our elementaries that like you know we do have funds for support leaf and things like that and yep and then we can go back to the First Congressional Church and say Here's how
many kids were served and here's how they benefited and who benefited because I mean that's very generous 25 Grand is very very generous is very generous thank you yeah what is the overall budget for the SSN I mean on an annual
basis um that's a that's a challenge because it's mostly Grant funded so as far as general fund goes it's do you remember Sandy we just looked at it um I do not know stuff so part of SSN um it gets a little bit um confusing as to how
we use it because it's multifaceted so we have a mckin vento grant fund that is for homeless students which also have student Support Network needs and Katie is funded her position is funded by a Federal Grant from ackin vento she is the coordinator for the region so
there's multiple schools that access those funds for needs of students like Transportation things like that so she oversees that Grant and then we have general fund money that I'll set some other part of her position that is strictly for SSN I don't know that we
have general fund money set aside specifically for um SSN for materials and supplies it's all Grant and most of those grants are ear marked um they're specific to SSN sometimes they're General with SSN that
you know we know what your Mission Vision is and it's for anything you would like to do within that sometimes it's specific to materials or that's the winter clothing sometimes it's specific that's why when you apply for a grant you have to look at the specifications and what the expectations are and make
sure you're separating those funds so that you spend them in that way okay and then some times we do just get a like a donation of use this is how you see fit you know in cash and so Katie you know stretches that dollar every which way to find the best boot sale or you know
whatever it is right to do that you know from that standpoint um and sometimes we get donation of goods so she'll get boots and shoes and Kleenex and things dropped off so there wouldn't be any cash exchange there three bags of Coates right now that just came in that are in the mail room so so she manages all of
that we've been fortunate with the federal funds um I think she has spent all those funds which is why we're pretty pretty stocked right now um but she got a pretty big chunk of federal funds over the last couple of years related to eser and covid um so we've
been very fortunate that way this is we now have a washer and dryer at every Elementary School to help students that need that assistance and we use some of those funds for that so it um that one was pretty wide open and we gosh when when did Katie when did we hire Katie
for that position or her what create that position because I remember coming in this was a I was what three years yeah so yeah I think it was it was it pre-co no no no it's been since I've been here me Katie's last name is kubish
kubish Ku okay kubish kubish kubish yeah yeah she's great a great job walk down to her room you'll see the plethora of supplies and how she's got them e marked and bus passes yeah and and I guess my my point with all this is that I'm excited that I
mean of course we want to help meet basic needs but I would love to see SSN come up the pyramid one step to uh like this co-curricular yeah uh uh belonging self-esteem you know opportunities for them for kids who are furest from
opportunity to have this so this this to me is I mean we because this to scuss point like every meeting I've been on now there's been money coming into SSN so falconer's uh the band and now the church so we might have a lot of federal funds coming in but I think there we're not we haven't met the need and I've
asked John that you know and I'm sure there's during the budget process right now like what is the need as we move up the pyramid from basic needs from coats and and bus passes to helping kids who don't have opportunities after school and I know she has been doing that I don't know that that's something that
we've been reporting well but I know she has been helping with these all along um as she can and really um it's a strong Rel relationship with the schools the schools know the kids um the coaches at the um middle schools and high schools know the kids and usually the
recommendation comes from there um when they know a kid would like to participate and maybe can't um so usually that's where the requests comes from but there is a process and even so uh when I volunteered at Blair you know little girl on the playground and AD
mittens and so for a few days and so I went to the front desk and they immediately they have you know a selection at their school but then they also reach out to Katie to say you know we need more mittens or we need more boots or yeah okay
yeah moving on Capital project facility storage building so this is uh part of our project as it relates to doing renovations at Sabin and uh by moving HR and the business office there we're uh
taking away a lot of storage that the district needs um we don't have birth of us anymore we we don't have buildings anymore to store things um the warehouse uh was taken up a little bit for the bus wash and so we have limited space for opportunities for storage and um by
doing the facility storage building right at facilities it makes it a lot easier the moving um employees work directly for facilities the cube van is there they're able to load it up and move things uh we store tables and chairs excess Furniture um music risers
there's there's a lot that we store and by having a facility and having a facility that doesn't have a leaky roof or is uh great opportunity to store things in one place and keep them safe is this a heated storage there is a small portion of it that's climate
controlled okay we wanted to be very careful that we weren't spending too much money on climate control um because we will be storing snowblowers and things like that that don't need it but we do know there's items that have to be climate controlled so we split it up square foot wise and this did come in under budget the
budget was a million um with the 10% contingency we're at 922 240 anticipated start date is pretty much after they received the contract with a completion of December of 25 I'm just catching up we I assume the print shop is fully relocated it is okay
yeah I'd like to have a grand opening soon just so that the board members can see um how well it's working it's a great space great all right any questions regarding this bid and contract award it's nice we found a number of
local alternatives for this we we've been getting some really good um general contractor bids and we've got a new company starting to bid now too so it's great got some interest all right so we would move this on to the full board with our
recommendation that we approve you L see it as consent or do you see it as discussion I would assume it's on consent because I don't see anything in particular that needs to be questioned but um yeah it's a project that's been on the list for quite some time yeah we
we've disc we've discussed this a few times um the the proposal and yeah so I I would be comfortable moving it to consent okay yes good this is why I like votes hey go ahead hey it's similar to a
vote I know it's like a yeah unoficial vote somebody can deny it later though um okay we're on to Travers sites Furniture fixtures and equipment yes so we have already um approved the Travers sites classroom Edition and cafeteria
Edition this is the furniture and fixt Furniture fixtures and equipment to go along with that addition um we're asking for 74,500 this is a combination of cafeteria Furniture classroom furniture and then also custodial equipment that's needed for that extra space
um in the building and that actually I think our budget was 200,000 so we're in a really good spot we worked closely with the principal to determine um some cafeteria tables that we had in exess that were brand new and worked with them to make sure we weren't over buying because we we are limited on store
options so we wanted to make sure we were using those I don't know if you recall but quite some time ago we did all new cafeteria furniture for all elementaries that were standard colors so we're able to you know move those around without too much issue so we were able to utilize some of those and that's
why this number is a little bit lower that's great was this competitively bid it's a Consortium oh okay and interphase is part of that consortion they are yes interphase is the equipment and then uh we
us Imperial Bay Imperial Bay for the uh custodial equipment all right and just for the public certification that if we're part of the Consortium that's just group buying power and it doesn't ever get competitively
bid because the assumption is they do it competitively at that point correct it's it's essentially competi competitively competitively bid by the Consortium itself and then we don't have to go through that process we can tack on to um we have my we have a lot of different
consortiums that um contractors and vendors can uh participate in but it's bid by the actual owner of the Consortium so we don't have to go through that process okay convenient now we should move this on to the board with our recommendation for
approval and consent yes yeah rooms without Furniture AR a big ni there's not a big lead time on that which we knew that going into it but I'm building those classrooms already they're rolling they're
rolling okay uh West Senior higher renovations yes so this is um a project that was um requested by Northwest Education Services so by adding the addition for the um Innovation and manufacturing center we are vacating a couple of classrooms to move into there
and Northwest Education Services has programs at West that they would like to use the classrooms that are being vacated instead of the spaces they have and the principal's in agreement that that makes the most sense for those students that does require some Renovations Northwest Ed has agreed to pay for those Renovations because it's
their program progr um but the principal did ask that we do some minor renovations to the pro program classrooms they were using because they were set up for the Northwest Ed program and not necessarily how the principal would be using them going forward so it's twofold it's the um 309,000 is the
work directly that uh Northwest Education Services will reimburse us for with the contingency and then there's 22,900 of work directly for teaps at West to get those classrooms ready for how um Joe needs to use them in the future we're recommending that we don't
ask for extra extra funds for that that we just fund it with the other West Senior High projects we've already approved with those contingencies so we've approved the restroom Innovations we have a contingency we've approved the sitework contingency for 22,000 I I just recommend that we wrap it into that and
use those contingencies all right any questions or concerns it is refreshing that we're starting to get lots of local bids it is I can sat here before when we had one
bid and it wasn't even local so no all right we'll make a recommendation we move that onto the full board and leave it on consent um informational items all right so typically Paul would give you guys an update of what's going on with current construction so just a reminder that we
have our ribbon cuting for the Innovation and Manufacturing centers on April 10th that's next Thursday Thursday thank you um we'll start at West Senior High at 4:00 and then we'll move over to um Central Senior High at 5:30 like I said today is the final inspection we'll
be moving computers on April 9th so we should be uh ready to go cleaning is started as well so we'll be ready to go uh to welcome the community into those spaces to see um what we're able to offer students Community was invited to that oh good y it's been the paper it's
been uh the ticker today has an article on it it does great that's cool I assume we have the full CFO the inspection to to it is and that's for the full buy yeah we have temp right now the
garage door that was on like super back order and they're in and they're in okay they're in cool okay good and we had to move some of the equip the heavy equipment we had to move it and get it installed before that we could get final inspection so that was done uh yesterday
Monday and Tuesday H got so this is Traverse Heights um so uh they started uh right away um this will be nice the three classroom Edition is it it won't hinder the existing hallway because it can all be started on
the exterior um as soon as school is out they'll shift to be um working on the cafeteria the priorities we have to have that cafeteria ready to go by September because it it they're expanding what is existing and we have to be able to use it so um they'll start working on the actual
addition right now and they've been moving along on that so this is primarily seating in the cafeteria are you moving Sor the kitchen as well um we're not touching the kitchen we're expanding the cafeteria
they've kind of always struggled with um not enough square feet in their cafeteria compared to our other Elementary and their enrollment has boosted quite a bit over the last four years so we're really trying to rightsize their cafet to fit all of the students so they don't have to have three four
lunches okay and then it's a three classroom Edition for early at like kindergarten classrooms with rests in it um on the north side of the building all right so they've got everything all gated off and ready to go and they've begun working on it so they're moving right along the kids must be bulldozers
and the diggers uh fascinating [Music] no that's not working sorry we're having some technical difficulties all right so train work um we uh the board approved a pretty hefty um Capital project for
Energy Efficiency um improvements throughout the district these were U during our facility assessments kind of um earmarked as priority one two and three items so uh they have already begun swapping all lighting through the district to LED um we're working on
rebates for that right now um but the entire District in the next two years we'll have all LED lighting the classrooms will have a dimming uh switch and some phasing so you can have this part of the classroom lit and not this part and then also dimming so that'll be nice to get rid of any Foresta lights
that we still have throughout the district plus that's a pretty big savings on energy so um that's been going well they've started some Plumbing um work already um upgrading some of our fixtures to a little bit uh more of those lowf flow uh fixtures um in our
kitchen um areas they've changed some of the sprayers to with the foot pedal so that they're not left on sometimes they're left on for a little bit and so now they have a foot pedal um just some of those Energy savings so they've been working on that um this summer they will
be working at West Senior High on their heat pumps I think there's two 100 something 130 heat pumps so they'll be working there we're going to have a lot going on at West Senior High restroom renovation site work and heat pump so um they'll be working there
they're starting to work on some boilers um the controls we're switching all of our controls to train controls so we have a standardization of controls as it relates to operating um our heat pumps our boilers uh our fans and things of the
like that we can do um from phones we can actually do that from the phone so um lighting as well so we're working on that as well um so they're really I I was a little bit uh skeptical on whether they could finish it all in two years but the rate they're moving now I'm I'm
not as skeptical so we'll see how that goes um all of the lighting is being done after school like on second and third shift and the rebates are being collaborated with tclp and consumers yeah train is actually working through the rebates but we're coordinating with
them and Cherry Cherry land as well yeah all three and I think there's also Federal incentives that they're applying for as well that was all they they handle all that they do all that for us it's all pretty much with some support TurnKey yeah yeah so that's part of their
contract correct okay all right anything else um not on current projects um on future projects uh just wanted to have a little bit of a conversation we have um a couple presentations coming to Monday's uh
board meeting on the 14th so the Architects are coming in to give the board an update on where we're at with the m secondary music Pro uh projects the uh Central High School um renovation gym main office wrestling room and then uh the other uh Architects are coming in
to give an update on Central grad so we had two visioning sessions um we got um we had a great group that participated community members staff parents students um and we have some takeaways but we need some verification from the board on next steps um so we're going to come
give a presentation let you know how visioning went and how our user group meetings are going on the other ones where we think we are how long it might take and what the budget is is um we're very close to un Budget on all of them but we'd like to have a conversation with the board on that and what that means going forward um so those
presentations will be on Monday night um and I have asked the um User Group participants in the visioning committee if they'd like to participate I've shared the information that we'll be presenting so hopefully a few of them will come and share their thoughts um as it relates to uh future
projects and the whole Bond I think um as it relates to the work that needs to be done um I I do think um with music there'll be a request for a little bit more money and there's some options there on whether the board would like to move forward with those things or not and so I just wanted to have a
conversation about the the Bond as a whole so um right now um we do have some large projects scheduled going forward and the budget's tight we've allocated every dollar we're actually over budget right now um we um had some changes as
it relates to some annual allocation uh lowering them a little bit um with this Bond but we also have some big ticket items that are planned we'll need at some point some guidance from the board on if we're over on some items where we would need to take it from just to give you a high level perspective we
have a little over 15 million set aside for roofs for Trevor City High School Central High School and West Senior High uh we have 2 million set aside for an addition at Long Lake um we have 825,000 set aside for West Senor High track um we have half a million set aside for
West Middle School athletic wi Wing uh Renovations half a million for playground equipment half a million for door upgrades and then our annual allocations um technology 3.4 million a year which seems like a lot but they still feel like they need more where can
I see a list like that um it's internal working documents that we change all the time so it's just our work that we change all the time we have a list of priorities from the original facility assessments that were done and all those numbers are on there um but we um I work
directly with the superintendent on which items based on what the board had directed us to do we're going to do in this Bond and it was based on Priority One to two and three with Central High School gym as a priority and Central grade as a priority and music as a priority I get asked like I just got
asked about whether or not a school is getting a playground and I'm like I I don't know what the bond is going to support or not support so whenever it's time i' I'd love for that list to at least be shared with us um and then
um I've never heard that before um well it's a moving Target okay it it moves quite a bit just simply based on our priorities and where we're at with budget you know fortunately with West Senior High we're a little bit under budget Travers sit's a little bit under budget the uh facility storage building
under budget um so I think we'll have some flexibility there um one of the items the um the set aside for uh the $10 million set aside for a Fieldhouse that's going to be a big shift if it like I know that there's a year for donations if that doesn't come to
fruition there's that's a big chunk of money that could be available could not be available so those are all things just to think about over the next several years and just a quick question on those numbers that those all include contingencies right so okay yeah and which could go either way well and and I
think from my perspective there's a lot of worry I mean we got estimates from Miller Davis on what it would cost to do it now and some escalation factors without knowing what's going on right now at the federal government and tariffs so there's a lot of concern um and we'll share that concern when we
present Monday night and so just making sure the board is aware of these are the thoughts we don't have any plan for playground equipment we set aside money for it um it was actually in the last Bond and we rolled it forward and it wasn't identified which ones we we have a list and it wasn't identified as a
priority one item but we have a list of playgrounds correct based on the age equipment and and when they need to be replaced based on inspections that you know essentially if there is a decision at that point to do something with playground this is the next building that's up based on that that inspection
list yep so that helps a little bit you want know which one would be next you know in that aspect we can I'm happy to you know have Christine share that you know with you and it changes based on things that happen per year um uh playground equipment we've kind of had that money just set aside in every Bond
and then we deal with what is as it relates to inspections and quality of equipment and enrollment um but it's not something that we say we're absolutely spending on playground equipment it's a placeholder just like door upgrades it's a placeholder and it's always been one that based on our priority overall safe
warm and dry some of those get pulled if the higher priorities that were identified the board as priority one two and three if money's needed there those are items that typically can get pulled I see and that's what could happen Monday night is we can help set priorities yes and I don't know if we'll get that far I just want you to be aware
because I I do think with music there's going to be a request for more I've got options I think that we can do it in 10 I don't know that the user group would agree with that I also would like to talk about John and I talked about setting parameters for the next Bond in all reality we have to go back out in
2030 so that our 3.1 Ms doesn't drop but we can go as early as 2028 and we've chosen to frontload a lot of work based on some fear of cost so we're doing a lot of to work upfront and really spending the money to avoid some of those inflationary factors if they come
um but the fact of the matter is we we knew all along the 180 wasn't going to get the whole scope done when we got a list of those Priority One Two and threes and we knew we'd have to go back out we just didn't know when um but we're really front-loading that work we've we've got some pretty big projects
going on and we're trying to strategically place them so we don't have too much competition at the same time um but there will be a point where where as we move forward if other projects are higher costs because of inflation or tariffs we'll just have to have conversation about what moves to the next Bond and then we start creating
our next Bond in that informational campaign I'm I'm I mean i' I'd really like to talk about 2018 Bond before we talk about 2028 Bond so on Monday if someone can share an update about what's going on with the 10 million because in in the ticker story today it said that that the manufacturing centers were the
last of the 20 we're still sitting on 10 million and to your point about will it come to fruition a year of donations like I I want to see that happen but before we start talking about 2028 I I'm really curious about the 10 million so that
that's money set aside in the 2018 authorization there's a time frame and how long you have to spend that money um it was sold this uh 2025 there's other projects that were closing out of 18 so um the projects are mostly done other than the um Innovation and Manu we
haven't closed that one out yet but most of the 2018 projects are completed um we just have that 10 million sitting um I guess that's I just want to as as we talk about the the 2024 projects i' I'd like to just have a little update on
that 10 million on Monday on the 14th I guess yeah there is no real update it's there well just say that then I mean it's because I know the board voted for Scots we voted unanimously I think in last fall to to authorize John to go fund raise and I I don't know if it's been six months now so if we can just
get a month update on sure fundraising that'd be great I mean I can do that now from that aspect if you know the the group is uh they've worked with a marketing uh consultant and so we're waiting any day to be able to get the documents from that standpoint um the
group that has been put together um of local folks have decided um that they want to try and set up meetings with some of the different youth organizations um to be able to sit and talk about what their um willingness to help support um what like needs they
would have as far as when they would like to be able to use it time things like that um and so those meetings are are uh I got to set those for sometime here late April trying to begin to set those up um and be able to say you know what would that look like as far as use
what exactly do we want to make sure it's Incorporated so you know like we've talked a little bit about having an area for um youth programming like after school and you know summer programming and some of that of you know what would that look like and what kind of space is needed for that and that element so I
know that that uh Jessica Sullivan that's leading the group has talked with um uh with uh Mr Burger to talk about the you know that work of what that would look like he's got a grant that he's working with the uh um the rotary
Charities from that element so looking at how all that can be incorporated to make sure that it's meeting the needs of multiple things is what they're trying to do and so I expect to see those marketing um one pager of that element here any day so I talked to Jessica
yesterday she had said she expected it by the end of the week or first the next week from PB&J who's the firm that's been hired to be able to do that um then we'll sit down and begin those conversations with each of those groups with the idea of really starting to break out that conversations with
funders and that to see and August is kind of a timeline to see where we're at as the touch Point okay from that standpoint of what's real what's not you know that element and once August hits I then expect really kind of a bigger update to the board of okay this is is
it two is it one is it a half is it a gym is it you know what is it from that standpoint so I gu is good okay and once those one pages and things are there I know you've asked a couple times I'll make sure to share those with the board but it's literally any day PB&J is should be done with it to be able to to
share PB&J local that's an awesome name yep um one of the things and I've said this on City commission I've said this on any number of boards I said on part of my reservation with capital budgets is that we don't include anything for operation and
maintenance that there's you know we do 10% allocation just so that we have some kind of a fudge factor in there but maintaining these things I don't know where that budget Falls but it's critical as we start building a capital budget we do that and it is and and you
know it's good that's so interesting you bring that up because I think Christine's going to bring some thoughts of you know one of the things that we're really trying to have conversations with our Architects on is is there space we already have that we can renovate versus just continuing to add on space so if
you leave a room and build a new room that room still sometimes gets used and so it has to be cleaned and now this one has to be cleaned so you know when we built the Innovation and Manufacturing centers we used three existing classrooms in each building to a part of that square foot to just try and
recognize that fact CU When I do talk with our facilities uh Team you know they will tell you that we're stretched in that element to your point you know what is it we can do to make sure we're maximizing space so that is something we are talking with the Architects with
that but you know and hence does something like a Fieldhouse or something is is there the model in the business model plan to make sure you can cover those kind of costs so that it's not an additional burden on the you know on the district's uh general fund in that way that you know
you're You're Building these things but you can't make maintain them you can't clean them you can't do that thing is an important aspect that's very much on our mind as we're trying to go through even these the work at Central High at West West High School the music ones like that we do you know we do have a little
bit of space of some classrooms because the buildings were built bigger than our our student population is right now so is there a way to be created with Architects and that's the work they do we've charged them with taking a look at some of that can we still have awesome great spaces that are updated but maybe
renovating which is 2 250 maybe a square foot correct versus depending yeah on average that's probably not the case at Central grade but right true 100y old building it depends on the site itself sometimes it's a lot cheaper to renovate
sometimes it makes more sense to start over but that's an analysis they're doing con but that's what we ask them to look at you know with I would think that somewhere in the process the facilities people need to put some kind of a number to this okay if we're going to build x amount of square footage what's it going to cost to maintain it on an annual
basis then and with efficiencies so if you do put in LED lighting you do all that saves money so all that is put into the equation but as we're doing those things we are being very cognizant of taking a look at that okay I just don't often see those numbers broken out
so all right anything else yeah other thing I just wanted to share was um as we look at the 2024 authorization there's a reality the fact that there's only so much we work we can do at once so we'll talk about this Monday night but for Central High School gym you
can't just do it all at once there's so many facets to how the building connects to each other they still have to use the gym while we're doing something so inherently some of this could run into the next Bond anyway just simply because we don't have time to do it without making a major disruption to the site so
we'll talk about that um but that's where we kind of talked about laying out some opportunities for the next fond and how we'd be setting the projects up that we can do this and we already have planned the next phase so we're not ruining this and what it would cost if the bond if the board would like to do that additional work in the next Bond so
start making a list for the next Bond of our priorities so what I would like the board to think about is in the strategic planning process as far as facilities we've already talked about what happens with this building o Park is going to come into that equation so the board very well may want to as a part of
strategic plan think about beginning to say we're going to start setting up that that plan because you very well may have depending how music goes on Central you know the gym office that area you may go
we're able to do a phase one and a phase two but we think that phase three should be a priority right away in the the next one whatever that is whatever it whether people are at the this table are on the board at that time or not at least gives the board at that time very good
direction of the thinking and the process of what was next so it's not a guess of well what was the thoughts or what was that or there's nobody left on the on the board or an Administration you know that was in that conversation it'll give some very thoughtful setup to
Rolling into that next one of okay these things were were done but it was recognized because there's so much construction and maybe there's only so much local capacity that it makes sense to have a phase three and so that that gets put into that element so we just
encourage the board in our process to think about some type of of goal or something with that to to get identified I think like you said some high prior so if we could go in 28 that's three years from now and we're getting Oak Park and this building back
empty in 2030 so to have a decision already kind of formed as to what we would do with it but also what are we going to do with the rest of uh central office office um is is there a second phase of saving is there something different because they'll be at Central High School temporarily while business
office in HR at Sabin but at some point there has to be a decision for a final spot for board meetings and things like that so those to me are the top three things to kind of start talking about for you know by 2030 possibly 28 let's see how the how uh tariffs go and it
depend property values I mean it all goes into the equation but you know you just this the district has done very well for a long time of maintaining 3.1 mils at any point that slips below 3.1 now to even get the same mill rate you
have it's a it's considered an increase so we' we've done very well for almost three decades of maintaining the 3.1 Ms and so to be prepared when that time comes which you're not exactly sure based on property values of what that is
you know that you have some plans in place to be able to do so well and just having this conversation now having gone through birth of O and you know just we didn't have those conversations before about what does it look like you know in five years and 10
years and so I think it is important to talk about you know what are we going to do in 20130 with some of our buildings and put some plans in place so we can maximize what we have and we're going to have a great story in a couple years of the work we've already done it you know
trained $33 million of Energy Efficiency 26 boilers 260 heat like we're going to have a really good story about the work we've already done Central grade will almost be done um so I I think that you know with the phasing it's going to be a challenge anyway so it will tend to lead
right into the next vote if that needs to be 28 or 30 yeah two questions um and I won't even refer to the original number when I left the board in central grade we were debating and we had plug numbers one if
we relocated one if we stayed in place and renovated do we have a plug number now that we're using for Central grades renovation we'll share that on Monday night but we've been we've gotten a direction from the board that we're renovating um and that was the whole premise with the visioning committee
that we're renovating possibly some maybe demo to make some efficiencies possibly in addition but that's something we're looking at like John said you know I I I'm push the Architects like you know we're struggling um for Monday night we're struggling with that West Wing for
supervision and security issues well it's already there but the way that it was built and where some of the colums are if we're going to reuse that it's actually cheaper to tear it down and build new and the visioning committee was okay with that because they knew supervision inside the building and security is their number one priority so
those are things we just need to talk about with the board I think wasn't the original Central grade renovation 44 million it uh we originally talked about 40 if it was done in if it was done in 2024 and then we had those escalation costs right right right so we'll we'll
talk about that we're not going be that far from that but you know and tell you with the cost of new you know kind of I think the premise of the question you're getting at is I think you're going to see it's not a lot different I've asked that question MTI especially cost of the new going now we're right in the
ballpark you know of where it would have been if we had have said bulldoze it all and build a new school you and I talk yeah years ago just at one time it was different but the cost of new and materials tariffs I think they even going to make it maybe even possibly
worse to have built new so we'll see where that it's also relative to how that building was built CU when we started looking at where the columns were it's like so if we put the cafeteria there we have columns throughout the whole middle of the C like there's certain things that it it just I don't know what to put there
without these huge columns in the middle of spaces and and then we did the cost analysis it I think we're going to have to work with some tear down there and like I said we talked about it with the visioning committee like is there you know are you okay with some demo like so we'll share that I think that you know the premise all along when we started
talking the community about the bond of that building was maintaining Lars you know that that component of the building the original and that's the people that live in that community in the community downtown that was really important too and I think that the vision committee has honored that we've had many representatives from the central
neighborhood you know uh Association teachers the city like everybody a part of that conversation so I feel really good where the visioning sessions have gone and and you know the the debate whether you know renovated that the board put that you to bed I mean it it
is very clear that that building is getting renovated that was the Public's expectation in the bond that was the board's expectation and that's what the Architects have gone through with especially if Boardman yeah and I'm not I am not while I may not be a huge proponent of that I'm not yep I'm not
for where we're yeah i' just like to know where the plug number was at yeah and I think as far as Central grade knows we need we do need a little bit more guidance from the from the board how many classrooms are we supposed to build because we we are struggling with the total square feet of that building
and trying to decrease it while you have to get Library art and music from the second floor to the first so there there's a challenge there and we'd like to just have a conversation with the board like how many classrooms do you expect us to put here and and what will we be housing and you know we've had the conversation of the board at various
times about tags in there preschool you know do we look at options of having you know maybe multiple sites for some some of those kind of things that you know maybe bring some equity in that way of possibility that could even include maybe Transportation like those are some of the things that you know go into all
of that conversation and I'm assuming the third floor is going to be renovated by dormant right now that's a question we will talk about that Monday night okay anything well it's just I'll give it just a bit more of a tease I think they
have questions just worry about proximity office that far away concerned the teers for security reasons what about Administration up there that wasn't discussed we we left that up wasn't discussed so we're
leaving that to the there you go far as we're going right there okay going get down that rabbit but we do we'll we'll be sharing an outline of some things that we really need to get answered before the Architects can start desig we haven't started design we have Bubbles and you know square foot but we haven't
started design and we'll need that we'll need the budget affirmed and we'll need some of those caveats affirmed so that we can actually move in design how many classrooms partial demo okay partial addition okay and and some other factors third floor we we'll need to get some
maybe not Monday night because I'm just now sharing it with you but maybe um couple weeks after that or um at the next board meeting we get some firm guidance all right let's move on so we're not here for the entire morning um
Finance uh certificate of excellence yes so we did receive our certificate of um Excellence from the association of school business officials this is our 20th consecutive year um so um we did we do a press release yet or we
recommending one after the board meeting so yeah just sharing um we've received our award again this is something above and beyond that we choose to participate in um the auditing requirements uh for this are much more stringent and um much more robust as it relates to um some of
the documents that we share and some of the the actual book that we create um isn't required for a school district but a lot of school districts choose to participate in this for transparency reasons um so just happy to share that um again we've gotten that award for the
the 20th year and and Sandy and Wes have been here for the whole entire time look that old thank you thank you for everything this is this is great this is tremendous new yeah good news so appreciate everything you guys
doing all right upcoming District purchases do we want to go through that in detail I do like to just go through it so that if there's any questions that you know I like to have questions or concerns raised before we get too far in a project um so again um we typically
put things on the top section under the red that's coming in the next um two to 3 months and then anything after that we would put in blue that we know for sure is coming um so the items that all say April um uh came to us today um I have
on here just so that you guys were aware all along that Central grade where we doing a report out so obviously there's no money attached to it but that was coming to the board in April again just trying to keep you guys a priz as to what's coming so there's no surprises um also if you feel like we're missing something we can have a conversation
about that but these are all the things on our docket right now um we were going to bring we were going to bring the cell phone boosters today but we we had an issue with the vendor with spring break and stuff getting the numbers so we pushed that to may but I don't know if
you recall but as part of our Safety and Security enhancements we're really trying to look at some of our buildings that have poor cell reception um Evan has done a great job of doing some Pilots working with Patrick on what might be possible um and they have prioritized uh West Senior High to be
kind of our pilot of let let's actually get these boosters we've done two evaluations with two different companies let's get these and try them out to see if it could be the answer for some of our other buildings I do just want to make a point though for the our community and parents from a Safety and Security standpoint at this point we do
have radios that are digital to be able to talk with law enforcement all of those elements in in in case of an emergency situation it's just again having some type of cell phone sometimes to be able to contact you know if you walk into West High School and you get a part there's you know like for instance
there's none you know and so there very clear areas that don't have reception and the main office is one of them and so it's just it's another element you know from that that we're trying to do is we have done our reunifications and that like when we did our first one at West High School this is one of the
things we learned you know and so addressing it from both our our communication from emergency Personnel stand Point as well as the cell phone came out of those exercises yeah and and we've known for a while we've just been challenged we don't we don't operate
cell phones right so we're not experts in that and so trying to find someone to help us do an evaluation there's a lot of products you can buy that say they'll help but they don't and so really needing to get a full-fledged expert in to do that evaluation and to review um spots in in the buildings that are a
challenge because it's not really every square foot of the building but there are certain areas that are a challenge can you can you explain how I mean I know these are all 2024 Bond projects but can you explain how things get added to this table is that through
the board providing priorities and then eventually they come up here it's really it's our work uh it's Administration work based on the priorities that were set by the board from day one from day one meaning like before the pre-bond planning it was the pre-bond planning
work and focusing on priority one two and three gotta that pre-bond planning I've seen that document right in that there's a lot of documents there's a lot of if you look at both of the meetings that took place that were study sessions with the board there's a lot of documentation you can look at and so just so there's two two projects that
are upcoming are there can we expect like say at the next meeting in May there be more upcoming projects possibly um I I keep um sometimes it's hard uh Food Service Transportation like what do you have coming that's over 30 at $30,000 is the thresh sold for a bid so
sometimes they know it's coming sometimes they forget to put it on the list or it's part of their plan but we try really hard during some of our um Finance operations meetings to make sure we're talking about what's coming how do you plan to spend your money um do you know facility equipment do you know how you have this much money left from the
2018 we we need to work on what that list is so those are things that we we talk about all the time and what and sometimes grants come up yeah and and they come up and sometimes you don't even get 3 months notice like if we get a grant then I'll all of a sudden if it's above the threshold we still have
to do the bidder Consortium and take it through the I'm mostly I'm mostly interested in the bond like the projects and how they just come up here because this again this is just my fourth Finance meeting and and this this table is very helpful um to see what's coming and and today I just noticed there's only two that are upcoming I'm just curious but I think you answered it
before about uh the prioritizing and bringing it to Monday night and that will help and I and this will get bigger as we move Central High Central grade and secondary music below I have it up top just because we need some decisions but those actual projects will move down
here and once I have the budget I can plug that in and the time frame it'll come to the board I'll know that fairly soon once I get some answers from the board yeah because I like when we toured Blair like we we talked about potentially finishing a lot of the gym floors in several schools but that sounds like it's coming from general
fund dollars not Bond dollars and that's something that would not come here correct correct well if it's over 30,000 we still would bring it to you so you can see general fund items on the right hand side it's all related to the bid threshold and purchasing requirements so
the law is that if we spend more than is it almost just over $30,000 does it matter what fund we're using if we spend that we have to um uh go out for bid or use a Consortium and bring that forward for board approval if it's over 15,500
we have to get three quotes and as long as it's under 30 we just handle that but I haven't we have as long as I've been I haven't approved any to go out to bid yet right um does the do we recommend to go out to bid we do not it's on this
list and unless we get um I see feedback from the board that this isn't a project you want to do hopefully early on before we start architect work that's kind of like what I was like when you're reading that whole list I'm like wow I've never heard of all that list that you're just rattling off earlier so anyways I mean
Monday night will be fine and the list it's a very comprehensive list that was taken from the facility assess and we knew we couldn't do it all those were the priorities identified by the board based on the fact that they were labeled priority one or two needing to be done and disrepair a Safety and Security
concern yeah I've seen that document I've seen that now what could happen we have had this in the past let's say there's something that pops up so let's say that we have a elev elevator that just dies right you know or a truck that just dies at that point it is Bond
eligible versus general fund eligible we will bring that to the board and say this is maybe something that wasn't there but general fund dollars are so scarce and so tight would the board rather put this into Bond and maybe that means something later on down the road we're not able to do but this is
something that's really kind of come up that's unexpected for the board to consider we have had that happen like like Blair's gy right yeah right okay and um and and that really that conversation started you know we our
general fund money for repair and maintenance isn't as great as we really would like it to be um those gy some of those gyms really have needed to be resurfaced and sand down for quite some time unfortunately other things always come in place some of that is because of the older equipment we have which we
hope to solve in the next two years with the train work we're doing but if you have a boiler breakdown and you need to spend money on pumps and you were going to do gym floor you're at a position where you're unfortunately having to make decisions right I mean to Scott's point about budgeting for maintenance
and repair yeah so and that's I mean we do unfortunately you know we have had to make sacrifices in that area Staffing as well to do many of the the basic things that we have to do in the district to be honest and again hopefully with train
you know that if we have all brand new boilers we don't have people running all over trying to get boilers working when they're TR find parts that parts that are Absol so we'll see but we know that's a step in the right direction at least towards that thank you we're we're making progress and and that it it's
always hard because because it it you know we we have documents we work on every day and it changes every day with new information um all of a sudden we have two new uh rules coming out from code so elevators we're probably going to have to spend $250 to $300,000 on some safety requirements I think we have
to do by the end of 26 so we're just now starting to evaluate that I didn't have a line item for that so now I've added it to the board the bond I I didn't ask for permission for that because it's required by law and it's Bond eligible but that's just the work we do on a daily basis makes sense and then the um
the other one that came up um so filter first um we have those regulations for lead testing that's a lot of work that we're doing and um we anticipated grants for certain things and some of it's not coming to a fruition so we are at some point going to have to maybe choose one
of the things I listed not to do to put it towards the filter first requirements they don't there's no grant for installation we didn't even get enough money to replace all of the um units um we have ratios that now have been changed um unfortunately decisions
haven't all been met been made yet and they're still arguing decisions and we're just trying to make it work with what's actually required when so originally we were told the ratio was 1 to 100 students but they always said capacity and I I was at a meeting and I challenged them like five times it says
capacity we determine capacity of students now they determine it as occupants and we have to add staff so what we thought we had to put in just changed so some I don't know what number to Budget yet and just got we discussed this in February so yeah I just want you
know some of the things that just Happ but I think as we're planning like 2028 2030 you know those types of things is mostly what I'm curious about yep the other thing I think is important to let the board know is as we look at like these kind of projects we are very cognizant of of grants that are out
there so like we've recently applied for two different grants one for3 million I want to say and then think it was just shy of five well just one of five and one right now we're working on of 3 million that the state does have out there for facilities what our chances no idea but I just want the board to let
know we're trying to take advantage and and if there's a free dollar out there we're going after it you know in above and beyond so I just think that's important for the taxpayers and everybody else to know that we're not just trying to rely on these and just go oh there's other money out there but we're not you know we are still trying
to go after every dollar that again can just help us do more you know in some of these things that we we wanted to be able to try and do so okay anything else that's all I have we
we have no Finance update from the state I don't think we will until late May well that hasn't changed in the last decade no um it it's even worse right now I'm not sure if you guys saw the article but
some Michigan schools lost $42 million of federal funds that they had applied for and of course John's looking at list for us I'm like we all were TI when when that money came out they had all these opportunities for you can ask for extensions we're like we're not
going to wait and see if that money's actually there we we spent it we we per protocol and rules that's why we put 3 million of it in fund balance like we're not going to wait and see if it's still there later so unfortunately um some districts were hit we were not but you know some of that you just don't have
control and you know some of that work that those schools did was already done because it was a reimbursement Grant so it it's a challenge that's scary so scary yeah well there's a lot of lawsuits that going to end up on the table because of this but whatever
um do we do a second public comment no no we don't all right no and I don't need to have a motion to adjourn we're just adjourn that's right usually read the next meeting all right the next board finance and operations committee
meeting will be May 1st in this room at 8:15 in the morning there you go now we're adjourned now we're aded that's right good