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TCAP's board finance and operations committee meeting for Thursday, July 31st. Uh, I call this meeting to order. The committee would like to welcome the audience. Viewers may watch live board committee meetings online at tcaps.net
back/board. Recorded meetings may be viewed on demand at the same address. Um, is there any public this the committee has set aside this time for public comment? Julie, do we have No, there is no public comment.
Okay. Committee chair defer to Christine Thomas Hill. Yes. So, um, Dave Nielsen is here. If you want to come up to the podium, please. um with our audit firm, Manor Casterson. So, they're um right in the middle of pretty much finalizing our
audit. Uh there's still work to do um after the site visit. Uh we'll give you a full report out typically either November or December on how we ended the year. And um so I just asked them to come kind of explain the process, what they look
for. Um they always ask board finance and operations committee if they have any concerns that they should be paying attention to because they are hired by the board. Um so I'll let Dave kind of walk through where we're at uh what the process looks like and and kind of open it for questions.
All right. Appreciate that. Yeah, the audit team's right next door working on the annual working on the annual audit. So we are here working through things. Um couple of required items that we do need to talk about this morning. That's normal
communication that we would have with the board. Um as part of the audit process, as you're aware, uh we are auditing the 2025 annual comprehensive financial report would be the uh congratulations
again to receiving the certificate of excellence for last year. It's always a great achievement. Certainly a testament to the level of detail that staff put into financial statements each year. Audit is still due November one as Christine alluded to. Uh so we will work
towards that uh due date. Um as part of the audit we are reviewing internal controls. So we come out uh in June to do our preliminary fieldwork each year. Uh as part of that visit uh we do our internal controls, our fraud risk assessment and then as much of the uh
federal compliance audit or single audit as we can. This year we are testing the title one part A program. That's the major program for the single audit. Uh so last year we tested the child nutrition cluster did not have any findings. Uh the district is still
considered a lowrisk audit. So this year we'll be testing title one part A. So far uh nothing to report there which is a good thing. Right? If we had something to report that means something uh was not in compliance with the standards. I mentioned internal controls. Um so
during our preliminary fieldwork visit we do look at uh the key controls that are in place for the significant transaction classes that are present in the financial statements. So you might ask well what are the significant transaction classes? It would be bank reconciliations,
cash receipts and revenue, cash dispersements and expenses, and then payroll. Payroll is the biggest expense pretty much. Um, so in terms of payroll, we break that down by salary employee, uh, hourly employee, and federal
employee. So, an employee that's charged to a federal grant. Within each of those classes, then we're looking at the key controls that are in place. So, not every control, but just the key controls. and we're looking for evidence that that control has um been
performed throughout the year. So, by doing those walkthroughs, we're able to gain an understanding of the internal control system. We don't actually test controls to the point where we can offer an opinion on them, but we do have to gain an understanding. We're required to by our standards. So, that's why we do
those walkthroughs. Uh we do I mentioned we do some fraud risk assessment testing as part of our preliminary visit. So, that was done in June. We follow it up when we're out here for our final field work. So really what that does um is it allows us to
gain an understanding of the controls that are in place um to help minimize the potential of any unauthorized dispersements or things like that. So what we're doing and that is it's a risk that's present in every audit is it's called management override of controls.
What we're doing in response to that risk is we're getting a copy of the check register for the year. We're looking for gaps in the check sequence. That could indicate a missing check. Nine times out of 10, it's because it was voided. Um, but for that one instance of a a missing check that is
not voided, uh, we're certainly looking for support to make sure that that is a proper gap gap in the sequence. The other items uh other types of tests that we do in response to that risk are journal entry testing. We're required to do that by our standards. We're picking
a sample of journal entries posted during the year. We're looking to see are they properly supported, reviewed, and approved. We look at electronic payments. Uh certainly those should follow a similar control process as a normal AP check. So we want to make sure
controls are in place for electronic payments. Key employee salaries, that's certainly an area we look at. U we want to make sure that those that are in a position to potentially influence payroll are being paid what they are supposed to be paid. um
pecards. That would probably be the last main area that we test in our fraud risk assessment testing. We're looking at the purchase cards. We're picking a sample of a couple months. And then when the within each of those two months, we are picking a sample of employees and looking at their purchase card and the related receipts for that month uh to
make sure there are no unauthorized purchases. So that that gives you a little bit of background behind what we do in terms of the internal control uh testing in terms of the fraud risk assessment testing and the single audit piece of it. So that's really the main goal behind our
preliminary fieldwork visit and I don't have any issues to report this morning. Uh so so far the audit is going very well. Wanted to mention that. Uh let's see here. Couple of other items to talk about uh in terms of accounting
standards. We do have one new standard that is applicable this year. That's Gazsby 101. Um some of you may have heard that term before in this room. Deals with compensated absences. Uh so I believe the last accounting standard that dealt
with compensated absences was Gazsby 16. Uh so it's been a few years in between Gazsby 16 and Gazsby 101. The idea behind Gazsby 101 is to really modernize the standard to include all forms of PTO. Um the district has done a very
nice job in the past with the compensated absences acral. And I should mention that that acrruel is only at the full u acrruel governmentwide basis financial statements. So it's not your general fund, it's not the operating funds, it's the full acrruel financial
statements. That's where you'll see the impact of it. So, it's expanded the definition of compensated absences to for to include all forms of PTO. Um, in the past, most districts would record that liability based on the expected retirement
payouts. So, or terminal leave, if you will. Now, we've got that piece of it, but we also have personal time, right? Or sick time. So, districts could have a various number of different forms of PTO. And that piece of the liability is
really based on time earned but not used. So even though it may not be paid separately from payroll, it will be utilized in the future or at least a portion of it will be right. So you really do have a liability at the full
acrual basis financial statement. So little bit of background on Gazsby 101 there. Uh let's see here. Oh, so I mentioned earlier there is uh there was a risk with management override controls that's present in every audit. The other risk
that's present in every audit is improper revenue recognition. So what we do in response to that risk, we confirm state aid, property taxes, and federal grant payments. Um we feel like between the three of those oh also um payments
coming from the ISD between those four sources of external confirmations we cover roughly 90% of the revenue and from there we do uh substantive analytical procedures on the remainder of revenue. So that's how we respond to the risk of uh potential improper
revenue recognition. Uh capital projects that is certainly a big area as well with your district. Uh so we are testing the bond expenditures in accordance with section 1351A. Feel like that's pretty important to the public. They are the ones that voted on
the bonds. So excuse me. We are testing a very high percentage of those expenditures. Um we do most of it during our preliminary visit and then we um complete the testing during our final fieldwork visit. So this week and next week. Um no uh no issues noted with our
testing uh so far. So that's always good to report. I know you've got a new bond. It was issued in March I believe of 2025 about 82 million. So far about 15 million has been spent of that bond and we have audited a very high percentage.
Uh looks like the sale birth of us uh was official during the year. So we did look at the proceeds for that sale. And then a couple of other items to hit on here. um when we do our audit procedures, particularly when we're out
for final fieldwork, um we utilize a concept known as directional auditing. So what that is is essentially we need to understand what the district budgeted and where we came in for the actual results and why there's a disconnect between the two if
there's a disconnect. Uh so what we do is so for example your district uh budgeted a draw from fund balance of about 3 million. Actual preliminary results we're not done with the audit yet are about an add to fund balance of approximately 580,000.
So we've got a variance of about 3.5 million there and we'll want to understand why that variance exists. Now, part of that is part of the normal um let's say conservative budgeting practices that your district employs, but the rest of it we're going to want to understand why that difference
occurred. And to our understanding so far, there's just been a number of favorable variances that have occurred district. So, um that allows us to sort of directionalize our auditing procedures. So, if you've got a draw from fund balance of 3 million, you came
in at an ad of about 580,000. From our perspective, you wouldn't want to add more revenue. So, we're looking at journal entries potentially posted after we've started our audit procedures, right? You wouldn't want to add more revenue, and you probably um would be looking to add
expenses, right, to get closer to that $3 million draw. So, that gives you an idea of how we utilize directional auditing in our procedures. Um, again, we're here this week, we'll be here next week. I've got the board meeting on my calendar for November 10,
I believe. Um, so so far the district, uh, Christine and her staff, uh, have certainly responded to every one of our requests timely and accurately. Um, we really appreciate all their help. Uh, potentially Wes's last go around here with the audit. So, looking forward to
one last run with him here this year. Um, but anyway, I'll open it up for questions if you have any. Is the 580 new? Yes. Okay. Yeah. And to be clear, the 3 million draw was from the original budget was
before we had our budget. So our amend was at amendment was at 1.5 and I think we're right around 700,000 in carryover at the site level. Probably a little higher than that. Higher than that. Yeah. So we let some of our sites carry over FTE and budget
and we never know. We can't predict what they're actually going to spend. So it ends up being in our favor when we close our books, but ne next year we reallocate it to them. So it makes that seem a little bit worse. And it's kind of an every year
teeter totter, if you will. I agree. Question about um property taxes. Um your audit, does it cover the dispersants from the state on our state allocations? Are you actually verifying that that amount as well?
That is part of it. Yep. Okay. That's a flow through, right? Yep. Taxes. Yep. Cuz those the state revenue and the property tax revenue play hand in hand. Yeah. Okay. And as far as PTO, maybe this is more
board policy, but um is that a carryover on PTO? So, um, employees that receive vacation time can carry over five days. Um, on personal business days, normally there's two. If they don't use those, they rolled a sick time and sick time
does carry over. The the thing that I think is going to be quite substantial um, on our governmentwide statement is the compensated absence. We have a lot of people that have a lot of sick hours that never get paid out for those. So it, you know, again, it's what we're
required to do, but is it an actual liability to the district? Not so much. Sure. Yeah. I mean, we have administrators that couple thousand hours. I mean, yeah, we're going to see those liabilities go up, I think, for every
district across the state. I would be surprised if they don't, put it that way. And those carryover hours, they continue to carry over year after year after year or is there some deadline to those? Yeah, the sick uh carry carries over year to year. Uh the vacation time every
year you can only carry over five. So the maximum you can ever have as a carryover is five. It doesn't accumulate. All right. So when you say it doesn't accumulate, meaning every year you can't add another five, right? It's five period after you
close a business. And where are we on the retirement fund? I mean, that used to be a black hole. Please, please educate us on the retirement fund. Uh, what I can tell you is the net pension liability did come down again
for this year. Excuse me. And that's measured by the state as of September 30, 2024. So that liability then rolls forward to your June 30, 2025 financial statements. That did decrease again this year. So we're seeing some positive movement there. The OPED piece of the
liability that actually is still an OPED asset as of the end of the year. So can you say what that acronym means? Other post-employment benefit liability. Thank you. Yeah. Um so to me they are um making
progress in that area. It's still a large number that is going to continue for well it's supposed to be fully funded I think within the next seven years or so. 2032 is when I thought the year was but there's always talk about the state
borrowing bonding that and extending the bill out to be able to, you know, steal from tomorrow to pay for today. Um Governor Snder when his office really kind of put a structure in place to start paying this down. But every year there's there's just this ability that
the legislature has talked about to go, well, we could, you know, bond that and we could extend the liability to 2050 and we now have money to do something. So with the roads and all that, who knows what's going to happen yet. Yeah.
But just for clarity, we don't really control at all that that's done at the state level. Correct. N all that information comes from the state. Yeah. Yeah. Good question.
And do you know what that percentage is right now? Not off the top of my head though. I could look at it and get it to that would be useful for the board meeting. Maybe when we Oh, yeah. So we know what that liability might be. About was it two or three years ago they
started making us put the OPED in our or the the retirement I'm sorry. Yeah. the retirement um debt. Yep. And that goes on our in our books. Our portion of that debt from the state, our portion of the liability, which
we're not actually liable for, right? It's not it's much like the compensated absence. It's now way skewed our governmentwide statements. It it just but it's massive to look at, but we do have to do that. Does that then affect our bond rate?
Hasn't so far at all. you know, I think they recognize it's everything everybody across the state. Um, you know, so I know and Christie could talk a little bit when we had our standard importers review. Yeah, it didn't it didn't come up. They understand what's going on with the state of Michigan and I mean there's actually no
liability for TCAPS to actually pay that if the state doesn't. So, except for a bunch of retirees. Yeah. A bunch of knocking on your door. Exactly. Other than that, other than that. Okay. Thank you. Yeah. Thanks for having me this morning.
Thank you. Um the last thing is that Dave's available if any board member has a question or has a concern that they'd like to talk to him outside of this meeting. I can give you his contact information. Yep. Yep. I'm always available. Well, always is relative, but yeah, I'm
available certainly. Thanks for having me. Thank you, Dave. Yep. I'll be next door. If you have any questions or comments, feel free to bug me. Thank you. See you. All right. Uh draft committee meeting minutes from July 10th, 2025.
Um could I have a motion to approve the minutes as presented or are there any changes? I move to approve the minutes as presented. Second. All those in favor say I.
I opposed. They are approved. um new informationational items. Yeah. So, we're going to start off with the train performance management update. Um this is a really big contract for our district. $36 million, $33 million with
a $3 million contingency. I asked Paul to report out kind of where we are by um trade and then also how we are financially, how much money we've actually spent. So, they are cruising along. They're getting a lot of work done. They actually moved some of the boilers that were scheduled to be done
next summer to this summer because they had the trades available to do the work. Um so they um I'm shocked at how fast it's going and it was really good. We had asked them to separate um the trades like let's not
have one HVAC vendor if you could have two because of our size. Um so they did that so that's been very helpful. So the numbers you're looking at are through the June pay app. I just got July's last night. So, these are these
are through June. You can see overall through the project, they're about 48% complete. Um, we've spent uh a little over 13 million. Uh, by the time this payout goes through, it'll be around 16 million. So, that balance to finish will
drop down and we'll have a higher percent to complete. Uh, on the contingency side with change orders, we started out at 4.7. We've allocated 2.7 to change orders throughout the project. We've got a $2 million contingency
remaining on the project. Yeah. Now, when you talk about the contingencies, the those are new contingencies allocated, the 2.7. No, the the initial contingency with the project
that was allocated was 4.7 million and out of that 4.7 million, we're spending 2.7 right now. Gotcha. Gotcha. Gotcha. And I I said three, but I forgot we allocated an estimated amount for saving because train is doing the saving in renovations. Okay. For HVAC
and you keep those under change orders because of that's where the contingencies come from, right? Changes to the project as we Okay. I was confused if we request they do the work, get a quote, and approve it or deny it. Okay. So, we we So, we control the spending of that. Got it.
We do control the spending. We we come across a couple of things. There was an air handler at East Middle School that needed to be replaced and that as part So we put added that to the project uh the unit vents at Old Park. Uh we asked them to replace the boiler at Traverse
Heights uh as we got going with that renovation project. The existing boiler was determined to be uh inadequate to support the addition and that. So we threw that in. So there's things that have come up as we've gone along. That money does include what Christine was talking about
the work at Sabin the change we treated it as a change order to the project and Paul the lighting component is that effect that's a electrical contractor that's not savings that we've been
crewing from TCL for instance correct there the electrical contractor is actually working with our uh suppliers and the uh utilities utility companies to get us rebates and incentives incentives as we're going along. I actually had a meeting with Consumers
Energy yesterday and they're going to help us look at more incentives and rebates from what we're doing. So, but no, that's a percentage of work that's complete. So, this is the one building has not been a lot touched yet. They were just
me walking it and talking the other day. So, but you'll go across buildings and see all the new LED lighting all over the place. Yeah. Yeah. the the company that's doing that is called Hemma Lighting. They're they're flying. They're just flying through the buildings.
It's been nice. During the school year, they did most of their work on second and third shift to not disrupt the school day. And now during the summer, they're able to get more into the buildings other than here. As far as central grade school, are we doing any of this work or are we just
going to ride with the existing boiler system? Yeah, it's uh we just started this. We had a meeting um this last week uh to start reviewing the u systems for the building mechanical electrical and that we'll have train review the design on
that uh so that we're all compatible with what we're doing for the new uh building I say new building for the renovated building at central grade. So they'll be involved with that. Yeah, they'll be operating more as a consultant. They may do the work. That's
just not part of this contract. So, we're not touching Central grade School on this contract at this point. No, not at all. Completely part of the big renovation. We won't be demoing the big boiler down there. Oh, yeah. We Somebody will. Somebody will, but not as part of this.
No. And that's a lot because we could still traumatize. We could make it as like a lawn ornament. People would appreciate it. A sauna maybe. A play structure. Kids would love it.
You need a big lawn. Dad in the incinerator. I know. I'm like, how are they going to get this out of here? Oh dear. And and just to this is some of the work that we're doing we probably don't talk about all that much. The unit vents in
all the elementary schools that are being affected are being removed. They were the ones that were just under the windows and that just threw the heat up the windows and and drew direct outside air without any filtering or anything. The new units are vertical and they're actually going to be ducted off the top
and the distribution system is throughout the room rather than just at one point. So we'll have a better air distribution going on and we'll be supplying high returning low. So concept. So for those teachers in their
classrooms who might have had storage cabinets, that kind of thing. Are they being sort of alerted that those We're replacing them. We're replacing them. So, you see the gap right there? They're going to add cabinets to make it all one large cabinet. This is where the unit vent used to sit.
So, it was taken out and these cabinets that were these uh bookcases were over here were slid into place and we're going to fill that gap in between. So, they're not losing anything. It's just relocated. In fact, they might be gaining an extra couple of feet of
bookase. But yeah, that we've been in contact with all the principles so that they can let their staff know. That's good because there's probably some teachers who might want to come in during the summer and reallocate whatever they'd had their and we've had our facilities director
Rayanne has been out and u they've toured all these sites to make sure where they're going and what needs to be added back in. So, And then uh just a couple other things. The when we did the uh secure entry vestibules on several of the locations,
we went ahead and put uh snow melt in at the front entries, but didn't connect them knowing this was coming along uh the boiler replacements and that. So now as part of this project, they're connecting all that snow melt to the new boilers. And that's just in the entryways. It
doesn't go down the sidewalk for that terribly far. just right at the front door. So, and that's just some of the new boilers that are going in. Okay, that's it. All right. Thank you very much. Just for
clarity, the 48% you said is complete, is that based on the costs or is that based on progress? Uh, progress. Okay. So, that's just a and that's an average. Some of these are completely done, right? Some of the buildings are
completely done, some of them aren't. So, it's just an average. So, we're about halfway there. About halfway. In which, you know, our goal is to be halfway by like this fall. Mhm. So, you know, with what we'll get on, we'll be ahead of schedule for sure.
But all buildings will be operational for the first day of school. Yeah. But really, their deadline is like August 18th. So, we're continuing to push them and remind them that's when they start doing open houses and teachers are back and you need to be out of there. And if we had some lighting or whatever,
it would be second, third shift, you know, to not affect kids and teachers. And somewhere I read we're having we're behind schedule on the cafeteria at Travers Heights. We'll get there. I don't know if that was part of this. Well, it can be. We have two potential.
I've actually got it on here. Yep. Oh. Oh, okay. So, Oh yeah, we went from train to here. Yeah, it's all capital to me. I forgot. So just just I'll continue on with the project over here. Okay, so at the partitioning project
between the classrooms, the picture on the left is what they used to look like. This those were the folding wall partitions that never got used and were weren't quite sound um attenuating as they needed to be. And so the other two pictures are partitions that we've uh
replaced them with. Uh they're right at the point ready to finish paint them and that. So right along there out at West Senior High obviously the circulation project. That's the bus loop you see right in the foreground there coming in.
The roadways are ready for paving, but we've got to wait until the curb and gutter is in and that starts the end of next week. uh Thursday, Friday, the curb and gutter concrete work gets started and then the paving and striping will
follow right behind that. So we'll be ready for school signage and all that stuff. That big pit there is your retention area part of it. Yep. It's a there's a system out there. One leads to the next. They feed through each other and that. So
and Paul um remind us the phases of kind of what's done now and then there's Sure. So, the bus loop and the main entry, there will be one main entry when school starts this year right at Herkner Road in that light. Uh, the bus loop will be new and the parking and the loop
on the west side of the building will be all new. The east side will be done next year. Just a couple more pictures. They're doing final grading out there getting prepped for again curb and gutter and uh then paving. So
we're going to maintain that lay down area. U we got to work with West Senior High with Joe and that about maybe shrinking that a little bit but where their trailer is in the middle of the picture towards the top. You going to maintain end of the school year? Yep.
Then the projects inside west. This is the restrooms at the commons. If anything's lagging, it's this a little bit. Um there was a the back wall of this was supposed to come out. Then we found it was supporting the mezzanine above so it couldn't come out. So we had
figured that out beforehand. Yeah. Well, the existing drawing showed it as not being supported by that wall. It was a chase wall is what it showed on the on the building drawings, but it's not a chase wall. It's a support wall. Surprise. So, we a lot of those.
So, they've we've caught up. They've caught up, but it was lagging a little bit. But just to give you an idea of where this is and and the measures they've gone to to, you know, keep dust and debris and things out. And our contractors do is build these walls and do the work inside them.
And it's very likely it won't be ready for start of school, but we've already talked to Joe and he's not concerned. and they'll just open the uh restrooms across the hall for the auditorium spaces. So, so it'll be close, but it'll be a matter of, you know, those finishing touches to to make it operational.
And so, will you just review what was there and then what will be there just super high level like if you were if you were standing facing them to the left was the girls or women's restroom. It was a gang restroom for lack of a better term. to the right was the the boys men's
and you know just series of fixtures behind toilet partitions and that. So they've taken that all out and what we're creating is single user restrooms in there. So the three openings that you see right in front of you are just openings that you walk into. The two on
the end and the one on the end here is a direct access uh to a single user restroom from the uh commons. Trying to remember is it eight? Was that what it was? It'll have eight individual. Okay. There now. There were like
the same number that were there. Okay. Same number. That's And then and then the handwash area and the sinks will be like an open common space. Trying to provide a little bit better supervision into some hidden areas and upgrade finishes. That's so you know a big difference is
it's not an area for people to just gather kids whatever and do things that you know try. So that'll all be open camera. So, you know, one person in one, one out, you know, and so very big difference. Well, um, and this might be kind of, um,
not the right time to ask this question, but, uh, like we had once looked at vape detectors and that they didn't work because of the multi-stall and it was too hard. Will the will we retry vape detectors like in the toilet? actually um we've actually used new versions of
them and they're working better and we have them at the high schools and the middle schools. So, okay. Yeah, we piloted quite a few systems and had some difficulties, but we found one now that works really well. Okay. I because I've read some new studies on some newer ones. There's some schools down the last year. We did some
of that and so this will be equipped with. Okay. And and like I said, camera to be able to see down that whole thing and Okay. Door. Those cameras are outside the actual stall. Correct. Nobody goes. Obviously, they have to be. Yes. Yes. But they look right at the sinks,
the group area where people could gather. So, you can see that. And you can kind of see a little bit of the hallway going towards the stall doors, not into any of them. But again, the doors are floor to ceiling. So, they passed the plumbing inspections
and that. This would have been already concreted over except the concrete concrete truck can't come till Monday. So, I mean, you mean the rough rough? They pass the rough. This is the other uh restrooms down around the corner
between um C and B wings. There's a set that we're doing the same thing to. Basically, if you see where the the masonry wall here, we took out a wall that was here and had a door on it. So, we opened this whole corner up and that
to uh for access and viewing it. And we did the same thing here, turned them into single user stalls. And they'll have and this is the other side of the stairwell. They'll have a a row of gang sinks there for for hand wash, but individual users installing it.
And will we have um sorry I'm there was a lot of community uh input over the years on these. So will we have like signage like one person at a time in these stalls? It'll be very clear that they're they're to be one at a time. Most of our say single user restroom
with a ADA accessible sign on it. Okay. And so overall, so you know, between the the original bathrooms, all it'll now there will be 20 individual restrooms that are available that we don't have to lock down. We don't have to
all that from a a component. So should be a great addition. Good. Thank you. That's been a that's been an issue over the years at West for sure. So, so and this is this is also at West is the Northwest Ed Services renovations
we're doing for them on the second floor. They're boarded. They're getting ready for paint and finish. This is the old robotics classroom that was upstairs. This is the old computer lab. Yeah. And that and when we say Northwest Ed, we're
doing it for them. They're not putting up any money for them. They're paying for it. It's part of their lease. They're They're paying for the renovations. Okay. No, they're straight up. I don't Their lease is a separate thing. They're paying straight up for the renovations. Oh, they are. We do the work and build them for their
portion. So So here we are at uh Traverse Heights. Um the uh classroom edition. If there's anything that's lagging behind and won't be ready, it'll be these classrooms. and that we're already working on um
temporary solutions for um separating them so the construction can continue. They're flying right along with this. As you can see, the masonry is going up once we're at this point with the uh cafeteria edition. The masons will stop
here and go out and work on that piece out there. Get the masonry all done. The windows are all ready to go. Uh door frames, all of that stuff. It's all sitting at the shops waiting to be installed right now. Measurements are done and that. So,
I would say it's not really lagging because we knew they weren't really going to be ready. Brian knew that the classrooms would probably We pushed them for cafeteria and I'm not sure why we're a little behind on the cafeteria, but but um we're much closer. I don't I talked to him yesterday. He
told me we're not behind on the cafeteria. So, time will tell. He said he said he told me that if Um, if anything, we the blinds might not be up. Okay, I'm good with that. So, I was over there earlier this week
and there was nothing on the front. There's probably bored on it today. I haven't been over there this morning, but uh they're flying. They are flying. So, I'll see the Hallmark construction team tonight at dinner and I'm going to talk to Jeff Federic and go, "Okay,
let him know." But even Brian said like if we had to use the gym for cafeteria for a week or two, it it it's inconvenient, but we can make it work. Hopefully not. Yeah. So, cruising right along. They've
got full crews over there banging away. They got paymasonry there and they're not leaving until they're done. So, so if they had to do overtime, does that become a contingency item or is that on them? No, that's on them. Okay. Okay, they know the schedule
right along. So, and then inside the classrooms, they're ready for board. Uh you can see they're moving right along with us, too. And then the there's three classrooms, three existing classrooms on the north
end where the addition opposite the addition that will be ready for school. They're getting restrooms added to a restroom in the middle uh between two of the classrooms and that they're doing floor finishes this week and they're finishing that room up. They'll be
installing fixtures shortly. So those rooms will be those are the little the little ones the little ones. Yeah. Yeah. That'll be a nice addition. The bathrooms, right? Yeah. So So these are for prek or kindergarten
and prek. They're a little small for kindergarten rooms, but they'll Yeah, they um we have um it's not one of the GSRP rooms, right? That's the only one we didn't touch. Yeah, they don't really have preschool per se because we have Head Start and GSRP
there. So, it would be kindergarten. So, so to be clear, the two two Head Start, correct, that we have there are in partnership with NMCAA. They operate and run under the federal Head Start grant. And then there's one GSP that's also operated by NMC
that's also operated. There's with the ISD there's and funding now goes to the ISD and there's just different partners with all of it but they're all our kids you know so that we're supporting it's just somewhat different funding mechanisms that and are doing that with different partners
the the way it works and then our project out at our office is out at facilities we're adding a warehouse storage facility at the side of it this was taken in the morning. This was in the afternoon. So, these guys are moving right along. Right now,
the formwork's all in place for the footings and that. How many square feet do you have? We're getting uh I don't know. I don't remember. No. 8,000 8,000 or 9,000 somewhere down a thousand of it up front has climate
control. So, so for storage that needs climate control, we're not really sure yet what's going there. We have a lot of thoughts and ideas. It depends on some other decisions, but we're anxious to get this done because we're struggling at Sabin now that we are vacating the classrooms to do our renovation.
We have a lot of stuff that we have nowhere for it to go. This will go fast though once once the footings the they'll get the footings and all that in place, but the building itself is a pre-engineered steel building. It's not going to be here till the end of September. It's on
order. it's it's being fabricated and all that, but still won't be here till the end of September. So, and as part of this project, we uh extended our fence line uh to the property to the north where we store all of our um landscape
material, all the mulch and that for the playgrounds and stuff. So, this will be helpful. We we often find some RVs and other vehicles parked there for the weekend. So, Oh, I thought you meant as part of the excavation. No.
So, and then too, this allowed us to take out the fence that was on the very north end of the facilities parking lot. So, now we can expand our our yard out into that area. And we store things out there like the the parade wagons for the schools and then that kind of stuff. So,
they're they're actually now behind a fence and we can take care of. All right. So, convinced that possibly we're going to have gift operational around the first I don't know that I'm convinced but me either
I'm hopeful I'm cautiously optimistic well it's I mean hey if the construction company is saying yeah we're trying you know and that's their goal there's just so many factors that could impact them too so they're local folks you know they've
done a ton of work for us so well it's nice to know all the materials they neater in Yeah. town. So, we're not backorded on windows or anything like that. Well, you never know with inspections, too. So, you you know, anything could provide a little hiccup. So, we actually had a 50% walkthrough
inspections yesterday, too over there with the fire marshall or the Bureau of Fire Services and the building inspector and that and they're on board with all the things we're doing. So, yeah.
So, we'll see. Yeah. All right. Anything further on that? And just to clarify again, the terrain is a performance contract and we expect to acrew savings on an annual basis. That's correct. They even have signs all over the district. I had mentioned a
couple months ago, you know, it's uh um right somewhere around 375,000. Yeah, they guarantee the 384, but we'll see. I mean, if you look at our old equipment, we're going to see more substantial savings than that. That's just their guarantee because if they
don't meet that, they've got to write us a check. So, they're a little conservative on what they think we'll save, but I'm confident it'll be substantially more than that. It's primarily energy savings is what we're talking about. Interesting. Okay. And that includes central grade. Central Grid was not a part of this project, which is probably our most inefficient
building in the district. So, that'll be another huge plus when that comes, but again, not a part of the contract. The other thing, it's not just about uh utilities. It's also about repairs, maintenance. The amount of hours repairing and fixing and replacing parts now that we can't
get anymore is it um was kind of absurd. But when they're in place, our own maintenance staff will take over the ma maintenance and operations of those. But with, you know, they'll have support. The controls are all the same districtwide. Everything's going to be
in the same computer system. All of it. Boom. B standardization helps us quite a bit. Okay. Um any other questions? Uh finance uh Grand Traverse Band of
Ottawa and Chipua Indians 2% grant Dr. Van. So uh um each year the Grand Trivers Band of Ottawa and Chipua Indians uh have a grant cycle twice twice a year um uh different times where they um uh are able to take applications
for grants um specific to 2% of their electronic gaming revenue. Um it was agreement with the state long ago with Governor Ingler um that uh that they would provide a part of their electronic gaming these grants to uh different
entities mostly municipalities um and schools are considered with that within um a uh I think it's a threecount region and so uh we have had a lot of luck of support uh from the the Grand Travers Band um and uh specifically our
uh indigenous education program as well as our student support network. And so this is uh um a uh just a over $100,000 grant uh that we're very excited to be able to get to provide support to our uh
indigenous population of students. Um some are members of the Grand Trevors Band and some are not of members of others um other uh uh bands across the the country. Um and so we appreciate the support and that work. Um and so uh this
is a um again just an update. So with grants, you know, the that doesn't fall under the board policy as far as that's only when we have donations from that standpoint, but we tend to like to do that. Um and then uh just kind of more
recently too, we did also uh receive another uh over $100,000 grant um that I'll be talking about more next month, but is related to indigenous language. So we are working on um trying to uh
create an a competencybased um language part of our world language program for students to be able to um learn uh um the native language uh that is to our region of our of our uh Grand Traverse Band members. And so we're
excited. We've already had a little conversations with uh uh Bay College in the UP and Northern Michigan University that's actually doing teacher prep and certification for that program. And so uh so putting this that uh with this
grant with that grant as well as how it helps our student support network with our indigenous students, we're very grateful for the support from the Grand Travers for that. You know, I I saw the second grant in in a Battle Creek newspaper. That's from the Native American Heritage Fund for
129,000. So that's excellent. Yep. So we're excited and that's a conversation we've had with the band the last two years of trying to create um you know that one of the thing that's very very important to uh our our Native American uh families and and the tribal
council is maintaining um their language and and for uh you know their youth to be able to learn that from their elders. And so this is something we think we can really help with and we're excited to be able to provide that um eventually as a
world language as a part of the Michigan merit curriculum for our students. Um it really has not been done and so um they were very very excited about this opportunity. So uh you know we've got some work ahead of us but we have some partners at the higher ed level that I know are willing to to do that. And so
uh it's uh it's definitely an awesome program that we're excited to work on. Yeah, for sure. Thank you to the Grand Travers uh band. That's amazing that they continue to support TECAP. So, um really really great. So, and I love that idea about the language. Holly always,
you know, would um she would, you know, use her native language on Yeah. Is Navy moan, right? Um is the the language. And so, uh um like I said, just it's going to be cool. We can pull it off. And so, um I'm excited about the opportunity. And what
a cool thing to just educate our all students around, you know. Yeah. Yeah. It'll be available to all students as a world language when we can, you know, get it and and we're looking at a competency base that it's not necessarily an hour within our day. It
it's can be done outside. that it can be done with tribal elders and that we have components in there where students are able to do that maybe at their own pace and and and those elements and working to be able to get some certification um for some of our tribal elders to be
able to be teachers of it under the state program. And so uh like I say, a lot of work um you know, we've got kind of a very large umbrella uh concept of what we want to do with it and this will definitely help us. Nice. So they're
just for clarity that we're not talking about infusing this into the core curriculum in the eight hour day or whatever it is that we as of right now no and you know one of the things we're trying to do is even with many of our classes is look at maybe some competency based
opportunities in that and so what's would be neat for us is this would be our first one I think that we can see if we can design then I do wonder about other you know we only really the only two two uh you know the the three I guess Spanish, German and French but
German's available on one side and French on the other and not vice versa right so I do one of the things I often bring up to our team that I'll be honest that bothers me a little bit um and and I wonder is there maybe some ways for kids and teachers and for us to be able
to create something beyond just an online class that I you know for foreign language is very very tough to do in that way But I wonder is there a different way of competency based of which can kind of be independent studyish but with formal with a
certified teacher that but it's not bound by the time. You know we have certain restrictions with the state department of ed that requires us to have kids six hours a day in a seat. So it's going to take some flexibility from the state and some waiverss as well um to be able to pull off. So um this would
be our first venture into that that would be outside of that day. But, you know, if a kid could do this, it may mean that they have more flexibility in their schedule to maybe do an internship or a job shadow or whatever. So, this is putting our toe in the water to see if there's a different way for us to start
being able to think about how especially high school education can be. I love that idea. even even a virtual classroom if you ever offer German and French on both sides of town. I mean, I kind I do hear it from students and parents about even wanting to switch to
the other side to fulfill their language. Um, you know, what they're interested in and so if you had a virtual and maybe you go to a classroom with a virtual teacher from the other side of town and well, as someone who grew up in a French immersion uh town, I mean, and virtual I
think is rough for language. So, but I I I support this flexibility inside the school day. Sounds great. Exactly. We got a ton to learn, you know, and figure out, but you know, this is worthwhile, you know, cause for to honor our community and our our Native American population of students and we
get some resources to to do it to learn. So excited about it. Good. Yeah. The only reason I am because I went through that process when we eliminated the elementary Spanish program and it was not a happy time. But then budget was not happy time either. So
yeah. Okay. All right. Um learning enrichment LEAP and student support. Now I asked that this just be put on because there have been conversations about what we do with LEAP moving forward and the kind of
access we want to provide and if we're going to do strategic planning. I thought it at least useful to have some budgetary numbers here so we all we're on the same page. So, I asked Sandy um to give you kind of an overview of both as she does the budgets for both of those. So, if you
have any questions, she'll be able to answer them for you. Yeah. Good morning. Um I just want to start out by saying um we do account for our LEAP funds in its own fund. Um it's part of our budget amendment that we go through. It's part of the community
service budget. Um it's the program as it stands right now um is about a $850,000 program. Um, we have a $900,000 budget for next year. I, um, wanted to go ahead and just kind of talk through where the funding for that comes from
because I think that's important to the conversation that you guys are having. Um, so I'll I'll talk through the totals and then kind of dig into some of those details on that um, and answer questions for you. Um, but from admissions and
sports passes, so people actually coming to the events, we're this is um, this year's numbers. We've um we brought in about $63,000 from that. Um from registration from the kids paying to participate in the program, we brought
brought in $526,000. Um from miscellaneous funds, which includes concessions, advertisement, um community partnerships when we're working um with outside entities that are just running their program through our LEO program, like asking us to
advertise their program and for the kids to participate in. we brought in about 61,000. And then the district subsidy comes into play when we have to have enough revenue to cover our total expenses for the program. Um for this year we had to bring in 194,000.
We um have um we had a budget of 225,000. So uh we used 194 of that to subsidize this year's program. Um to talk a little bit about the registration, I just wanted to clarify. Um we have tiered
pricing for that. So that 526,000 that we bring in. Elementary has um different prices for second and third grade. We have different prices for um upper L. And then middle school, we also have different prices as well. So um the
average uh elementary were around $14.50. It goes up to $58. I'm sorry this is for second third $1450 for free reduce reduced is 29 full is 58 for four five
or 1825 for free 36.50 for reduced 73 for full and then we also bring in additional revenue from um shared time and non-sharetime programs. So if we have schools that aren't our TCAPS programs but want to participate in our
elite programs that we have like Trinity Lutheran and Old Mission, those schools are um part of our program, but we do charge them additional revenue to participate. Uh we get into middle school and we're at a free rate of 40 reduced to 70 and full is 140. Um we do
have some extra cost if it's a bigger program like football. Um those types of programs that cost a little bit more. I just those are just average rates that we are bringing in. Um so we we do subsidi the LEAP program does subsidize
the difference between that free and that full pay. Um and that is about $60,000 that the dis that the LEAP program subsidizes for that. That's part of the 192. That's that's separate. So that's not really that's not revenue that's
accounted for. I'm just trying to give you a number to say if everybody were to pay the free or if everybody were to pay the full price, um we would bring in additional $60,000 in revenue which would reduce the 192. Yes. Yep. Um
do we have any full scholarship program where the district subsidizes completely scholarships? So we we do have programs and I was going to talk about that a little bit with SSN. So if there's I'm sorry I didn't mean to jump. That's okay. um just depending on where the funding's coming from. So in order
to get funding to that base rate, so up to that free or up to that reduced rate, we do seek funding from other sources to be able to do that. So indigenous ed or SSN will contribute money to get to that base amount, that free or that reduced
rate, whatever that child would be qualifying for if they were to be applying for this or enrolling themselves. Mhm. And one thing I'll add to that that Katie had said to me is also sometimes
like within SSN the kid needs shoes, cleats, some of those kind of things, she often works to provide that. Yeah. But that would be a separate fund outside of LEAP. So this is just kind of talking about what LEAP is going to look like um for next and then for next year
we have a proposed budget of 900,000 um just with cost inflation and other things um trying to ensure that the programs built according to the programs that we have typically offered. And what's your budgeted um
next year's um we have a $200,000 budget for our district subsidy. Can you talk a little bit more about that district subsidy? So, the 194,000 um where does like what where does that come from? Because you're saying that the the free
versus full pay is separate out of that. So, how do how do how do how does that number where does it come from? Yep. So on the general fund side, we actually have a budget that shows there's going to be a transfer of funds from the general fund over to this LEAP fund in order to subsidize that program
as it is. Um that's averaged anywhere from our lowest was in the last five years was 175. Um so we only contribute as much as we
need in order to make LEAP whole. But that and thank you for that. But I mean where does why are we in the red basically? Where does that what are we where does the 194,000 come from? So in other words, what is that? I don't know what they can
do if if the program you know were to um fully be able to you know maintain on its own what would have to be raised or you know increased or it's all expenses right I mean in the
it's either increasing fees to students and parents and not subsidizing it or reducing expenses people supplies it's all right here and we just went through this like in in our bond I mean in our budget discussion, but the detail I appreciate, you know, some of these.
Can you actually share that whatever you're looking at with us, like those numbers so I don't have to write them all down? Yep. Yep. And Sandy, I to Erica's question by implication, if it's coming from the general fund, it's coming out of an
opportunity to spend it in classrooms or whatever whatever else the general fund can fund at this point. Right. is being redirected to cover that shortfall. Y okay cost containment, you know, at the
elementary level, actual costs, um there's very little for officials, but when you start getting into the middle school, um you know, just think of what an athletic program looked like 10 years ago. I mean, you have the cost for game workers and officials and coaches and
those types of things that are anything MHSA. Um, if it's not a um, MHSA sport, then there are um, coaches that are paid, but the amount is minimal as far as Let me clarify. LEAP is not MHSA.
The the middle school middle school is I see. And and none of this applies to high school, correct? Correct. There are yeah there are some pro rolling like those types of things um do go through here but um
that's outside organizations for trainings. So are there any other questions besides what I've provided? Now the student support network you've covered or you're going to move on to that? Yep. Move on to that. Yep.
Um, so in regards to that, because Katie was just here last um last month or a few weeks ago for that um past meeting, I'm not going to go ahead and uh repeat everything that she talked about, but just some of the highle stuff. Um, last
year we collected $119,000 in grants and donations. We spent approximately $32,000 um for providing those things like John talked about with the SSN um subsidizing the fees, the cost for equipment, the sunshine bus, those those types of
things. Um what I think is going to have to happen going forward based on those funds um is figuring out how those are going to be allocated. Some of the grants and funds that we've received from donations are restricted in ways that they can be spent. So, um, if we're
sitting on money in the account, it has to be reserved for those purposes. So, making sure, um, those are covered. But I know Katie has a really good plan of, um, how she allocates her funds for SSN. So, she's, as she mentioned here, she's very frugal. She's going to first go out
and figure out is there a way that, uh, another partner can go ahead and pay for the cost related to whatever is being requested of her. um she's going to go to a PTO, she's going to go to a booster second to figure out if there's funding available for them. And then she'll go
into SSN and say, "Okay, as the last resort, these are funds that we're going to take from our account to be able to use for our purchases to remove the barriers that um we've all talked about are important to implementing our SSN program."
Um her her actual salary is, as she mentioned, is covered mostly by grants. they do have um 10% or roughly half a day a week of her time that's um paid for by general fund. Um so when we talk about an SSN program as it is right now,
that's the that's your cost. Your cost is 10% of her salary. Um so anything else above that is covered currently by grants and then funding would be able to be used for those designated purposes or through the programming and the um
requests that she receives for requests in the upcoming year which I do want to address that. So the so essentially that's McKini Vento that we often talk about. It's a federal grant. she is our um region liaison five county to coordinate all of that with
all of the other school districts all that um and we were very very worried about Mckin Vento being cut I still personally haven't heard in the in the federal dollars that were released if McKin Vento was a part of that have you
heard Sandy or seen anything we did get a notification that funding for that is supposed to be forthcoming okay place for yeah the next year that is so that that's a huge relief good news like we we were pretty convinced that title two um you know
anything beyond title one really was going to be cut and so when that when those billions were released here just this past week um we're we have that with Mckin Vento but you know just is that a direct pay or is that go through the state
go through the state goes through the state it's a part of our federal it's a part of our consolidated app and all of all of those components of our federal and state program that that Jesse and and um Sandy work on that all of that funding with that. But you know, so so
Katie just does a wonderful job like I say of you consider 10% of her job really is is you know you is funded from our general fund. Um, so if we ever do lose that, so when we talk about advocacy and when we're ever talking to
federal legislators, Mckin Vento is a big one because man, do we stretch that, you know, to the needs of the kids in the region and kids here in TCAPs. And what's that? 70,000. Okay. So less than 100,000 though.
And the issue with losing the federal funding for Mckin Vento is it's still a state. It's still a federal mandate. So we still have to do the work. We just wouldn't receive the funding to do the work. Mandate. Yeah. So
vital, vital, vital to providing to our kids. Most the state is required to pass that through dollar for dollar from what the state or the feds allocated. I wouldn't say dollar for dollar. They normally have like a 3% uh indirect fee that they do. They use to pay for their
consultants and stuff at MDE, you know. um little the dirty secret of our state department of ed having worked there is that about 90 95 to 90 95% of all the funding for MDE is taken off those federal dollars
um when I was there there were only 10 people at MD paid fully from state funds so that they take the set aside of title one title two title five can all that and that's how often they pay for all which has merit to it because they're
actually doing the It's much like when we oversee grants, too. We have an indirect cost because we still have to apply for the grants, request the funds, submit the application, do the budget amendments. So, we still have to do the work. So, there's still overhead related to it.
So, I don't know if 90 95% is the right number, but it it's realistic to say they have work. Overhead, it's just a matter of how they assign that overhead. Yeah. Okay. any I didn't mean to interrupt
your student support network and we're I used to be on the board at Women's Research Center and we used to talk about allocations per person or client served. Do you have
and that may be a dirty trick to do it to you now, but of the money we spend, how many students do we serve with that? 11,500. We did we just did this a few weeks ago. Yep. The annual report said that she um served 1525
students. So that may be a child receiving that unique students. Yeah, it's not unique service. It's the number of total students total students served, you know, which is roughly half of our economically disadvantaged kids. Y what about LEAP? How many students are
served? I don't know that number. Sorry. Sorry question. John, middle school wise, it's right around 1,200 across the district. I think it's around 5,000 total. And it's just nice to sort of break down
what we spent based on on a per student allocation. We'll get that. I don't have like I have athletes. We did the total middle school was right around 1,200, but we like elementary. I haven't asked that, but I'll I'll ask for And they used to I saw a report from
the health and wellbeing committee last year Jason and but I mean that's part of like the I mean part of my issue with it seems like we're kind of talking about the fieldhouse right now but that was part of my issue about we're definitely not talking about the fieldhouse. We're clearly addressing SSI kind of we are I mean we're talking
about LEAP um which we just approved in the budget like a month ago. We just talked about student support network two weeks ago. Um so that was my issue. I'd also like how many students are we serving? How are they being served? How are they benefiting? Um, so I mean
LEAP has grown substantially because originally when it was cut back in what was that 2016, Scott? Um, it was a $500,000 expense to the district. So it's grown exponentially. Yeah. I I didn't go back that far, but in 2019 the LEAP budget um
was or the total expenses for LEAP in 2019 were 517,000. So yeah. And again, the purpose for talking about it here is that's sort of what this subcommittee is supposed to do is to vet numbers on these so that when we get to our strategic planning
discussion, at least that information will be there so if we're making choices, we know what the implications are. I guess one question is if is if this body has oversight over the student, you know, support network because I think we're sitting on 90 grand of revenue.
Um, and I appreciate that Katie is frugal. I love it. Um, but again, you know, and and Katie's deciding how dollars get invested. Maybe next budget time it'd be nice to have a a fund around the student support network. Um, in here if possible,
like an itemized budget, I mean something just some something. I think it'd be great for the community as well. Um, we we provide that in our original budget. Correct. by her her fund is not or her budget
isn't run through a separate fund. Well, to one defense, it hasn't been very big for a long time. This is the biggest we've got it, you know. So, I agree and especially with Ginger's work, right? You know, with with the community kind of report out like like one of the things I think we might do, Ty, as a
part of Ginger's work is is really kind of show the community and maybe do a report on what, you know, we're able to do and what we're providing and all that kind of stuff. you know, as I've said before, like we haven't been all that transparent because we just haven't talked about, you know, the the need for
our Porsk, but I think that, you know, it's time to let people know the realities of what we have within our community and that. So I think by telling that story and having a little bit more of an annual report like of what we you know provide what we need
still that and I think that we can have that a part of that work that you know we're trying to do with with uh philanthropy and and the impact of to Scott's point you know around goals of the strate you know not just outputs and kids served but you know student success graduation rates
etc. Yeah. Yeah. the program has so changed so drastically just in the last three years. So I think Katie did utilize a lot of the ARP or the ESSER funds in this year. So she didn't have to dip into those donations
that we received this year knowing that strategically and long term she needs to go ahead and figure out how to utilize those dollars to impact kids. All right. You know, the other thing that's important is as the federal government decides what they're going to
do with educational funding, um it it probably not going to get a lot better. So, we're going to have to be even more aggressive trying to get grants and or allocating more the general fund to some of these services. That's what only reason I asked about cost per student just so we can get a better gauge on
that. Well, and um like we talked about earlier that McKenna Vento is a big part of it. Now, the only thing that would change a little bit if we didn't get the federal grant is we wouldn't have to oversee the five counties, but there's still specific TECAPS work associated that with that that we need an employee
to oversee. So, that would be a direct hit to general fund if the federal grant didn't come through. Okay. Any other questions for Sandy? Thank you, Sandy, very much. Um, upcoming district purchases.
Yep. Just uh it's attached in your packet at the end. I always like to review this to see if there's any questions early on. Um the uh facility staff has uh a facility annual budget from our bond for facility and custodial equipment. Um I know they are right now
gathering their inventory um to provide um something to bring to the board either in August or September as it relates to a purchase coming up. um they are being pretty frugal with those funds right now, not knowing exactly what's going to happen with the filter first requirements and if there's any
additional funding coming our way. Um there is a potential that they just simply won't have enough in their allocation to be able to fund all of that work, but I think that's a couple of years out. So, we're just kind of watching it right now. Um the um bid for some renovations here to prepare for
central grade and possibly Central High F-Wing. Um, I say possibly because we are looking at some other options of potentially um from a safety and security concern. Um, Patrick and I have a high level of concern of having central office staff at a high school
which is more likely to have an event of an emergency and not having those people available to participate in uh dealing with the emergency itself. So, um, Dan, Jesse, John, and Tammy are, uh, crucial to our planning for reunification. Re
reunification running the district, the rest of the district if there is an event. And having them at a high school, which would be more likely to have an event, um, is a huge risk to the district. Um, and it's something that really didn't I didn't think about until I went to a conference and heard from
others how especially Oxford, how a lot of their central office was locked into the high school and it fell on two people to run the district. So, I'm particularly interested in this because it would fall on Connie and I and I just don't think that's enough support for our district to do a proper job with all
the planning we've done. Um, so I'm very concerned about relocating them there. So, we are considering other options um that I've been working with Dr. Wagner, Dr. Dr. Van Wagner on um and we'll be bringing some more information um as we work with the architects on that. By them you're referring to
the communic um communications um curriculum instruction and superintendent office. That's it right. Yeah, those three. So those are Jesse would be out at Sabin. They're not going to central. They were going to central. Okay. So
yeah, curriculum instruction, uh, communications, um, fund development and superintendent's office were all planned to go there. And again, communications again, really don't want her left in Central High School in the men of in event of emergency and not have anybody to do communications for the district.
So it it's a high level concern for us and we'd like to have the board consider other options. So we're working on something to bring forward pretty soon. You can put a mobile home up in 14th Street or something. Hey, John's fine with that. He worked in
a portable teaching for many years. So, I did. I taught in a portable. You went to school in a portable at Central High School at one point. So did I. So, we we think we have some options, especially with some of our um budgets for projects coming in um a little bit
lower. The bids coming in a little bit lower than our budgets. So, um, we'd like to take a stab at working at something that, um, John's comfortable with and and bringing it to the board for a consideration. Um, otherwise, we will be going out to bid for the work to be done at Glen Lumis to prepare for
Central Grade. Um, it'll be coming out soon, even though the work is going to be kind of staged. We'd like it to come out soon so that they can start working on the cafeteria and kitchen renovations that are needed for Central Grade. And that's already empty. So, they can start that work. the rest of the work they wouldn't be able to do until we're out
of this building. Removing some of those partitions for offices, redoing the gym floor. Um, so we really want to be able to go out for bid right away so we can work on the kitchen, but we still want to package it together for efficiency and effectiveness. What's the capacity of this school of
this? Um, I think there was 350 when Monasuri was here, but I it has higher capacity depending on decisions you make with room choices. So in terms of moving kids over, if we eliminate put tag somewhere else,
tag and preschool are elsewhere and we can completely fit their JK through five program. Just curious. Yep. It's been something curiosity going to come to fruition real quick here. But it's been part of our long-term facility planning too, knowing, you
know, back when they had 725 students. We have intentionally not only just for uh relocation here, but because the desire would be to have 500 or less students at an elementary school, we've been intentionally controlling some of that schools of choice open enrollment
population and special programs. We used to have a lot more special programs operating on those that building and we've kind of moved those to other buildings. So, we've been working on that to be able to fit them here and it's always been the plan that TAG and preschool wouldn't fit. So for a short term, is this going to remain a school
of choice or is it going to be just this that enrollment district? You know, we we we look at it with a very fine, you know, comb of um sections. Um so I know that uh Eric has had the chance he had the chance this year to sit with our looking at our sections with missionbased budget and
that. So we try to really say, okay, here's what we know we have and and look at a class and go, okay, what enrollment room do we have? making sure we have room for kids that move into the that enrollment area, right? And so we have lot limited down where before it was
kind of like keep them coming. If you can get another section, keep them coming. And we really changed that and really have had to do that at Eastern, at Willow Hill, and Central grade to make sure that we just don't have an influx. you know, you do have you do
have situations sometimes where people want to be in town constantly, but it does come to the detriment of our our farther, you know, of buildings and that. So, the reality is is we we've needed to do that to maintain the sizes of those schools all each for different reasons. Um, and
uh so plus building capacity. Yes. And so that's what we've taken the approach the last couple years with Central Grade, you know, to make sure that we wouldn't run into an issue here. And we have probably about 12 years of data data showing that in town schools
are very popular. Unfortunately, it's dwindling some of the neighborhood schools, but it's uh it's choice. Yeah. Okay. Well, I I'm just going to comment quick that I one I appreciate this being in I'm looking at the public packet, so
thank you for including um this in the public packet. And we know I know that this is uh this this table has to do with 2024 bond dollars. Um um so if we're just talking about large upcoming projects, I you know, for transparency and just building public trust, I I I'd
recommend adding the fieldhouse to this. Um it could be TBD, it could be 2026, whatever. Well, the the fieldhouse construction itself hasn't been approved. that design has and and here there's things with design or or if we want to talk about D like on the departments like I'm looking
at the upcoming bids and current bids on the on the facilities web page I think just ways whenever the whenever whenever that vote happens even though it's not coming from $224 just to add it in there I think would be helpful even though it's not yeah it's not a bid so we've always kind
of strictly shown bids on the on the RFPs and bids spreadsheet yeah the services with um TMP P isn't a bid per se. So that's why we took it to the board separate. So like that we have like the the greenhouse, the Central High School greenhouse TBD TBD grant listed on the
table. Um yeah, that's actual construction that would have to be approved by the board through a bid process. That's been our trigger is be approved through the bid process and the fieldhouse architecture work. It's already been approved so it's off the table. But it was never on the table either. It
was central the fieldhouse was on this table. Yes. The public table or the one on the website on the web page that the one that shared with you monthly. Okay. Thank you. I don't know if the dollar amount was attached because I don't think I knew it at the time, but it was on here.
Okay. Thanks. Yep. And I will I will double check because I could be wrong, but I will double check and let you know. Okay. Yep. It typically once it's passed it's off. And I would have the fieldhouse on here if we were talking about the construction phase now with an estimated
budget, but we aren't and that hasn't been approved. So, it's not it's not in the next 6 to 8 months. Um, the reason some of the really big projects are on here is because they're so visible and because we've been taking it to the board quite often. Like central grade's more than six months out, but it's a big
number and so we like to keep it in front of you. Yeah. And 17 million is a big number too potentially. I guess the other one like I I appreciate that West Middle School renovations is on here for two and a half and I think like even just they highlight it yellow because it used to be two million a couple months ago. I think just for us like oh here's a
little change but I'd also list all of the the music renovations the four and a half that we provided guidance right same thing that we did with central high school and and central grade um right we provided some guidance at that one board meeting where they all sat down here
yeah but we're not in any type of phase to do those projects so it wouldn't be it would completely change the the function of this which I'm happy to have you discuss what you'd like I just think for transparency and upcoming so there's no surprises. We know what's coming and we know what
we're talking about. But you're right, maybe that's not the scope of this table. Yeah, that's not what this was designed for. But if if the board as a whole would like me to do something different, I'm totally open to that. Okay. Thank you. Yep. Well, and I will agree with Tai that if
it's money that's been formally allocated for an expenditure as a as a bond and a capital expenditure, even if it's for drawings, maybe it's worth just having. I again I don't know what we're talking about in terms of the aggregate number of those but having it on here
for transparency purp I I you know we have formally said we will go ahead and allocate 700,000 for drawings. Yeah. This I maybe potentially we talk about a different document. This is to show you what's coming to finance.
Yeah. And this is newer. This isn't something that we I mean this is ready. I mean I've done this has been quite a while since Okay. Yeah. It's um I've never had it on there as an item, but we in the past had a lot of questions if I didn't talk about it, so I just talk about it in case there are. But this is to provide finance
committee with things that are coming. So that if you see something you don't want us to work on, it brings it to your attention and there's a conversation to say stop doing that before I start spending money on design. That's what the intent of this was. Again, happy to have a conversation about something different or additional if you would
like. Well, let's talk it through. Let's just see if there's another table. And again, I'm not looking to provide you a lot of additional work, but it it is it isn't much. I just don't want to I'd prefer not to change the purpose of this, but I am happy to do another
document that shows everything. Um, much like we gave it a report out already. Here's what you guys have already allocated. It was a pretty big number out of the whole 180, right? That's in U board meetings. That's been published in board meetings. But if you want that document on the website somewhere, I I think if the board discusses that with
Dr. Van Wagner, we're happy to provide it. Yeah. And I appreciate the document that is on the website, like the facilities website, like I'm looking at it right now. And you know, classroom partition stuff we've already talked about the circulation and classroom relocation. So anyway, I I just think more transparency
better, especially things that have been voted on like seven years ago with the public. They're like kind of forgot about it. just the ways especially as we start putting things in public packets like I don't know somebody might read it somebody might launch this meeting I don't know yeah so if you guys have a I I don't think it's unreasonable for that I mean
it's it's real in the sense that we're asking for specific engineer drawings for the field house and it could be the same for central high school I I whatever I it that's that's in our expenditure now so we ought to at least
account for it publicly if we can but I Yeah. And but I understand what you're saying. I mean, the title of this is upcoming district purchases. So to put on the fieldhouse the 17 million doesn't make any sense because it hasn't been voted on. It's not been approved. We're not moving.
It's not coming anytime soon. Right. But again, if you want to work with Dr. Van Wagner, I'm happy to do whatever is requested. And I don't want a lot of needless I don't want pages and pages of detail because we suddenly opened this can. But if I'll talk to Scott and ask him to, you
know, have conversations with board members to and and again, the only number that's relevant right now is the money we've allocated for engineer drawings because we don't know what the other number is going to be, correct? Okay. You won't you won't get a good budget
until you have design development done. Right. Okay. Um we don't do a second public comment. Is there anything else that anybody would like to get onto the floor at this point? Okay, then we are journed.
All right.