Nov 18, 2024

The Celina Board of Education held its November meeting Monday Night. Discussion centered around the District's 5 year financial forecast, along with audience comments about the district's building project. The Board approved several personnel moves. This included adding a Business Operations Manager by this summer. As Superintendent Brooke Gessler explains, the position of Curriculum Director will be eliminated after this year. Also, in 2027 the Project Manager will be eliminated as well when the project is complete.

Click to Listen

In other business, the Celina Board of Education tabled a resolution that would Approve a proposed Celina Reinvestment Area Tax Exemption Program tax abatement for Jeff and Patty Hazel. The property is located at 318 S. Ash Street. The abatement request is for 100% for 12 years with an estimated improvement value of $110,000.

To view the November 18th Celina Board of Education meeting in its entirety:

Click Here

The following is AI Generated. For the most accurate information watch the meeting on the link above.

Date & Time: 2024-11-18 18:02:40
Location: Celina HS
Attendees: Board & Public

Overview

This document provides a comprehensive summary of various meetings held on different dates, focusing on financial updates, project developments, community engagement, student performance analysis, and district restructuring. Key topics include financial forecasts, construction updates, ADA compliance, and community surveys. Action items are consolidated at the end for clarity and follow-up.

Opening Remarks

• Attendees were reminded to sign up if they wish to speak, with a sign-up sheet available on the stage.
• The meeting began with the Pledge of Allegiance to the flag of the United States of America.

Financial Overview and Project Updates

Track Construction Funding

• There is confidence that there is enough money to build the track. However, contingency plans are needed if funds fall short.
• The construction of the track is crucial for the options available for the football field.

TriStar Project Costs

• The cost to finalize the 1984 TriStar project is confirmed at $473,000.

Gymnasium Design and Costs

• There was confusion regarding the cost of seating for the competitive gym. Initially thought to be $1 million, it was clarified that $97,000 was needed for additional seating to reach a 2,000-seat capacity.
• The school was approved to have three gymnasiums due to student numbers and class sizes. Two gyms were combined into one large gym, saving approximately $1 million.

Gymnasium Specifications

• The main court is approximately 50 by 90 or 92 feet, while the side courts are 50 by 84 feet. There is a possibility they are 50 by 94 feet, which needs confirmation.
• A divider option is available to split the gym for practice purposes.

Transparency and Financial Clarity

Stadium Renovation Costs

• The renovation of the football stadium is estimated to cost between $1.6 and $1.9 million.
• There is a need for transparency in understanding what contributes to these figures. The lack of an itemized list has been a point of contention.
  • The budget includes $275,000 for lighting. However, quotes for LED lighting suggest costs could be between $50,000 and $70,000 if poles are not replaced.
  • Discussions included the potential replacement of wood with aluminum, which could impact costs and compliance requirements.

ADA Compliance and Renovation Implications

• Replacing wood bleachers may not necessitate ADA compliance, contrary to previous discussions.
• Renovations could trigger ADA compliance requirements, including modifications for guardrails and ramps.

Community Engagement and Decision-Making

Public Opinion and Surveys

• There is a strong call for a comprehensive public opinion survey to guide decisions on the field house and stadium.
  • Van Wert’s survey, which had a 71% participation rate, is cited as a model.
• The capability to livestream meetings on platforms like YouTube is suggested to increase community engagement.

Building Levy and Field House Future

• There is debate over whether the field house’s demolition was part of the original building levy plan.
• The cost of bringing the field house up to ADA compliance is a significant factor in discussions about its future.

Special Education and School Improvement

Grant and Data Analysis

• A grant aimed at supporting at-risk students through improved graduation services.
• The team analyzed attendance, behavior, and course performance data to identify at-risk students.
  • Notable trends include higher off-track rates among special education students and seniors.
  • Freshman special education students showed positive behavior trends with 0% off-track.

Student Behavior and Performance Analysis

Behavioral Data Insights

• Two students from the senior class were identified as off-track for behavior. Positive results were noted from the implementation of positive behavior supports at the high school.
• Freshmen students showed a higher percentage of being off-track for behavior, with 6% of males and 2.6% of females in ninth grade affected.
• Overall, just over 2% of the total student population met behavioral thresholds.
• Discussion on potential correlations with the transition from middle school to high school and the importance of understanding school expectations.

Course Performance Analysis

• 11.52% of high school students were off-track for course performance, defined by receiving an F or an incomplete in a class.
• 16.95% were off-track for course performance, with seniors showing the highest percentage.
• Males struggled slightly more with academics compared to females, with a difference of within 3%.

Monitoring and Interventions

• Data will be collected four times throughout the school year to monitor trends.
• A mentoring program will be implemented for students off-track in all indicators (course performance, discipline, and attendance).

Treasury Report

Financial Forecast Overview

• Ending cash balance in 2029 projected at $12,936,492, contingent on the renewal of emergency and income tax levies.
• Forecast shows overspending in 2027 by $711,000, in 2028 by $1 million, and in 2029 by $200,000, even if levies are renewed.
• Largest revenue sources are local taxes and state funding. Potential impact from the state budget, which is currently down by a billion dollars.

Expenditure Overview

• Salary and Benefits: Comprise 80% of the budget, with salaries projected to increase by 4.2% annually and benefits by 6.6%.
• Best practice is to maintain three to six months of cash on hand, but projections show a decrease in later years due to overspending.

Importance of Levy Renewal

• Without levy renewal, cash balance in 2029 would be significantly lower at $504,861.
• Emergency levy expires in tax year 2025, with the last collection in 2026. Renewal discussions and resolutions need to occur by January 2025.

Financial Forecast and State Funding

• The forecast is considered fairly good, contingent upon the passage of levies.
• State funding is performing well, but there are concerns about property taxes.
• Property taxes are expected to rise due to re-appraisals anticipated in 2024.
• The state funding formula is based on a three-year historical appraisal rate, which has been between 35% to 39%.
• Historically, there have been 12% increases, impacting the funding formula.
• As local property taxes increase, state funding decreases due to the formula’s structure.
• The forecast must be submitted by June 30th, with historical precedence of this deadline being met.

Approved Items

• Minutes from the board meetings on September 21st and November 4th were approved.
• Approval of the October financial reports, including the cash summary report, bank reconciliation, and checks written for the month.
• Approval of the FY25 November five-year forecast.
• Approval of amendments to the FY25 permanent appropriations.

Donations

• $5,000 from the Amersham County Civic Foundation for CVS drum equipment.
• $500 from Midwest Metric for CVS piano purchases.
• $2,500 from an anonymous donor for CVS piano purchases.
• $41,357 from James Leslie’s family for TriStar Ballet Program’s metalworking lab equipment.
• $500 from T.L. Schulte Construction for TriStar construction jackets.
• $500 from Mendel Holtry for TriStar FFA jackets.
• $500 from the City Foundation for TriStar teaching professionals.

Resolutions and Approvals

• Resolution one was repealed.
• Approval of the transfer of unencumbered funds from 01890.90 to 94 and 01890, combining principal fund funds from the primary and CIS to create one principal fund for the 26th floor.
• Approval of change order 786-111-420,474 to remove and replace glazing in existing window systems and install new systems around the room in the CIS building.

Playground Funding and Equipment Expansion

• Cory is receiving significant funding from the playground initiative.
• A meeting is scheduled for next week to discuss the expansion and finalize the FOM (Framework of Operations and Management).
• The expansion will be spearheaded by the FOM team.
• The funds are being raised privately and will not be part of the building project budget.
• The initiative aims to add new equipment rather than using existing ones.
• The funding will be covered by private donations.
• The team feels positive about the current progress and the direction of the project.

Questions and Clarifications

• Cory is uncertain about what specific details can be shared publicly at this time.
• No additional questions were raised during the meeting.

District Restructuring and Financial Management

Need for Restructuring

• Identified a lack of systems and processes, particularly in business operations, to monitor and evaluate vendor contracts and personnel outputs.
• Emphasized the importance of having mechanisms in place for maintenance and transportation ticketing to assess needs accurately.

Financial Oversight and Recommendations

• Highlighted the challenge of curbing spending without adequate data, making it difficult to provide actionable recommendations to the board.
• Proposal to suspend the curriculum director’s contract as part of a reduction in force.
• Some responsibilities will be absorbed through federal programs and existing contracts with Mercer County ESC.
• Plan to add a business operations manager by summer to improve financial oversight and transparency.

Construction and Infrastructure Updates

7-12 Project

• Masonry work has commenced, with a focus on building a masonry firewall necessary before steel framing can begin.
• Construction is on track, with visible progress on the site.

Pre-K-6 Building

• Expected to take over the renovated CIS building by December 18th.
• Significant progress in renovations, including ceiling, painting, and flooring, with completion expected during the holiday breaks.

Offsite Improvements

• Conducted by Choice One Engineering to assess traffic flow changes due to construction.
• Initial street improvement costs reduced from $641,000 to under $200,000 through grants and revised plans.

Survey and Community Engagement

Survey Development

• Emphasized the need for clear communication about the implications of survey responses, particularly regarding the field house and new gym.
• Plan to release information incrementally to help the community understand financial implications and options.

Community Fundraising

• Discussion on the need for clarity on whether funds should be raised for renovation or new construction, pending survey results.

Executive Session

• The session was introduced as the second module of the meeting.
• Participants were encouraged to share their comments during this session.
• The facilitator expressed gratitude and did not anticipate any questions from the participants.
• There was a prompt for any additional questions or motions, indicating an open floor for discussion.
• Despite the invitation for questions and motions, there was no immediate response from the participants.

Action Items

•  Confirm the exact dimensions of the basketball courts.
•  Develop contingency plans if track construction funds are insufficient.
•  Provide an itemized breakdown of the stadium renovation costs.
•  Conduct a comprehensive public opinion survey regarding the field house and stadium.
•  Explore options for livestreaming meetings to enhance community engagement.
•  Review ADA compliance requirements for potential renovations.
•  Implement a mentoring program for students off-track in all indicators.
•  Monitor student performance data at the end of each quarter.
•  Prepare for levy renewal discussions and resolutions by January 2025.
•  Submit the financial forecast by June 30th.
•  Implement the approved change order for the CIS building window systems.
•  Cory to attend the meeting next week to discuss the expansion and finalize the FOM.
•  Develop a detailed cost analysis for ADA compliance and field house upgrades.
•  Schedule a site visit with Rob Eland for post-Thanksgiving to gather feedback on compliance requirements.
•  Prepare and disseminate incremental information releases to the community.
•  Finalize survey content and distribute by January.
•  Compile a financial packet to accompany the survey for community clarity.

AI Suggestion
AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:

1. Develop contingency plans for track construction funding, as the construction is crucial for the football field options and current funds may be insufficient.
2. Prepare for levy renewal discussions and resolutions by January 2025 to address projected deficit spending in future years, ensuring the financial forecast submitted by June 30th reflects potential impacts from state funding and property tax changes.
3. Conduct a comprehensive public opinion survey regarding the field house and stadium to guide decision-making, and explore options for livestreaming meetings to enhance community engagement and transparency.
4. Address identified gaps in systems and processes for business operations, including vendor contract and personnel output evaluations, and plan for the addition of a business operations manager by summer to improve financial oversight and transparency.
5. Review ADA compliance requirements for potential renovations, particularly concerning the field house and stadium, to ensure all facilities meet necessary standards.