germantown school district notice of finance committee ... · recap of 2015/2016 budget planning...

GERMANTOWN SCHOOL DISTRICT

Notice of Finance Committee Meeting March 23, 2015 6:00-7:00 P.M.

To Be Held at Germantown High School

W180 N11501 River Lane Germantown, WI 53022

AGENDA

I. Meeting Called to Order II. Roll Call III. Agenda Revisions and Approval IV. Approve Minutes

A. February 23, 2015 Meeting Date V. Consent - Review & Discuss

A. March Vouchers VI. Unfinished Business – Discussion with Appropriate Action

A. $5.0 Million Notes for Capital Projects Financing VII. New Business – Discussion with Appropriate Action

A. 2015/2016 Budget Planning B. Monthly Purchase Requests Exceeding $15,000 & Purchasing/Project Bid Results

1. Project Lead The Way Contract Renewal 2. 66.30 Agreement with School District of Elmbrook 3. Kennedy Middle School Technical Education Room 4. Germantown High School Band Uniforms 5. Germantown High School Scoreboard

VIII. Reports

A. Vouchers: February Follow Up B. Monthly Financial Reports C. General Reports and Other Financial Happenings

IX. Adjourn Note: School Board members who are not members of the Finance Committee may be present at this Finance Committee meeting.


TO: Finance Committee FROM: Ric Ericksen, Director of Business & Auxiliary Services FC MTG DATE: March 23, 2015 AGENDA ITEM: IV.A. – Minutes of February 23, 2015 ATTACHEMENTS: See next page(s). RECOMMENDATION: Approved as presented.

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Minutes of February 23, 2015 Finance Committee Meeting

Held at Amy Belle Elementary School 3294 Willow Creek Rd

Colgate, WI 53017

Germantown, WI 53022

1. The meeting of the Finance Committee was called to order by Tom Barney at or about 6:00 p.m. Finance Committee Members Present: Larson, Soderberg. Loth delayed. Other Board members may have been present or arrived later. Also present was Ericksen, Holmes, Coley, Williams, Juedes and other administrators/staff may have been present or arrived later. Guests: Riteway Bus Company officials.

2. Motion by Larson, second by Soderberg to approve the agenda. Motion Carried. 3. Motion by Larson, second by Soderberg to approve the January 26, 2015 minutes. Motion Carried. 4. Motion by Larson, second by Soderberg to consent to Payment of Claims of February 2015 vouchers.

Motion Carried.

5. Ericksen reviewed background as presented regarding Agenda Item VI.A.: $5.0 Million Notes for Capital Projects Financing. No action.

6. Ericksen reviewed background as presented regarding Agenda Item VII.A.: Germantown High School

Budget. General discussions ensued. Motion by Larson, Second by Barney to table this topic. Motion carried.

7. Ericksen reviewed background as presented regarding Agenda Item VII.B.: Mac Arthur School

Budget. General discussions ensued. Motion by Soderberg, Second by Larson to take to the Board of Education with a positive recommendation as presented. Motion carried.

8. Ericksen reviewed background as presented regarding Agenda Item VII.C.: 2015/2016 Budget Planning. Ericksen reviewed the 2015/2016 budget status and various attached documents. Ericksen reviewed the new budget model available at both the Google and District Web links. No action.

9. Ericksen reviewed background as presented regarding Agenda Item VII.D.: Riteway Contract

Renewal. Committee direction to take to the Transportation Committee for review and subsequent action.

10. Ericksen reviewed background as presented regarding Agenda Item VII.E.: Project Lead The Way

Contract Renewal. General discussions ensued. Will be brought back at the March meeting under the heading $15,000 Purchases.

11. Ericksen reviewed background as presented regarding Agenda Item VII.F.: 66.30 Elmbrook Contract

Renewal. General discussions ensued. Will be brought back at the March meeting under the heading $15,000 Purchases.

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12. Purchases Exceeding $15,000 Agenda Item VII.G.: Ericksen/other administrators reviewed items as

presented: • 2015 Summer Roofing Projects: Motion by Soderberg, second by Larson to take to full

board with a positive recommendation to award the bid and approve expenditure(s) in the amounts as presented. Motion Carried 3-0.

• Fire Alarm Panel Project(s): Motion by Soderberg, second by Larson to take to full board with a positive recommendation to award the bid and approve expenditure(s) in the amounts as presented. Motion Carried 3-0.

13. Ericksen/Juedes reviewed background as presented regarding Agenda Item VIII.B.: Food Service

Operation. Juedes gave an extensive report on this topic. General discussions ensued. Finance Committee is requesting continued monitoring of the program, including but not limited to: future reporting on participation, optional meal offerings, and national trend monitoring. No Action.

14. Ericksen reported, provided information, and/or updated the Committee on all topics as shown in the

VIII. Reports section of the agenda: Voucher Follow-up, Monthly Financial Reports, and Other Financial Happenings.

15. Motion by Larson, second by Soderberg to adjourn. Motion Carried. Adjourned at approximately 7:18

P.M. Richard Ericksen Recording Secretary

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TO: Finance Committee FROM: Ric Ericksen, Director of Business & Auxiliary Services FC MTG DATE: March 23, 2015 AGENDA ITEM: V.A. – Consent – Review & Discuss March Vouchers List(s) Review monthly bills and voucher payments. Only the FC needs to consent and approve monthly vouchers. Based on policy, it does not go to the full Board of Education. Report is posted at the google shared drive for the Finance Committee & at the district’s web site Finance Committee link Attachment(s): None RECOMMENDATION: Consent to Payment of Claims of vouchers as presented & reviewed.

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TO: Finance Committee FROM: Ric Ericksen, Director of Business & Auxiliary Services FC MTG DATE: March 23, 2015 AGENDA ITEM: VI.A. – $5.0 Million Notes for Capital Projects Financing At the January meeting a power point presentation covering the district debt by purpose was presented. Please see that packet for more information. Information on debt is reported at the Finance Committee links under Tab 3. As reported at the September 22, 2014 Finance Committee meeting the 30-day petition period expired on Saturday September 20, 2014 and the Board of Education will be considering the “sale of bonds” in the month(s) ahead. This will continue to be on the FC agenda should committee or board members wish to advance the sale of the notes. ATTACHEMENTS: None. RECOMMENDATION: Pending discussion of the Finance Committee.

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TO: Finance Committee FROM: Ric Ericksen, Director of Business & Auxiliary Services FC MTG DATE: March 23, 2015 AGENDA ITEM: VII.A. – 2015/2016 Budget Planning

As of this writing there is very limited information on the status of budget deliberations in Madison. However, please watch for continued Budget updates/reports posted at the Google Shared Drive/Finance Committee/2015/2016 Budget Planning folder AND at the District’s web site Finance Committee link. Recap of 2015/2016 Budget Planning

• December 15, 2014 Finance Committee Packet: Early Estimate of State Imposed Revenue Controls

• January 26, 2015 Finance Committee Packet: Debt Schedule by purpose power point presentation

• February 9, 2015 Board Packet: Student Fees Approved for 2015/2016 • February 23, 2015 Finance Committee Packet: Budget Brief from Dept of Administration;

DPI report on state aid loss ($150 reduction) under Governor’s current budget proposal.

RECOMMENDATION: None.

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TO: Board of Education TOPIC: Purchases Over $15,000 FROM: Ric Ericksen BOARD MEETING: March 23, 2015 DATE: February 17, 2015 AGENDA ITEM: FC Agenda Item(s): VII. B.

2015/2016 -- Project Lead The Way Contract Renewal:

Recommendation to the Board of Education: Pending discussions earlier this evening, the Finance Committee brings forward with a positive recommendation to renew the 2015/2016 -- Project Lead The Way contract as presented to be funded from the General Fund 10 budget. Background/Attachment(s): Given the significance of this contract it is being handled differently than a normal purchase under this agenda item inasmuch as the contract & background was presented at the February 23, 2015 Finance Committee meeting for a first reading. Director of Teaching & Learning O’ Brien and the administration recommends approval of the contract. Attachment(s): None (see February 23 Finance Committee packet and web links for review of detail background and contract )

$40,000 (estimated) 2015/2016 -- 66.30 Agreement with School District of Elmbrook:

Recommendation to the Board of Education: Pending discussions earlier this evening, the Finance Committee brings forward with a positive recommendation to renew the 2015/2016 -- 66.30 Agreement with the School District of Elmbrook as presented to be funded from the Special Education Fund 27 budget. Background/Attachment(s): Given the significance of this contract it is being handled differently than a normal purchase under this agenda item inasmuch as the contract & background was presented at the February 23, 2015 Finance Committee meeting for a first reading. Director of Pupil Services Kellman and the administration recommends approval of the agreement. Attachment(s): None (see February 23 Finance Committee packet and web links for review of detail background and contract )

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$22,810 Kennedy Middle School Technical Education Room:

Recommendation to the Board of Education: Pending discussions earlier this evening, the Finance Committee brings forward with a positive recommendation to direct the administration to seek competitive quotes/bids and to commence work on the project provided that the bid amount does not exceed $22,810 to be funded from the Capital Projects Fund 41 budget. Recommendation from the Building Committee: At its March 11, 2015 meeting, the Building Committee brings forward with a positive recommendation to advance this project to the Finance Committee and to seek competitive quotes/bids to perform the project in an amount not to exceed $22,810 to be funded from the Capital Projects Fund 41 budget. Background/Attachment(s): At the March 11, 2015 Building Committee meeting Mr. John Parrish presented plans for the remodeling of a wall separating adjoining classrooms. Mr. Jeff Thielke was also in attendance to assist. Significant discussions ensued. Attachment(s): None (see March 11 Building Committee packet and web links for review of detail background)

$92,504.52 Germantown High School Band Uniforms:

Recommendation to the Board of Education: Pending discussions earlier this evening, the Finance Committee brings forward with a positive recommendation to award the bids for the purchase of band uniforms and accessories to DeMoulin Brothers (Greenville, Ill.) in the amount of $92,504.52 to be funded in part and up to $70,000 from the General Fund 10 budget with the balance coming from the Germantown Band Booster Club. The essence of the Board action last June was that the Band Booster Club would pay for 30% of the final cost and the District pay for the remainder. The original total cost estimate was $100,000 therefore $70,000 was allocated by the Board of Education. Background/Attachment(s): The Board of Education took action at the June 23, 2015 meeting on this topic approving $70,000 for this purchase. Discussions also occurred at both the April 28 and June 23, 2014 Finance Committee meetings. Bid Process & Results: Requests for Proposals were mailed to three qualified manufactures on March 4. Qualified manufactures: DeMoulin Brothers (Illinois); Stanbury Uniforms (Missouri);

Miller, Inc. (Ohio) Bid Opening Date was March 17. Only 1 Bid was received: DeMoulin Brothers Sealed Bid Open at 3:00 p.m. in presence of Mr. Bell, Band Booster Parent Lonna

Schickert, Comptroller Krentz, and myself Award bid tonight

Attachment(s): Extract from Bid Documents

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$48,000 Germantown High School Datka Stadium Scoreboard:

Recommendation to the Board of Education: I am still working on preparing a clearly defined funding structure as referenced in the attachments. So I will bring the final report to the meeting on Monday. Recommendation from the Building Committee: At its March 11, 2015 meeting, the Building Committee brings forward with a positive recommendation to approve the project as presented as “Option E” in an amount not to exceed $48,000 and fund as closely as possible as referenced. Background/Attachment(s): At the March 11, 2015 Building Committee meeting Mr. Jack Klebesadel presented final plans for the purchase and installation of a replacement scoreboard at the north end zone of Datka stadium. Significant discussions have occurred for several years regarding this project and the funding source(s). Attachment(s): Option E as presented to the Building Committee along with a two color pictures that was shared at the Building Committee (see March 11 Building Committee packet for additional details)

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Options E

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Options D, E and F are a new location

Centered on the Northside of Stadium Almost all new installations are this way for following reasons 1. Both sides have centered view 2. Future sound system 3. Future play clock 4. Future HOF placement 5. For us, backside can be used 6. Limits ground work for electrical Page Number 16

Options E Installing of new I-beams (2 for 25’, 3 for 32’)with scoreboard-approx. $23,000+ R & K Services Running electrical work and transformer approx. $6,500 Pieperpower Electric. Total for new location for installing is $30,000 Score Board (no TNMC),Base with Tenth, $12,700, Panels Top and Bottom, $5,000 Approx. Total $48,000 Donations – GGIC $5000, Athletic Booster Club $6000 3 sponsors still interested-Dental Professionals, Jay V., Express News $7000, $7000, $5000 1st Year $11,000, $2500, $2500, $2000 Total = $18,000 2nd Year $2500, $2500, $1500 Total = $6500 3rd Year $2500, $2500, $1500 Total = $6500 Recommend $10,000 from fund 41 and/or 80 for 2014-15.

$5,000 from fund 41 and/or 80 for 2015-16. $33,000 out of fund 21 for 2015-16 to be paid back by donations and all remaining sponsorship. Minimum of $18,000 paid back right away for 2015-16. Remaining balance of $15,000 paid back by the end of 2016-17 school year with donations and/or sponsorship. ($6500 already)

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TO: Finance Committee FROM: Ric Ericksen, Director of Business & Auxiliary Services FC MTG DATE: February 23, 2015 AGENDA ITEM: VIII. Reports

A. Vouchers - Previous Months Follow Up: None

B. Monthly Financial Reports: All Financial Reports Posted at both Google Shared Drive and Finance Committee web links

C. General Reports and Other Financial Happenings:

None

AGENDA ITEM: IX. Adjourn

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