good evening I'd like to call to order tonight's meeting of the ISD 191 Burnsville Egon Savage school board the date is February 6 2020 and the time is 6:30 I'd like to start by welcoming everyone who's here in our audience and also for those who are tuning in at home we always appreciate knowing that our communities watching our work and on behalf of our students director Hume would you please lead us in the Pledge thank you we will start tonight by approving the agenda I will take a motion moved by a director shot second second second it by a director Chester any discussion hearing none all those in favor of approving the agenda please signify by saying aye aye opposed nay and the motion carries starting the information portion of our meeting we will start by receiving a report on variances and I'd like to welcome Stacy so line executive director of human resources to the speaker's table good evening Gerald dr. battle members of the board the information that I'm bringing to you tonight is a little bit more detailed and logistic type of a process once we had our scenarios outlined hurdle reduced to only two scenarios it became much easier from my viewpoint from a staffing standpoint to understand what those implications might mean for us so I took the two scenarios that we had and started looking at how is this going to impact when we start looking at class sizes are with our ratios that we already have for elementary especially and I'm only going to focus on elementary tonight middle school is a little bit easier because you have one-third of your population turning over each year okay so Elementary is much more difficult when you have sixth grade levels and with the amount of metal our elementary schools that we have but the first thing that I did was I took the information that we have for each student and then created six different combinations of true/false questions for example the original enrollment equals the original home so what that means is if if ed Neil was my home neighborhood I was enrolled at Neal home enrollment okay so we looked at original enrollment orginal home orginal enrollment scenario enrollment orginal enrollment scenario home original home so forth so forth and each of those were a true/false and that put all of our students into basically six primary categories from there then I get geeky from there then I ran seven different pivot tables okay and the pivot tables continue to break that information down a little bit more that data and what that what that allowed me to look at was the students who were not impacted in any way okay their home school isn't changing their the the site of their what the school that they were enrolled in wasn't going to change nothing was changing for them now was 1683 students okay the next pivot table looked at students who had a variance to a third in third school that wasn't going to be impacted when the two homeschools underneath them changed again my resident school may have been Gideon Pond I was open enrolled to add Neal next year my resident school would be Vista view so my variance to add neal really isn't impacted in any way even though my resident school is changing underneath me and we had 61 students that were in that scenario or in that pivot table then we looked at our open enrollments into the district mwn soot trail have 31 open enrollments into those two schools the other schools have 217 students that are open enrolled into them I call out the ones for mwn soot trail because those 31 students we will need to get a new preference as to where they want to go so open enrollments include like the top three preferences that they would like were obligated because we're in a in my district to accept them in to the district but we do get the choice of what school has capacity or where we can place them okay so that's why those students were called out specifically we have students with variance to another school where the home school that they currently are that their their neighborhood is won't be changing and that's 394 students so those students have variance to another school that's still valid even though their home and their home school also isn't going to change we have 33 students who were variance to a school whose school will now become their home school their neighborhood school okay and we have 600 students that as a result of the boundary changes or school closings are going to be impacted so we were able to kind of get all the way down to that level of those 600 students only 218 of them are ones who are going to be impacted because of the boundary change specifically okay so the so again I'll go back to we have schools that are our students who are the home-school right now is fist of you who's next year school will be ed Neil so some of those students may want to return back to fist of you next year okay students that are kind of in that group 218 so what I was able to do then once I had that information of kind of here's all of the variables and the scenarios for this with everything going on it's really those 218 students that can kind of sway the enrollment one way or another at a building so as I looked at our our current class size ranges for kindergarten all the way up through fifth grade where those students fell as far as their enrollment for next year so I rolled those students up I allowed for our normal attrition per grade level I ran it with there was 218 all of them wanted to go back so that was kind of one look or those 218 all of them wanted to stay where their new assignment was are their their new their new school was what I was really looking forward the peaks on the class sizes and building capacity I was trying to determine what risk if you will there really was moving the rest of the numbers assuming that the variances were all going to be honored okay because we already know that one of the the possibilities is for the board to to suspend our variance process and send everybody back so the boundary proposals would reflect everybody going home variances and everything everybody goes back so I already knew what that risk was if you will this on the other side is I needed to start gauging it out every year we have hot spots hot spots are those classes that are over 1 or 2 students or I need another possible class in a building looking at all the numbers playing this out to our risk and everything else I don't anticipate any more hot spots as a result of keeping our variance policy as it is and our practices moving forward from any other year and that is how I got there and from there all handled off to of questions or anything that you may have great thank you that was very helpful board members any questions or comments dr. Schatz Thank You Stacy that was actually a really great question that was hoping was gonna come out of come out of all of this you know because we we've been receiving a lot of feedback on the variance issue from the community and it's it's critical for us to know what our what our best solution is not only for students and families but also we the way that we are our commitment to our class sizes and our schools and things like that so that's extremely helpful information and so the only question I have I guess is was students open enrolling into the district I've had a lot of numbers they were sorry I may have like glazed through that piece of it if you if you refer to the students that were enrolled into the district so we have 31 students 31 students at the time that this information was all pulled which was in November for the the boundary conversation okay so information is only as good as the day in which it was ran but it doesn't change a whole lot further thing 31 students that were at nwn su trail and 217 at the other eve Elementary's thank you okay thank you any other questions I just want to make sure that I'm understanding what you said so based on what you said it sounds like the essentially keeping our variance policy in place for next year it's gonna kind of come out in the wash that we're not gonna have major you're not projects anticipating major increases or decreases in specific schools as a result of the boundary changes is that what I'm understanding mm-hmm it isn't going to be anything in which we won't be able to handle from a staffing or a building capacity piece now I'm probably getting too far down the path here a little bit if I am let me know but it won't reflect your long term goals that our boundaries are set up with it that will take some time to get there right and and I think one of the points that we will need to look at is those sites that created some racially isolated programming and what we're going to do with those going forward because if we allow that to continue will be backward and that would still be an issue at some schools but it will take care of itself if we take care of that issue itself right thank you good question any other comments or questions dr. battle you had something to add yes thank you chair of chair Alton members of the board based on his equity director so vines work and constituent feedback I would like to present a variance plan for 2020 21 first please keep in mind these two principles that guide this plan first we know that inclusive integrated schools results in the best outcomes for students second do as little harm to students as possible therefore therefore avoid forcing students to schools so the plan I recommend going forward is to allow our variance policy 509 point 5 to operate as is meaning all current variances would continue into next year students transitioning from elementary to middle school would have to apply for a variance if desired we will also set the following priorities for new variance applications as follows first families who wish to remain at the neighborhood school they attended this year for example if you're assigned home school changes from Hidden Valley to Harriet Bishop as part of the attendance boundary changes but you want your children to continue at Hidden Valley next siblings of enrolled students children of staff working at that location and the last priority is needs based on daycare location when there are more spaces more applicants than spaces available a lottery process would be used to decide which applications are approved as is our current practice this plan is based on the following rationale given the evaluation that our schools have the capacity needed as just shared by zagat of Directors ovine this plan is feasible for next year prioritizing families that were displaced by the attendance boundary changes limits harm to students we will still move forward toward more racially balanced schools over time because we believe not everyone will choose to continue at their current school so some change will happen immediately and future students will not be given the same press preference so more balance will be achieved over time the district can and should evaluate the results of this plan next fall after the school year has started so in summary what this means for our families if you have a current variance and want to keep it you don't need to do anything if you want to request a new variance regardless of the reason you need to submit a variance request form these are process monthly following the priorities outlined above if a lottery is used those applicants who don't receive a spot can be put on a waiting list regarding open and rolled students into district 191 if your student attended MW Savage elementary Sioux Trail Elementary or Metcalf you will need to submit a new preference form to request a new school except 8th graders who will be moving to Burnsville high school if your student is going from elementary to middle school you will need to submit a new preference form to request the middle school if your student is staying at the same level elementary or middle and is not at a school that is closing you do not need to do anything your student will continue at the same school this information will be broadly communicate it and if families have questions please contact our enrollment center at nine five two seven zero seven four one eight zero and I'll turn it over to executive director so fine for some other additional information regarding next steps such as when applications may be due we are working on the on the forms online to have that posted as soon as possible also we are working on the form for those folks who do want to take away the variance that they had at a building if they want to stay at their potentially the school that their know will now be attending I'm sorry we'll be able to take applications almost immediately after that's in place the the we won't be able to start making decisions on those variances though probably until the first of April and the reason what that is we have to go through now with the changes of whichever boundary you scenario you go with tonight in and start moving doing the logistics behind the scenes in the system so that when we're considering the variants requests we actually know how many students we have at that grade level at that building with real-time data to be able to make those decisions going forward so once we have that next decision from you folks we're going to start doing the work on the backside as quickly as we can and we should be able to start doing lotteries early April great it's going to be quite a process all of it has been board members are there questions or comments director Chester for the families of Sutra and M W Savage who would want to be doing a potential variance because they may want to select a different school than what would be identified as their home school would their priority be setting be the same as the the top that top piece the of where it's they would do a new application but it's for their in the that first tier right if that makes any sense I kind of want to chart but if I understand the question if if if a family is attending Sue Traylor M W as a resident student and they are now going to be attending one of those I believe it's for potentially four or five I guess on the two scenarios four or five other Elementary's is the question whether those families would have a preference or B one of the priorities to request a variance to another site yeah and would they where would where would they fall in terms of the ranking of the priorities of open variance they're not listed as a priority right but that wouldn't exclude them if we have space I just didn't know if they were part of the the top one before it went to siblings family members of study yeah identity I wasn't able to take that into consideration I understand that outside of a handful of schools that we currently have because of different programming that it's attractive families their per grade level that the number of students Ferran Singh in and out of building system is fairly consistent and fairly comparable I'm not anticipating a rush from one building or another to suddenly inflate nor would I be able to predict that you know I have to kind of assume that we're going to have that same type of movement within the district for families over time yeah we'll have to we'll have to monitor that any other questions all right thank you very much all right next we will receive a report from dr. battle thank you board chair Alton members of the board I just want to share a few announcements and reminders both for board members and those in the audience or watching at home first nominations for the 2020 community of Excellence Awards are due by Sunday February 9th which is this weekend these annual awards recognize excellence among our district 191 staff in the areas of teaching educational support leadership innovation community engagement and partnership I know there are many deserving staff members out there so please consider submitting a nomination to submit a nomination go to WWI sd1 9 1 o RG / co e Awards that c OE AWA RDS to learn more second I want to let people know about some opportunities that are coming up to get to know our elementary and middle schools later this month our elementary schools will be hosting kindergarten enrollment nights I believe they are the class of 2030 the 333 these are events where parents can learn about their future kindergarten students school and what services are available meet principals and teachers tour the building and complete the enrollment process these events are a perfect way to get a first look at your future school in addition elementary schools and middle schools will be hosting tours and open house events in the coming weeks we know many of our students may be attending new schools next year and we want to make sure they and their parents feel welcome and have their questions answered I know a lot of information will be going out to parents this week so please watch for that or go to your school's website for more information there's really no better way to get to know your schools than by visiting and talking to teachers other parents and students about their experiences I encourage everyone to take advantage of these upcoming events thank you and that's all I have for tonight thank you dr. battle next I'll open it up to board members who might have individual reports director Hume yeah I attended the foundation 191 monthly meeting on Tuesday February the 4th just a couple of updates from them first the annual foundation 191 scholarship applications are now open for Burnsville high school class of 2020 students they can apply through their Naviance account and they're also additional some scholarships have additional forms and they could the students can pick those forms up at the Burnsville high school guidance office and the application deadline for those scholarships is on March the 3rd the other update is that next Thursday evening February 13th is the annual foundation 191 gala tickets are still available and can be purchased at foundation 191 o RG those are my two updates great thank you anyone else I just have a brief report this is I love to read month and I've already had the great opportunity to read to Hidden Valley first graders and oh my goodness they are just such voracious readers and listeners and we're just so pleased to have somebody reading to them who wasn't simply their teacher and of course that's always a big deal to begin with anyway that they they made me pinky promise that I would come back so we'll see if I can we'll definitely get back and make sure that that happens all right next we'll start with approving the consent agenda although board action is required it is generally unnecessary to hold discussion on these items in the event a board member wishes to discuss an item that item will be moved for separate consideration is there anything that board members would like to separate hearing none I will take a motion to approve the consent agenda so moved moved by director courier second second seconded by director Hume all those in favor of approving tonight's consent agenda please signify by saying aye aye opposed nay and the motion carries new business our first item it we're being asked to approve the revised FY 20 but and I would like to welcome Lisa writer executive director of business services to the speaker's table welcome Lisa thank you geralt superintendent battle directors I am coming to you tonight with the revised budget for the current school year we heard in a workshop environment at our last main meeting that there were this information as well and had some dialogue around some of this but for the public's purpose and for those listening from home let's just run through these very quickly we want to make sure that we are providing the information regarding a revised budget to the community and also then looking for a recommendation of the board to approve this FY 2005 budget this evening as we begin talking about school finances there are some basic information that we want to cover so the next few slides will cover you know funding restrictions how we spend our money and how enrollment plays into that along with where are we at right now so as you take a look at this slide this is a summary of all of our funds that we keep track of and this is reflective of a number of different areas much of our discussion that you'll hear tonight as well as when we do talk about budget and budget adjustments largely we talk about the general fund which is the first line however we have our food nutrition services that are all into the food service fund the second line the third line is our community service and so all of our community at programming runs through that particular fund and that's kept track of separately our capital projects include a little bit of the dollars that we have from bond sales from previous issuances for deferred maintenance and um there's still some also from the FY 15 I should say February of 2015 referendum that our voters approved and so those funds are just remaining there you can see the dollar amounts and are being utilized for that which is eligible the debt service fund keeps track of all of our principal and interest payments that we owe on any that has been taken in the last typically 20 years we have had some refunding zhan that debt which has helped to save dollars for our taxpayers and goes right back to them our trust and agency fund you will see is going to end with a zero balance this year because our trust and agency fund must be rolled into the general fund or eliminated so we'll be working with our auditors to fine-tune and finalize those entries and then we have our internal service fund which is our this is where we keep track of our health insurance in self-insured plan dental self-insured plan our severance fund and what we call Opeth or other post-employment benefits and so that information is all tracked and monitored in the internal service fund you can see here there are four columns the first column being that which is audited in June thirty nine twenty nineteen balances this is the revised budget for the revenues for each of these funds the expenditures with a projected ending fund balance then for June 30 of 2020 so what this slide is going to talk about and a few others coming next will be all around the general fund that first line we just spoke of the revenue and where does it come from for us this is very typical from year to year it doesn't shift a whole lot you will see that it's in the seventy percentage that we have that is coming from from state aid so in this case in this particular example you're seeing for this year's revised budget it's 71 percent our amount that we receive from our local tax levy is usually less than 25 percent and you can see it's 23 percent in this revised budget with about four percent coming from federal funds and two percent coming from all other types of revenues the various different sources that we have sometimes do mean there are restrictions particularly like in the federal area as well as some of that state aid which n/n levy where there's dollars specifically for only certain purposes some of those restrictions might be in the area of state capital funds where they can only be used facilities and those projects title funds for example are federal dollars that you can only use when you're talking about students who are in need or at risk and our technology levy when we approve that diverters they understood that those dollars would be used specifically for technology and that's that's what they're used for community education and food nutrition services are essentially other restricted funds and they need to be used only in those areas as well as we take a look at the expenditures we're talking really only about the general fund again and yet from year to year these numbers also don't change a whole lot it's usually the fact that 80 percent of our budget is on people and you can see that's the case here when we look at a revised budget as well the other 20% is on the supplies and facilities contracted services as you can see of that 80 percent that is people we wanted to be able to help people understand how does that break down so this chart is intended to show you those same dollars that make up the 80% of our revised budget and of those people what type of work or what in in this case what we're using is the bargaining group what bargaining group do they fall into so that kind of helps to guide us as to what kind of work they might be doing but you can see there's a column for the some of the FTEs there's a column for the total salary a column for benefits a column for the combined salary and benefits and then what percentage of this list does that group make up okay and so you can see that you know 96 point almost 7 million dollars is for 80 percent of our budget and it's in the people's if we take a look at our general fund same dollars that we were just referring to but now we kind of look at it a little differently and now we're looking at it as to like what kind of area or purpose is it so now we're trying to figure out is this instructional and instructional support or something lowered like transportation or maintenance or admin okay and so that's what this graph is intended to do is kind of break it down that way and so we're still talking about the same thirty-one point eight million dollars for the general fund and you can see that seventy six point three percent is is on instruction and instructional support and that state averages is typically around seventy one percent for Minnesota our admin is at four point five percent or the state average is four point six percent we have talked at length about our need within our budget and the the challenge that exists around balancing that budget and so we need to be clear on the fact that the aid portion that we receive does tend to fall behind that which is considered inflation-adjusted numbers so as you take a look at this graph the intent here is to show on the blue line here's what the formula has been over these years per pupil compared to if we had seen inflation rates applied in each of these years where would that number have been and there is a gap of about five hundred ninety six dollars as of 2019 so this is our continued challenge not just ISD 191 but all of our schools in the state of Minnesota and this does make our balancing of the budget difficult a part of the process of creating the revenue budget starts with enrollment and most of our funding is provided on a per pupil basis the fewer the students the list of the money and so you know we have challenges regarding balancing class sizes and things that nature but our current reality is as we look at the number of dollars that are in the FY 2008 compared to the FY 19 budget we're looking at a three point five six million dollars less in revenue because that is the equivalent of about three hundred forty-seven it's less in the pre-k through 12th grade so as we although the you know the primary cause of our budget shortfall is it's a combo it's the enrollment but it's also that formula not gain being able to keep up as well and one thing we haven't really spoken much about but it is a current issue as well for us is our special ed cross subsidy which falls into this in the fact that that's the state and the federal aid that is not keeping up with regard to what it is that it takes to actually serve our students who have additional needs so as you take a look at what does this look like when you pull everything together that's what we then refer to as our current reality and this slide is intended to kind of lay that out for us we do have our actual amounts for 17 and 18 19 as well that are in the light blue had columns with the header being in light blue that which is white is the revised budget time periods for both FY 19 and FY 20 and then that which is a little darker blue is the adopted budget for the current year so this helps to just kind of give you some information about comparison purposes the reason why that's there the actual ones are audited numbers and as you can see them for the revised budget our beginning fund balance is going to start with that which we know is the audited numbers from the 1819 school year our revenues in the proposed revenue proposed revised budget is one hundred and thirty point seven million dollars and our expenditures at the 131 point eight million dollars with a nut difference where we are still planning to spend down fund balance of $1,080,000 essentially the total ending fund balance is around fourteen point two mil of which only seven point five mil is actually available as unassigned balanced and available for whatever needs we may have so that's a bit concerning as that is lower than what we had at the adopted budget time period and is showing at a projected a percentage of 5.71 for policy calls for 8% so the recommendation before you this evening is going will require a waiver of that particular policy there are other resources that are been have been provided within the document and available for people on the website the first of which I want to just kind of pull up here let's see if it works this is our revised budget showing with the columns for both the adopted as well as revised budget and this is broken down then for each of the different budget units that we have and our adopted budget book includes a narrative for each of the various different things but you see a small description here for every one of the budget units so anyone can read this and understand what that's essentially about it does list the number of FTEs that we have identified for that particular budget area within the general fund again this is all general fund for the revised budget and the dollar amount that you see in the column for adopted is what the dollar amount was at that time the revised budget column and then there is a plus or minus column to show if there's a change from adopted to provide I am going to scroll down just the very last page here of this particular document so that you can also see that it does lay out for you the grand sum totals of the general fund expenditures here along with the FTEs so you can see that there is a reduction of FTEs of 6.97 FTEs from adopted to revised moving on back to the PowerPoint the other slide that is also included in the PowerPoint slides but also a separate document here is the chart that we discussed earlier one spend a lot of time on that anymore and then I also do want to point out that we do have included as well links for people who are wondering well what are all these different groups and what are their contracts look like and what are the what we call matrixes look like that kind of lay out like what a person is entitled to for pay and so this this list is on all of the various different groups that you see listed along with what page number of their particular contract that the link is taking you to actually shows you that that grid and some of them are that they all look different because they all have very different agreements and so that's to be expected alright so with those resources then available our next step is essentially the recommendation you don't mind me I yes please the recommendation is that the Board of Education approves the 2019 2020 revised budget providing revenues and expenditures in all funds as follows waiving the eight percent unassigned fund balance I won't read the entire graph but I will read the totals of all funds revenue budget one hundred and eighty million three hundred eight thousand fifty one dollars expenditure budget 182 million one ninety three thousand eight hundred dollars with a total all funds difference between revenues and expenditures of 1 million eight hundred and eighty five thousand seven hundred forty nine dollars spend down great thank you very much Lisa I'll take a motion to approve the recommendation moved by director shot second second second did by director courier questions well we have spent quite a bit of time working through all of this information and talking about it so it certainly is you know the information isn't new to us so thanks to everybody for continued conversation on this with that I will take all those in favor of approving the revised FY 20 but please signify by saying aye aye opposed nay and the motion carries thank you Lisa you next we are being asked to approve attendance boundaries with dr. battle presenting geralt and members of the board tonight I ask you to approve and adopt scenario a as the new attendance boundaries for elementary schools as well as the new middle school attendance boundaries as presented effective beginning with the 2021 school year with that I will take a motion so moved moved by director Hume second seconded by Director Chester comments or questions well I think it's it's fair to point out that this this option is the one that really just impacted fewer families and divided school existing school communities between fewer schools and thereby maintaining relationships yes chair alt it also met our goals and requirements as we have shared in our community meetings it creates better racial and economic equity among our schools it meets the state mandate that the district not create racially isolated schools it addresses capacity issues at all elementary schools and it allows the district to operate much more efficiently so resources can be focused on student program and services okay any other comments or questions I think largely the community responded with this being an option of that they were favorable for - yes yes and included in the board book you will see the photos of all the community feedback and so I do want to thank our community for sharing their perspective on both of the scenarios presented for attendance boundaries and yes it was a scenario a was the preferred choice and also thanking the the design team I know there was there was a lot of time and effort and a lot of thoughtfulness put into the process and making sure that we all were working with as much information as we could and and that the community voice was heard with that we will those in favor of approving dr. battles recommendation please signify by saying aye opposed nay and one comment before we move to the next agenda item is just calling out the fact that these are you know the change is is with attendance boundaries as obviously now in place variances continue to be a conversation families can rest assured that for next year what we what we have in place the guidelines that dr. battle has established those will be what dr. battle and her team will be using and the recommendation is that we come back in the fall and actually look at the data and see where we landed in terms of building capacity class sizes and making sure that that our schools are equitable and and we're not choice is not creating racially or economically isolated schools so thank you alcohol next we are being asked to approve the proposed revisions oh yes sorry I forgot one thing also as part of that conversation I know there are questions about magnet schools and just to let the community know that we will be having a conversation at our next board board meeting February 20th to talk about reclassifying pathway schools and middle schools so please stay tuned and join us for that conversation now we're off to approving the proposed revisions andreadd opt the unchanged language in the 2019 2021 master agreement with the operations and maintenance supervisors welcome back Stacey thank you bringing to unite the terms and conditions of employment for our obstacles we met twice to review their language meet some adjustments to the longevity as well as spoiler licenses also placed on the salary schedule $2,000 each year one of the things that I want to point out is that the overall package is a little bit higher than what we're using for most of our units but as I mentioned at our last meeting when we went through our pay equity report we're starting to see some gaps and this is one of the the groups that we needed to make an adjustment with because they're banding for the compared to other groups of the same banding they were falling behind so we needed to make an adjustment to that to kind of level that back out again so I had to make that adjustment but the recommendation that we're bringing before you tonight so again the recommendation is that the Board of Education approved their proposed revisions and readapt the unchanged language in the 2019 2021 master agreement with the operations and maintenance supervisors thank you I'll take a motion so moved moved by director courier second seconded by director shots questions I have one so might one expect then that the next equity report would be slightly different with this - is it I have a couple of other units I need to address ways that can impact the report is through the addition of longevity steps for some groups that don't currently have them that kind of sets them out it looks like it takes it looks like they're maxing out the vs. when you have longevity it kind of plays with the formula a little bit one of the other groups I'm going to have to address is looking at the number of steps the last negotiations we actually added steps to their to their salary schedule and when you have a group that is primarily women in the pay equity piece the more steps it takes to get to the top salary actually works against you so for a settlement purposes we were able to come to an agreement but it had tails so I'm going to have to try to shrink that schedule back down again and that will that will go a long ways as well in helping us with our pay equity report great thank you very much all right those in favor of approving this recommendation please signify by saying aye aye opposed nay and the motion carries Thank You Stacey we will be a journey to a closed session as permitted by Minnesota statute 13 d dot o three to discuss is d 191 s labor negotiation strategy I'll take a motion to adjourn moved by director Hume second seconded by director Chester all those in favor signify by saying aye aye and we are adjourned let's take