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| Madison Metropolitan School District Madison, Wisconsin Art Rainwater, Superintendent | ||
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| BOARD OF EDUCATION Minutes for Finance and Operations July 10, 2006 |
Doyle Administration Building 545 West Dayton Street, Room 103 Madison, Wisconsin |
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Finance and Operations Committee meeting was called to order by Chair Lawrie Kobza at 6:03 p.m.
MEMBERS PRESENT: Carol Carstensen, Lawrie Kobza, Lucy Mathiak
MEMBERS ABSENT: None
OTHER BOARD MEMBERS PRESENT: Ruth Robarts, Arlene Silveira, Shwaw Vang (arrived at 6:40 p.m.)
STUDENT REPRESENTATIVE PRESENT: Joe Carlsmith
STAFF PRESENT: Mark Evans, Mary Gulbrandsen, Douglas Pearson, Roger Price, Ken Syke, Donna Williams, Ann Wilson-Recording Secretary
1. Approval of Minutes
It was moved by Carol Carstensen and seconded by Lucy Mathiak to approve the Finance and Operations Committee Minutes dated February 20, 2006and April 3, 2006. Motion unanimously carried.
2. Public Appearances
There were no public appearances.
3. Announcements
There were no announcements.
4. Creating a Budget Document that is more Understandable to the Public
(Written materials distributed at the meeting: People's Budget - Conceptual Thoughts; MMSD $100 Budget Reduction Exercise - attached to the original copy of these minutes.)
Lawrie Kobza indicated her interest in trying to develop - after the budget has been adopted - a short document that would be more understandable to the general public. She provided a written outline of what might be included and thought the document might be four pages long. The larger division-oriented budget is good from a development and management perspective, but not easily understood by the lay person.
DISCUSSION:
· Outside viewpoint might be helpful; difficult to answer when the large document makes sense.
· Would like feedback about what the public wants to know. Look at models already being used. Look at annual reports of companies.
· Would be a communication vehicle - way to share with the public. Does not replace what we currently use.
· Examples of other budgets - going online and being able to "click" for more information. Quick guide. Visuals, pie charts for the total and key areas.
· Refer back to questions the Board asked during the budget process. Make supplementary analysis available, identify funding sources.
· Executive summary of the budget document also contains narrative, which might be important. This may serve the purpose of communication.
Roger Price indicated the items listed in the draft document are very close to the categories that were used for the $100 Budget exercise. He indicated staff could set up a similar document. Lawrie Kobza requested that over the next month and before the next meeting, committee members talk with people about what kind of document they think might be useful. Looking at that input, the committee could develop a draft for which they would seek public input. The Superintendent and staff could then build a document which the district could use for information and communication by the beginning of October.
FOLLOW-UP:
· Lawrie Kobza will provide an electronic copy of her draft.
5. Contents of the MadisonMetropolitanSchool District(MMSD) Monthly Financial
Report
(Written materials provided in advance - memorandum from Roger Price dated 7/6/06 re: documents that are attached and the ten documents mentioned.)
Lawrie Kobza asked committee members to identify the documents they found most useful and would like to receive in the future. Roger Price explained the internal use by staff for each of the documents. Committee members indicated they would like to continue to receive the Revenue Detail Report (5b), Detail Expense Report (5d), and Expenditures by Department (5e).
6. MMSD's Shared Savings Energy Program
(Written materials provided in advance: memorandum from Doug Pearson re: Shared Savings Program with attached PowerPoint presentation; CD video of the Energy Club at Hawthorne. Information provided at the meeting: MGE Electric Energy Use for Hawthorne School - attached to the original copy of these minutes)
Doug Pearson explained the proposed shared savings program and the committee viewed a video of the Energy Club at Hawthorne which is a model for school-based energy conservation efforts. Under the program, schools would keep 50 percent of the value of energy saved calculated on a baseline year. The determination of the baseline needs further discussion. Information from Madison Gas & Electric (MG&E) was shared that displays the cost savings during the time the Energy Club was active at Hawthorne. He noted there are a variety of ways that schools could organize their energy savings programs. It is intended that funds going back to the schools would be placed in the student activity account.
It was moved by Carol Carstensen and seconded by Lucy Mathiak to authorize the administration to move forward with the development of a shared energy savings program for schools, as described, with 50 percent of the value of energy savings returned to the student activity fund at the school. Motion unanimously carried.
7. MMSD's Energy Program related to the Computer Shutdown Project
(Written materials provided in advance: Memorandum from Mark Evans and Doug Pearson re: Energy Cost Reduction through the Implementation of Desktop Computer Energy Management Software - attached to the original copy of these minutes.)
Mark Evans reviewed the written materials provided in support of purchasing software that automatically shuts down computers at scheduled times in non-work hours to reduce energy costs. Users would still be able to access machines by turning them back on. Costs and savings were discussed. Although studied in the past, Mark Evans noted this proposal is being made at this time because there is a newer/better version of the software; it has received the endorsement of the State's Focus on Energy program and the guarantees that have been included.
It was moved by Carol Carstensen and seconded by Lucy Mathiak to authorize the administration's use of Verdiem Surveyor power management software to realize cost savings by shutting down computers at scheduled times in nonworking hours. Motion unanimously carried.
8. Construction Project - Making East High School's Field House More Accessible to the Public
9. Construction Project - Upgrading Kelliher Field
10. Financing the East High School Field House Accessibility Project
11. Financing the Upgrading of Kelliher Field
12. Update of Construction Project - Addition to LeopoldElementary School
These items were postponed. Doug Pearson shared some pictures of the East High School Field House Project.
13. Other Business
There was no other business.
14. Adjournment
It was moved by Lucy Mathiakand seconded by Carol Carstensen to adjourn the meeting at 7:10 p.m. Motion unanimously carried.
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