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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 June 28, 2007 |
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 Lucy Mathiak at 12 noon.
MEMBERS PRESENT: Carol Carstensen, Maya Cole, Lucy Mathiak
MEMBERS ABSENT: None
OTHER BOARD MEMBERS PRESENT: Arlene Silveira
STUDENT REPRESENTATIVES PRESENT: None
STAFF PRESENT: Steve Hartley, Doug Johnson, Art Rainwater, Ken Syke, Donna Williams, Barbara Lehman-Recording Secretary
1. Approval of Minutes
It was moved by Carol Carstensen and seconded by Maya Cole to approve the minutes of the Finance and Operations Committee dated February 19 and March 7, 2007 as distributed. Motion unanimously carried.
2. Public Appearances
There were no public appearances.
3. Announcements
There were no announcements.
4. Process for Getting Feedback on Citizens' Budget
(Packets included the March 7, 2007 version of the Citizens' Budget A copy is attached to the original of these minutes.)
(Written materials distributed at the meeting included: 2007-08 Proposed Expenditures Summary by Department, 2007-08 Revenues for Fund 80 Community Service, a newly revised format of the Citizens' Budget Expenditures with footnotes and definitions, and a sample summary of Footnotes for some of the major departments. Copies are attached to the original of these minutes.) Donna Williams explained that she and Roger Price had worked on a second group of documents (provided at this meeting) that included the same categories but had been enhanced.
The committee was asked if they were ready to bring the document to the full Board for review. Specifically, they were asked for their feedback on the categories used.
Questions/Comments:
§ Helpful to have pie charts for special education and English-as-a-Second Language, similar to those for federal and state categorical funds, dividing out where the funds come from.
§ May need more detail on the revenue sources.
§ Not sure if we meant to have this many columns. Could we trade out one of the areas for a column that would tell the amount of property taxes like special education. The Superintendent explained what would need to be done if the committee wanted to attach revenues to these lines, e.g., special education. He asked if they wanted expenditures by using the same columns and revenue as the budget that has columns across as revenue streams. Ms. Mathiak thought that could be done with this or as a separate document that would just be revenues. Could use actual numbers and/or percentages. He added that pie charts could be done.
§ Could eliminate the whole cost-to-continue column but keep the budget reductions for 2006-07 and 2007-08 balanced (just the adopted budget).
§ Can be made flexible so that staff can insert whatever is requested.
FOLLOW UP: Provide revised Citizens' Budget based on suggestions at this meeting.
5. Data Elements for Quarterly Financial Reports to the Board of Education
(Packets included Revenue Detail Report for May 2007 YTD (6/21/07), the Detail Expense Report for May 2007 YTD (6/21/07), and Expenditures by Department Report (6/21/07). Copies are attached to the original of these minutes.)
The documents distributed at the beginning of the meeting were used.
Comments/Questions:
o These reports do not have to be quarterly.
o Mr. Rainwater and Ms. Williams review these documents monthly.
o "xxxxx" - represent a lot of different accounts rolled into one.
o Statement of budget to actual is something provided to the auditors. It is an analysis of what is going on by department.
o Very helpful to have the expenditures and revenues by department if collapsed into each department of the whole department vs. sub-departments with the same object codes. Previous Comptroller would explain the significant discrepancies; this is too much detail.
o Very helpful to have revenue detail by fund; breaks it out by source. Gives a feel for when money comes in across the year.
o "Sample" document is good; provide it monthly. Helpful to know how this compares to anticipated revenues or expenditures.
o Board approves the calendar that is set by the Management Team.
FOLLOW UP: Provide monthly reports to the Board on the detail of revenues and expenditures by department and the "sample." Present highlights of the "sample" document at the quarterly Regular meetings. Post on the web site points at which the board is provided information for oversight and key decision points in one timeline (current status and process of doing the budget). Use language that does not lock the board into dates and timelines.
6. Process and Timeline for Review of Fund 80
Referred to the document distributed at the beginning of the meeting regarding Fund 80.
Comments/Questions:
Line 9 - reasons for non-taxable and
taxable revenues.
Location of community service grants
(line 26).
Television station (line 25).
Line 5 - what position it is.
FOLLOW UP: Staff will run some detailed reports, along with some more specific to Madison School & Community Recreation (MSCR), and invite Lucy Chaffin to the next meeting. More information would be helpful about what the line items cover—administration will attach a notes page.
7. Schedule of Regular Committee Meetings for 2007-08 of the Finance and Operations Committee
Discussion:
Ø Noon is a good time for everyone.
Ø Third Tuesdays.
Ø Room 103.
FOLLOW UP: Put on the next agenda equipping Room 103 for committee meetings.
8. Other Business
There was no other business.
9. Adjournment
It was moved by Maya Cole and seconded by Carol Carstensen to adjourn the meeting at 12:56 p.m. Motion unanimously carried.
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