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| Madison Metropolitan School District Madison, Wisconsin Art Rainwater, Superintendent | ||
|---|---|---|
| BOARD OF EDUCATION Minutes for Finance and Operations September 18, 2007 |
Doyle Administration Building 545 West Dayton Street, Auditorium Madison, Wisconsin |
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Finance and Operations Committee meeting was called to order by Chair Lucy Mathiak at 12 p.m.
MEMBERS PRESENT: Carol Carstensen, Maya Cole, Lucy Mathiak
MEMBERS ABSENT: None
OTHER BOARD MEMBERS PRESENT: None
STUDENT REPRESENTATIVES PRESENT: None
STAFF PRESENT: Lucy Chaffin, Mark Evans, Steve Hartley, Doug Johnson, Doug Pearson, Art Rainwater, Howard Sampson, 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 August 7, 2007as distributed. Motion unanimously carried.
2. Public Appearances
There were no public appearances.
3. Announcements
There were no announcements.
4. Monthly Financial Report to the Board
(Packets included updated, unaudited 6/30/07 monthly financial reports, the Wisconsin Department of Public Instruction (DPI) State Aid Payment Schedule, the Monthly Revenue Forecast Report, the Grant Master List for 2006-07, the updated Fund 80 Non-MSCR Expenditure Report with changes, Fund 80 Revenues, and the Fund 80 Detail Revenue Report. Copies are attached to the original of these minutes.)
Ms. Williams noted that the audit is not yet complete. Ms. Mathiak preferred to receive the financial reports on a monthly basis, particularly as up to date as possible before the Regular meetings, rather than quarterly as specified in the memorandum. It was also requested that Budgets 9 and 10 be identified as Adopted and Operating, or some other more descriptive terms.
Items 6 and 7 were taken up out of order.
6. Citizens' Budget Summary
(Packets included proposed introduction from Ms. Carstensen, a revised draft of the expenditures, and a revised draft report of expenditures and revenue allocation. Copies are attached to the original of these minutes.)
Discussion:
Ms. Carstensen's overview very useful
and helpful. Good to go.
Insertions from last year's budget can
be added, i.e., overview of income and expenditures.
Refer people to the budget book for information
on the tax levy.
7. Wide Area Network (WAN) Upgrade Plan
(Packets included a fact sheet describing the planned upgrade for WAN/LAN Telecommunications (9/18/07), a short PowerPoint presentation, and the proposed detailed plan book (7/07). Copies are attached to the original of these minutes.)
Mark Evans, Director of Technical Services, briefly reviewed what would happen if the district did not upgrade the MMSD's telecommunications infrastructure, the plan, and the associated financing. The objective is to upgrade the phone system and get fiber to all the buildings that do not have them yet. This will resolve data through-put issues as users are accessing the Internet, Lawson, e-mail, etc. The system needs to be faster and the rate at which data is growing is exponential. By jumping up to fiber, capacity can be increased if needed. Work is continuing on the server consolidation project. Disaster recovery will be more efficient, the district will be in a better position, and it will be less expensive. The district is in year one of the financing so this is the last year that the debt will be paid, but that payment is in the budget. So, in year two (Fiscal Year 2009), instead of allocating payment to Alcatel, the district can deal with upgrading the WAN. A total of $744,000 needs to be financed over 7 years (estimates are based on what the financing numbers are expected to be); the project is out for bid right now. Administration expects the total amount to be less.
Discussion:
§ Staff was commended for creating this critical, efficient and incredible upgrade with fewer resources.
§ Could have a savings; there are lots of areas of need in the area of technology. This comment was noted and appreciated.
§ Clarified that the upgrade will solve part of the problem with report cards; many things affect speed at the desktop.
§ Mr. Evans was asked to explain how the fiber will be placed physically. The fiber is expected to be live next July and that would immediately address the through-put issue.
§ The server consolidation piece will take 18 months through multiple contracts.
It was moved by Carol Carstensen and seconded by Maya Cole to move the issue of upgrading the MMSD Wide Area Network to the full Board. Motion unanimously carried.
FOLLOW UP: Provide technology spending information from the last referendum, including how desktop computers are deployed. Have contract information ready for next board packet on the server consolidation piece.
5. Overview of MadisonSchool& Community Recreation Programs and Revenue Streams
(Packets included an organization chart for MSCR Financial Reporting Purposes; revenues, expenses, and net income by organization for fiscal year 2006-07; account strings and descriptions. Copies are attached to the original of these minutes.)
Ms. Mathiak reviewed a little about what MSCR's revenues are and what is taxable and what is not.
Discussion:
· Clarified that MSCR contracts with the City Parks Division to operate programs at the Warner Park Community Recreation Center; MSCR charges a management fee.
Superintendent arrived at this time.
§ Finding ways to work more with the City and get their support for more areas. MSCR did not ask for those partnerships. Oftentimes partnerships come in smaller ways. MSCR provides staff and management and the asking entity supplies the money. Sometimes the organizations do not have the money and Ms. Chaffin tries to help.
§ MSCR only pays the City for use of various softball fields at a cost of around $100,000 which also covers April for high school athletics. The City does the daily maintenance.
§ Adult teams are charged a fee per team and every player pays a fee. There is a ratio of how many residents have to be on a team; this has not been an issue for a long time.
§ There was a modest increase in fees in the last year. Youth programs have not gone up terribly. There is a formula so everyone charges the same base fee with add-ons per program. MSCR looks at surrounding market rates with an eye toward keeping fees affordable while keeping pace.
§ No one is denied access if they cannot pay but MSCR does ask for donations. There are many options for fee payment. Biggest impact is after school programming. There is not enough access to outside funding to respond to changes in demographics. MSCR does tap into the federal programs for snacks and food and wherever else is available to reduce costs and get support. United Way is a funding source too.
§ It was suggested that where MSCR is playing a vital role in key neighborhoods that it be recognized more than it is now through such means as the Annual Report.
§ MSCR needs more staff and training for integrating people with disabilities (both youth and adults) into recreational programs.
§ FOLLOW UP: Provide charts showing fees vs. expenditures over time for sports programs and over 50 programs as a starting point for the past ten years. Tax base in fund 80 going up and want to know why that is.
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 1 p.m. Motion unanimously carried.
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