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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 December 11, 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 p.m.
MEMBERS PRESENT: Carol Carstensen, Maya Cole, Lucy Mathiak
MEMBERS ABSENT: None
OTHER BOARD MEMBERS PRESENT: None
STUDENT REPRESENTATIVES PRESENT: None
STAFF PRESENT: Mark Evans, Doug Johnson, Jack Jorgensen, Kurt Kiefer, Art Rainwater, Terri Regner, 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 October 10, 2007as distributed. Motion unanimously carried.
2. Public Appearances
There were no public appearances.
3. Announcements
There were no announcements.
4. Proposed purchase of document management system software and services, initial use within the Educational Services area, and other potential uses within the MMSD
(Packets included a fact sheet and PowerPoint slides. Copies are attached to the original of these minutes.)
Mark Evans, Director of Technical Services, reported that they started looking at document management a long time ago. By March 1, 2008, their goal is to first stop the flow of the creation of new paper in Educational Services (over 240,000 pieces of paper are created per year) and then, as quickly as possible, deploy the system in other areas of the district.
Discussion:
Ø Mr. Evans described the storage area network and back-up system shared with the City and the County (that is where the district has fiber connectivity).
Ø Issues relative to the security of the system.
Ø Cost should be a wash because personnel will be doing the electronic system rather than paper.
Ø Historical archives—plan is to re-deploy 12-month clerical staff to convert paper to electronic format or maintain current records in paper form and begin the electronic format as new records are generated and, over time, phase out the existing record system. Should have enough staff time in the summer to redirect to this effort so no additional cost to the district. Once a test is set up, a more accurate estimate can be made for weighing the two options.
Ø Paper records are kept one year once a student exits the system but parents have an option to keep them longer.
Ø As technology is updated, this system will be able to be migrated in the future.
Ø Currently using microfiche but this is much more efficient and effective for archiving records and almost everyone else has done this (visits were conducted).
Ø Any savings would be applied after considering the needs of the whole organization. Also have to look at the funding source—dollars to be saved will be from IDEA flow-through grant. There are some limitations about how the funds could be redirected.
Ø Documents will be stored as TIFF (Tagged Image File Format) documents, not PDF (Portable Document Format), in order to be able to do optical character reading on them and database elements will be searchable as words or numbers.
Ø Educational Services is out of storage space.
It was moved by Carol Carstensen and seconded by Maya Cole that the proposal to purchase an electronic document management system be forwarded to the Board with a recommendation of approval from the committee. Motion unanimously carried.
FOLLOW UP: Include funding source in the write-up.
5. Fund 80 overview—limitations on expenditures, revenue streams, and historical, current, and future use within the MMSD
Ms. Mathiak noted that her intent was to go over information about Fund 80 that the Board already receives and to prepare for how the Board will handle Fund 80 during the budget process.
Ms. Williams distributed copies of a document entitled "2007-08 MMSD Budget Community Services Fund (Fund 80)" dated 12/11/07 (a copy is attached to the original of these minutes) and reviewed it with the committee.
Discussion Topics:
§ DPI information, including a baseline for what can be put into Community Services or not.
§ Revenues that apply to Fund 80.
§ History of non-MSCR expenditures.
§ Year-to-date detailed expense report.
§ Breakdown of indirect costs.
§ Recouping of custodial fees for MSCR rentals.
§ Community Partnerships Committee Request for Preproposals and Proposal Criteria for community service providers.
§ Educational Services Community Resource.
§ Indian Education.
§ 2008-09 budget process—growth allowance. Non-MSCR are on cost-to-continue basis.
§ Homeless education transportation costs.
§ Television stations. District does not receive outside financial help for these. Future access uncertain. District is working with other public access entities.
Ms. Mathiak commented that she wants to focus on MSCR because of its complexity. In terms of the budget process, she would like to spend time understanding what the MSCR is composed of, what is being paid for, what the dynamics are, and have discussion about whether the committee wants to recommend that the Board formally approve the Fund 80 budget every year and then how much to devote to community partners. With regard to funding community partners, her goal is to figure out how to work with this part of the district budget in ways that anticipate the needs that are arising, what these services are likely to look like in the future, and creating sustainable funding for them. She also wants to focus on the areas where MSCR is being asked to do programs and not getting much help in funding. She added that if MSCR does receive funding, it should appear as a revenue stream. She wanted everything in one report, including all revenues, so that by March 2008 the Board has a reasonable and fair process for dealing with the Fund 80 budget.
The Superintendent, in response to a question, clarified that the Board made current community partner grants for two years and actual applications for 2009-10 would be expected next year and would continue on a two-year grant cycle. Ms. Mathiak commented that, at some point, the Board may wish to increase the amount to fund community grants but would need offsetting economies without increasing property taxes. This will help in going to referendum.
FOLLOW UP: What comprises the line item on p. 5—Elementary Education Pre-School Programs. Cost to run SCOLA on cable channels.
6. Other Business
There was no other business.
7. Adjournment
It was moved by Carol Carstensen and seconded by Maya Cole to adjourn the meeting at 12:45 p.m. Motion unanimously carried.
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