Finance and Operations - January 15, 2008

Madison Metropolitan School District Madison, Wisconsin Art Rainwater, Superintendent
BOARD OF EDUCATION Minutes for Finance and Operations January 15, 2008		Doyle Administration Building 545 West Dayton Street, Room 103 Madison, Wisconsin

Finance and Operations Committee meeting was called to order by Chair Lucy Mathiak at 12 p.m.

MEMBERS PRESENT: Carol Carstensen, Maya Cole (arrived 12:05 p.m.), Lucy Mathiak

MEMBERS ABSENT: None

OTHER BOARD MEMBERS PRESENT: None

STUDENT REPRESENTATIVES PRESENT: None

STAFF PRESENT: Mark Evans, Steve Hartley, Doug Johnson, Kurt Kiefer, Doug Pearson, Art Rainwater, Candie Steffen, Donna Williams, Ann Wilson-Recording Secretary

1. Approval of Minutes

It was moved by Carol Carstensen and seconded by Lucy Mathiak to approve the minutes of the Finance and Operations Committee meeting dated December 11, 2007. Motion unanimously carried by those present.

2. Public Appearances

There were no public appearances.

3. Announcements

There were no announcements.

Maya Cole arrived at this point.

4. Computer Purchase from the Technology Referendum and Common School Fund

(Written materials provided in advance: Memorandum re: request to approve the purchase of new desktop computers dated 1/15/08 - attached to the original of these minutes.)

Kurt Kiefer and Mark Evans explained and there was discussion about each of the written attachments.

DISCUSSION:

Attachment 1 - Computer Inventory:

· How programs (grade book, attendance) run on computers

· Computers affect parental expectations to staff morale

Attachment 2 - Issues:

· Issues of performance, security, technical support, compatibility, network management and energy efficiency on Win98 vs. XP

Attachment 3 - Location of computers and criteria for replacement:

· Need better machines in order to take advantage of energy saving measures

· Update on electrical upgrades

· Relationship with WAN goals

· Computers/student and vintage of computers MMSD vs. other districts

· Process used for determining computers allocated to middle schools

A concern was noted that the distribution of computers as displayed was not acceptable from an equity perspective. It was requested that the administration prepare a new matrix that distributes new computers to the highest need schools and cascade used/donated computers in schools with lesser need.

FOLLOW-UP:

Revised deployment plan for new and donated computers.

· Prepare version of Attachment 3 for 1g or 3g computers.

5. 2006-07 MMSD Financial Audit

(Written materials provided at the meeting - Clifton Gunderson PowerPoint used at 1/14/08 Regular Board Meeting - attached to the original of these minutes.)

Chair Lucy Mathiak noted the purpose for including this item today was to provide another opportunity for discussion and any additional questions. It was also discussed at the Regular Board of Education meeting the evening preceding this meeting.

It was requested that Board members receive information that will be discussed at meetings in advance whenever possible.

DISCUSSION:

· Food Service, Enterprise Fund, balance has no dollars attached, will be included in Governmental Total next time (same as Proprietary Fund). Work toward standardizing fund names. Enterprise Funds cannot be used for anything else.

· Income from sales goes into General Fund. District tracks sales but does not report them.

· May be of value to review Fund Equity balance - from gross perspective, for Fund Balance management purposes. Request for chart of budgeted equity over the years.

· Penalties for unlicensed staff means reduced reimbursement, not "out of pocket." Exclusively from special education area. Request for report to illustrate scope of problem.

FOLLOW-UP:

· Chart of budgeted equity.

· Report re: loss of reimbursement for unlicensed staff.

6. 2005-06 Maintenance Referendum Update

(Written materials provided in advance: Memorandum from Donna Williams dated 1/9/08 re: Agenda Item Detail 2008-09 Maintenance Referendum Projects - use of Equity dollars - attached to the original of these minutes.)

Donna Williams and Doug Pearson reviewed the information provided in the written materials regarding the use of Equity dollars to complete contracts and purchase materials during the year before the Maintenance Referendum Project will be completed.

It was moved by Carol Carstensen and seconded by Maya Cole to approve the expenditures related to a maintenance referendum project (that will allow timely summer completion of the project and allow the district to take advantage of owner-direct purchasing and saving sales tax) to be made out of the fiscal year budget prior to the maintenance referendum budget. The District will utilize Equity to fund these projects. Motion unanimously carried.

7. Priorities and Principles for Fund 80 Programs and Budgeting

Discussion of this item was deferred due to lack of time.

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 1:08 p.m. Motion unanimously carried.

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