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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 February 19, 2008 |
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 12:03 p.m.
MEMBERS PRESENT: Carol Carstensen, Maya Cole (arrived 12:12 p.m.), Lucy Mathiak
MEMBERS ABSENT: None
OTHER BOARD MEMBERS PRESENT: None
STUDENT REPRESENTATIVES PRESENT: None
STAFF PRESENT: Mark Anderson, Lucy Chaffin, Lynda Chen, Mark Evans, Steve Hartley, Doug Johnson, Kurt Kiefer, Mark Lea, Bob Nadler, Art Rainwater, Howard Sampson, Chris Stoner, Lisa Wachtel, 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 January 15, 2008as distributed. Motion unanimously carried by those present.
2. Public Appearances
Don Severson noted he has concerns and comments about the Fund 80 Business Plan and Fund 80/MSCR fees but wanted to wait to submit them until after the presentation of information at this meeting.
3. Announcements
There were no announcements.
4. School Computer Deployment Plan
(Written materials provided in advance: PowerPoint MMSD Technology Distribution Plan, graphic distributions, and distribution worksheet. Copies are attached to the original of these minutes.)
Maya Cole arrived at this point.
Kurt Kiefer provided background information and explained the revised plan for distribution of desktop computers to schools, focusing on the deployment plan for spring 2008. Another distribution is planned for summer 2008, which will result in zero percent old computers in the middle and high schools by the opening of school in the fall.
Chair Lucy Mathiak noted that while the revised plan showed improvement over the last plan presented, there was still an increasing gap between resources going to the poorest schools and other schools. She asked for an explanation from staff about the reasons for not directing technology resources to these schools in the spring deployment as requested at the last meeting. Superintendent Rainwater and staff responded that more than just the cascading of machines was taken into consideration - for example, staff resources, the schedule of when machines would be donated, network integration and readiness; the overall goal was to use the fastest and most efficient route to meet the goal by the fall.
Kurt Kiefer indicated that he would provide a written plan that guarantees that all deployments and cascades are completed before teachers return to work in the fall. Purchase of computers has already been approved in previous Board action, so staff is ready to begin the spring phase of deployment. There will be another report to the committee about the summer deployment plan approximately June 1. Lucy Mathiak thanked staff for their work to secure computer equipment donations.
DISCUSSION:
· All schools at 0% ("XP") results - teachers can manage student accounts better, saves management time that can be diverted to instruction, allows use of energy management software, results in better management and sharing of data.
· Staff working on a long-term replacement plan, for both students and business, and a strategy for funding.
FOLLOW-UP:
· Written plan showing all desktop computers deployed and cascades completed before teachers return to work in the fall.
5. Fund 80 Business Plan and Fund 80/MSCR Fees
(Written materials provided in advance of the meeting: memorandum from Lucy Chaffin dated 2/13/08 re: Feasibilitly of Business Plan for Adult Program Registration Fees (2/13/08), historical and background information on MSCR fees and program accessibility, the impact of program enrollment on revenue, and a list of program budgets that are excluded from this discussion, comparable fees from other Wisconsin metropolitan recreation departments, and the five year feasibility plan. Copies are attached to the original of these minutes.)
Lucy Chaffin reviewed the written materials provided and discussed the feasibility of a business plan to generate additional revenue through adult program registration fees. She noted that the plan would look at increasing adult program registration fees over the course of five years with the outcome of generating enough revenue to offset 70% of the total cost to run adult recreation programs. She provided historical background about MSCR fees and program accessibility, presented information about the program enrollments and revenue, detailed the program budgets that are excluded from consideration, and fees from comparable districts. Ms. Chaffin explained and presented in written materials how the five-year feasibility plan rate chart was developed.
Lucy Mathiak noted the committee is looking at programs to see if any improvements are possible that would result in the district being in good standing at the time it is asking for funding through referendum. Compared with other districts, it appears that adult recreation participation fees could be higher. It is also not unreasonable to look at increased fees for youth enrichment classes.
The committee decided as a next step to identify a set of principles for fee structures for MSCR programs (Safe Haven, preschool enrichment, summer Safe Haven, as examples). One principle would be whether the program is meeting other district objectives.
Lucy Chaffin reminded that there is some urgency in setting adult fees as programs are now being established. Summer fees have already been set and publicized. She indicated she could bring a recommendation for a five-year plan to the next meeting, with the goal of a 5% increase, based on inflation, with a slightly higher increase the first year, less in subsequent years - for youth and adult programs. It was also requested she bring more information about granting exceptions and the impact on fall fees.
DISCUSSION:
· More concerned with individual fees than with team or sponsor fees.
· Raising fees will result in increased request for scholarships. (Modest increase in scholarships is not unreasonable.)
· Need to encourage participation of all children in all sports.
· Student programs need measurable outcomes. Important for Board to have goal. Parents and adults are able to pay more.
· Important to know who the program is serving, other goals being achieved. Important to provide a range of services. Want to assure programs draw a mix of people.
FOLLOW-UP:
· Next meeting agenda - five-year plan for adjusting adult and student participation fees.
6. Lawson Computer System Upgrade
(Written materials provided in advance: memorandum from Donna Williams dated 2/14/08 re: Human Resource/Business System Solution Upgrade/Enhancements - Funding Source Operating Funds/Contingency - attached to the original of these minutes.)
Donna Williams reviewed the written information provided for a Human Resources/Business System Solution upgrade/enhancements and the funding source. Staff are determining how much to budget for additional consultant/training fees; this will be included in the 2008-09 budget.
It was moved by Carol Carstensen and seconded by Maya Cole to recommend approval of the expenditure of $119,000 from the general operating budget and $30,654 from contingency funds to upgrade the Human Resources/Business System Solution to Lawson System Foundation (LSF) 9.0 with Lawson Business Intelligence (LBI) Reporting and additional integrated Software Applications that are necessary to conduct district business efficiently and effectively now and in the future. Motion unanimously carried.
7. Live Scan Fingerprinting - Background Check Process
(Written materials provided in advance: memorandum from June Glennon dated 1/25/08 re: Fingerprint Policy/Budget Impact - attached to the original of these minutes.)
Robert Nadler presented information about the recommendation to modify the District's policy with regard to national criminal record checks for candidates who have been offered employment. The current policy calls for national checks only when the candidate self-discloses that they have lived outside the state during the past five years. In previous action, the Board approved purchase of the Live Scan equipment and Human Resources has been performing the electronic fingerprint scans since August. The increased costs related to this change are for the higher record check fee and for the staff time (12-17 minutes) to complete each scan.
It was moved by Carol Carstensen and seconded by Maya Cole to recommend approval of the expenditure of $39,250 to implement modification of the district policy effective 7/1/08 so that national criminal record checks will be required for all candidates who have been offered employment (except LTEs) and to request information from Human Resources about the feasibility of charging a processing fee for the criminal record check. Motion unanimously carried.
It was suggested information about a processing fee be gathered from Big 10 and surrounding districts.
FOLLOW-UP:
· Report re: feasibility of charging a processing fee for the criminal record check.
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 1:33 p.m. Motion unanimously carried.
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Previous: 2008-01-15 || Finance and Operations || Next: 2008-03-11