Board of Education Special Meeting

Dr. Hire asked the Board their thoughts on leading a  lower-key levy - mentioning that we would still message the levy in the paper, on the district website, and possibly at community meetings as well as put out yard signs but not spend additional dollars, ask for additional donations or fundraise to promote it because it is a renewal, not a new levy. The Board was in support of this at this time.

Ms. Eyerman stressed the importance of this levy and the need to pass it. She provided a forecast summary showing the impact the levy has on the district's revenue and how much the loss of those funds would impact the cash balance cumulatively over the life of the forecast. 

Ms. Eyerman presented a forecast summary to the board with a brief explanation of each line and brought attention to the proposed decrease in cash due to planned expenditures exceeding forecast revenue. She stated that barring any adjustments, the forecast and expenditures are on track to be very close by year-end.

Ms. Eyerman reported that there is currently approx $20K of Esser I funds that will be able to relieve the general fund. The cost of cleaning and disinfecting supplies purchased by the district will be transferred to the ESSER I from the General fund supplies line.

Ms. Ashbrook presented a summary of the application process for ESSER II. and showed the Board what type of questions are asked on the application, then reviewed the planning document originated by Dr. Hire, Ms. Ashbrook, and Ms. Eyerman then share with administrators during a meeting. The administrative team also made comments, suggestions, and additions to the document. Ms. Ashbrook explained that this is not final, it is a working document. Not all of the items on it may be fulfilled by ESSER II. The intent is to have a place where the needs of the district that are related to COVID and can be supported by ESSER funds are recorded, reviewed evaluated \ and tracked in one place for planning purposes. Some of these items listed staffing support to meet student needs. Mr. Hunt commented that he gets concerned about long-term salary commitments when the money runs out. Ms. Ashbrook explained how we use the ESC to hire these positions so we are not locked into a contract that the General Fund cannot absorb when the funds are no longer available. The ESC contracts can be temporary. Mr. Hunt asked if we bring on a social worker and use the ESSER funds to pay for that program, can we do that for the levy?  Dr. Hire said yes hand in hand with the "needs" in general. He explained that a levy is longer-term and the needs of the district change. You could use the situation to help explain the need but it is not recommended that a levy be tied to a specific person, position or project. That need may cease to be necessary over time. Ms. Ashbrook noted that for example, we added a truancy officer in the budget for ESSER II because we are experiencing areas of concern with remote learners that need to be addressed. This may not always be the case. Ms. Eyerman added that if we were going to ask for funding for that on a levy we might say to support projects that increase student attendance and achievement.

Dr. Butcher asked about the HVAC grant to get AC in the HS - at what point do we use ESSER funds to cover the cost and give up on the grant we have been waiting for? Dr. Hire stated he'd like to at least move forward to order the chiller and can we reimburse ourselves if we are awarded the grant later.

Dr. Hire will look into this.

The 2021-22 Fiscal year budget as it impacts the forecast was discussed. Attention was brought to the declining cash balance, the need for the 4.9 mill levy to pass, and the need for the Emergency levy to pass. Ms. Eyerman pointed out that estimated attrition is calculated into the forecast each year with the assumption there will be no additional staff hired (to be paid on the general fund salary or benefits line) and that the decline in the salary line shows that attrition because there are not increases included in the forecast at this time because the negotiated agreements expire and an increase has not been negotiated. Because the next forecast is a May forecast and negotiations will not be completed, the May forecast salary line will look much like the current forecast. The benefits line does show a steady increase because insurance rate increases historically increase each year and amounts are provided by state averages and insurance company actuaries that work to forecast this. Ms. Eyerman is looking into the details of the Purchased Services line to determine if any of the expenditures here could be transferred to ESSER as a "COVID" related cost.

Dr. Hire and Ms. Eyerman both stressed the need for the new State Funding Formula to pass and be implemented because of the benefits to the district.

Dr. Hire passed out a schedule of levy that showed - 1st opportunity - last opportunity of each of the districts operating levies - and added the OFCC Funding offer to it. He asked the Board to look a this and stated that more discussion can come to determine the best option for the facility levy for the HS when the time comes.

Dr. Hire discussed the wish to have a Health Clinic. The district is working with the Muskingum Valley Health Center. Two sites have been reviewed, the Board Trailer and the "coat room" at the HS. MVHC will man it. The District will continue to meet with them. There would be no cost to the District for personnel. We determine the hours; we can send students and staff; it will not be open to the community. Dr. Hire will ask about allowing it to include the parents of our students as well. The biggest issue is security, Dr. Hire stated that we may think about using the Board Trailer space. The clinic services could include medical, dental, behavioral health, mental health. He also stated that there are some items that need to be done before the clinic would open such as making sure there is plumbing in the area and walls built for two rooms.  MVHC will bill insurance or Medicaid for services but they would be available. Dr. Butcher asked about the coatroom in the HS - stated it was a pretty big room. Dr. Hire mentioned we could also look at getting a modular - rent or purchase, put it on the district property. Mr. Clark mentioned that we would have to make it Handicapped accessible and asked who will cover that cost. Ms. Eyerman will look into that. Mr. Clark thinks this is a great idea. Dr. Butcher thinks the HS is a better choice with more space. He likes the idea of including parents and is aware it may be a safety concern. Mr. Hunt's concern would be having to transport between buildings in cold or bad weather.

On a side note, Mr. Bennett asked about blacktopping at the field house where the handicapped spots are. He wants to know if we are going to do that. Dr. Hire didn't think it was in the plans.