Board of Education · Work Session · August 14, 2025

Good evening everyone. Good evening. The Durham Public Schools Board of Education work session is now in session. At this time, we wish to extend a warm welcome to everyone who's joining us this evening in person or virtually.

The purpose of this meeting is to inform our parents, staff, and constituents about the work aligned with our mission to embrace, educate, and empower every student to innovate, serve, and lead. Our interpreters for tonight are Karen Reyes and Canuel Nordon. Thank you for taking the time to join us. We will um get right to our agenda.

It is good to be back. It is good to be back in person. It's been a while. Um, but we want to remember that our year round schools started Janu July 21st.

They are going strong. We had a great start to the year round school year. Our specialty schools started August 7th.

They are going well and strong. And it is almost time on August 25th to bring everyone back together. And so we are excited. Excited as we support students who have been at home or traveling or having their own summer adventures, reading books, bringing them back together with friends and colleagues for learning.

And we look forward to focusing on students in our work on this board this year together. Let's begin with a moment of silence. Thank you so much. That brings us to item C, agenda review and approval.

Any changes needed to this agenda this evening? >> Yes. I would like to make one amendment to the agenda. I'd like to move um item 4 a the update on Glenn Elementary School to become the new item 3A till

after the back to school update. Know we have some staff and personnel that need to leave after that. So we'd love to move that up early. >> Okay.

>> Second. >> Thank you. Any other changes to this agenda this evening? It's been moved and properly seconded that we amend the agenda to move item 4 A to 4B, sorry.

4B to be the new 3A. All those in favor say I. >> I. Any opposed?

Passes unanimously. Actually, I need to check. Miss Chávez, are you with us online? Not yet.

Okay, we will check back in and please text uh us to let us know when you are available to join. We look forward to to seeing you virtually soon. >> Yes. >> 50. Do we have an a movement a on the

entire agenda? >> I move we approve the agenda as amended. >> Second. >> Thank you.

It's been moved by Chair Umstead and seconded by Miss Harrell Goff that we approve the agenda as amended. Listening to hear if that was Miss Chávez joining us virtually. If so, we'll do a roll call. Miss Chávez.

>> Hi, this is Emily Chávez and I vote I. >> Thank you. Mr. tab.

Can Can we just roll call all the way around? >> Yep. I >> Sarah Golf I >> Miss Carter Autenby I >> I and I vote I as well. It passes 6.

Thank you. One other item that we need to um acknowledge and lift up is Miss Cart Miss Carter Utton's birthday that we'll um acknowledge and celebrate probably all evening. Yes. Um happy

birthday. Thank you for choosing to spend your birthday serving the students and families of Durham and with us. That's fantastic. >> All right, that brings us to the board of education meeting minutes from June 10th.

Any amendments or changes needed there. I move approval of the board minutes from June 12th. June 10th. >> Been moved by Miss Harrell Goff and seconded by Mr.

Tab. Any further discussion on the minutes? >> Miss Chávez. >> Hi.

This is Emily Chávez and I vote I >> I >> I vote I as well. The minutes are approved. You 6. That brings us to item E, general public comment.

A quick review of the rules. We ask that you first state your name. If speaking for an organization, please state your name and the name of the organization. Speakers are asked to present their comments in three minutes.

When the yellow light comes on, you have one minute left to start winding up your remarks. When the red light comes on, it will beep, which indicates that your time is up. Complaints about named staff, students, or parents should not be voiced in open session. However, we are very interested in hearing your concerns with regard to public education, safety of students, or to the operation of the school system.

Finally, board members will listen carefully and consider the comments, but we do not engage in a discussion with speakers. Our first speaker this evening is Christy Clem. Hello, Christy Clim, physical therapist. Um, glad to see everybody. Thanks for letting me be here tonight. I thought some other related service providers

from EC were going to be here as well. They had hoped to, but family obligations got in the way. Um, I am excited to be back in DPS for another year and hopeful that we're going to have a positive year for the students, for the staff, for the community. Um, so I do want to say that first and foremost.

Um, and I'm excited to see that Mr. Teter later the evening is going to be presenting the timeline for the internal classified salary study as I read it. But I I want to um make sure that all classified folks are really looked at the positions and taken into account with that happens and want to say that um right now occupational therapists are in a crisis with vacancies. They had nine to 10 people leave over last school year.

Most of those folks cited it was due to pay and since we ended in June, they've had nine or 10 that have left in the last couple of months. That is a third of their staff is vacant. Um going to surrounding

counties or choosing to leave the profession saying I can get a part-time job doing anything that's not stressful and make what I'm making here for the most part. Um, OTPTP pay needs to be looked at if you want to keep good experienced therapist or if you want to get excited young new therapists coming out of school. said it before last year. Um, with the last pay thing that changed on our salary schedules, OT's and PTS now start almost identical to speech and psychologist, but um, year nine for OT's and PTs, I'm sorry, year 30 for OT and PT is year nine for speech and psychologist.

Our salary schedules are so compressed. It takes it would take me 30 years to make what psych or speech make in nine. And if we got um credit for our doctorate, which all physical therapists now have to have for probably the last

15 years coming out of school at year seven is when I would max out, what I would get to at year 30. So please look at those. Look at what surrounding counties are doing. look at all classified positions, transportation, custodians, all the folks to keep good people here in DPS.

Um, the article I just read yesterday about the job fair, I believe this weekend, it talked about the busing crisis, they averaged about 30% vacancies last year. OT is at 30% vacancies. Students are not going to get served their federally mandated services because we don't have the people to do it. And you can't get a sub.

You can't have somebody come fill in. Those students are just going to go without. Please help that. Thank you.

>> Thank you, Miss Clim. Our next speaker is Victoria Peterson. >> Good afternoon. Thank you so much for having me and

allowing me to to speak. Um, I'm very concerned. I would like I'm hoping this evening, one of the reasons why I'm here because I want to hear about your budget. I want to hear about the dollars that you folks are going to be talking about.

Um I I have a child that is um has been diagnosed with autism. We need to make sure that we really have good programs to work with our children who have various various issues, various development. And that's why I'm here tonight. Whoever is going to do that presentation, I would like to know how many children h are falling up under your IEP.

I've been told that you have about 15,000 children in the public school system. So, Dr. Lewis, I don't know if

that's true or not, but I'm hoping tonight I will be able to get some good information cuz I've been waiting for that for months now and I have not received that. So, how many of your children in the Durham public school falls up under your IEP? And if you have any other titles with children who have various disabilities as autism and you know dyslexia, we need to know if we are getting all of our federal dollars to make sure that we can work with our children. The other thing I'm very happy with um with Witt School.

I think they are doing a very good job in working with our children who are falling through the cracks. They have a very a very good um a very good principal. I'm I'm very impressed with her. Uh she's uh top general on how

she's running that school. But I am concerned uh about what people are being paid. I think that persons who are working with our special needs children uh should be being paid more than the regular teachers are when you're having to work with children that you're having to change diapers or they may spit on you, they may bite you. All this is going on with special needs children and I'm glad the Durham public school system has opened up their doors to work with children who are special needs at at the age of three.

I was so surprised when I heard that. So, Dr. Lewis, I'm going to give you an A+ today because you have been doing very well, I think, trying to reach out to the special needs children. Now we just need to find out if we can get some more monies.

>> Thank you, Miss Peterson. I'm going to pass over the sign-in sheet so that you can uh add your contact information so that if we need to follow up that staff can. Thank you so much. I'm also going to check and see if anyone else has joined that is interested in making public comment.

We like to make sure that we've been inclusive in that. That's important to us at Durham Public Schools. Seeing none, I appreciate the public comments that have been brought this evening. I know the board does as well.

Let's um move on to item 2A, policy committee appointments. These are all consent. Well, we'll just consent on through there. I would welcome um a motion um on the consent items or if people need to pull anything off, please let us know. >> Like to move approval of the consent agenda items A through H. >> Second.

>> Thank you. It's been moved by Miss Carter Autton and seconded by Miss Harrell Goff that we approve the consent agenda items A through H. Any further discussion? If not, Miss Chávez.

>> This is Emily Chávez. I vote I >> I >> I >> I >> I >> I vote I as well. The consent agenda passes unanimously. 6.

That brings us to the new item 3A, the update on the Glenn School project. Good evening board members, Dr. Lewis, members of the community. I am happy to introduce Scott from 35 North and what's your last name?

Scott. Scott Mcinty from 35 North. He is the project manager on the Glenn School renovation as well as Mr. Ken Barnes, the chief operating

officer for Durham Public Schools. and they are going to share an update with the board. If the board will recall and the community, this update was mandated when the board approved Dr. Lewis having authority above 90,000 and up to 300,000 at the June 26, 2025 board meeting.

And with that, Mr. McInty, please proceed. >> My name is Scott M. I'm the president and founder.

>> I'm sorry. We just got to get you on microphone for our sorry >> home viewers and make sure that mic is hot. Thank you. >> Yep.

My name is Scott Mcanti. I'm the founder and president of 35 North. Uh appreciate the opportunity to come and speak to you all. I was asked to give a a brief description of where we are with the Glenn renovation.

Uh me and my team have been embedded with DPS now for approximately four months. Um, and one of the the the first things that we realized is there was obviously an active construction project at Glenn. So, Glenn is uh a multi-year multi-phase

project. And I put a floor plan up and I'm having a little time hard of seeing it, but the area to the right, the the green is a new twostory approximately 30,000 square foot uh addition. And then that is coming to an end uh or occupancy uh currently. And over the last uh 10 weeks, the two wings at the top, the purple and the pink, has been another 30,000 square feet of active renovation.

Uh I can tell you that is an ambitious amount of work to get done in 10 weeks. Um it takes a tremendous amount of planning uh and both with our design professionals, our construction folks, both with little architecture and Clansancy and phase but also with our internal uh stakeholders and support staff with IT and security. They get compressed into very short periods of time to try to get these projects active. And lastly, I would say uh I would be remiss if I didn't mention uh principal Hunt and Principal Boyd. Uh

they have been tremendously patient uh very collaborative. One of the the nature of a renovation project is you have a plan A, B, and sort of contingencies plan and that changes almost daily or weekly. And every time we do that, they're forced to do the same thing as it relates to how are they going to, you know, staff and move the kids around. So again, a lot of work by a lot of people to make this happen.

Um I will I'm very glad to say that as of today, uh we've got a path to get the school open on time. We had our final walkthrough with the fire marshal or not a final walkthrough but a a walkthrough that allows us to bring our teachers back Monday and then with a few activities that we can do this weekend we should be able to get a final CO uh next week ahead of our children in the open house. So I'm I'm very excited that I'm not standing here saying something different than that. Um after this summer this is uh not our last harrah.

We have one more um there's an addition in the front of the building in the gray box at the bottom. There's an additional um new addition on the rear of the building where we have a gym. Those are going to start here in October. And then next summer um we have the cafeteria is going to be another complete interior renovation that we'll try to jam in in the 10 weeks before our kids come back to school as well.

So with that, I'm happy to answer any questions. Um, >> yes, ma'am. >> Thank you. >> Very excited.

My my children attended Glenn during the construction process. Okay. And I live right down the street, so it's been interesting to see all of the progress uh leading up to this point. And I'm just curious about the curb appeal like when uh the front of the building is will that also be cleared up before the beginning of school or can we expect more um traffic

patterns and things around the entrance way? >> It's we're going to it's yes and yes is the true answer to that question. Uh we are in the process of cleaning it up. Um we are going to tidy things up a bit.

Uh we're going to try to put some um I'm going say camouflage. There's still going to be a construction trailer there. U there is going to be construction activity obviously in and around it, but we are mindful um specifically, you know, Principal Hunts is extremely mindful of trying to make sure that that school does have some face appeal. So we're we're going to do some some activities in that regard.

>> Yes, ma'am. Will the uh marquee be ready by the beginning of the school year or is that something that will be >> the marquee? >> Well, not the the sign. Um yeah.

>> Oh yes. So I Yes, we're working on that. Um I need to I would need to come back and answer that with assurityity, but I know we were talking about it and it's on the activity list. >> That's our billboard. So I'm just

anxious to see it go live. >> Yes, ma'am. As are we. Cardan, >> thanks so much for this update.

Um it's exciting to hear that teachers will be able to get um back in the building on Monday. I just wanted to verify that's all all teachers in all classrooms. >> Yes. So we have we will occupy um the two new two new building along with the two the wing on the right which we call C and A was coming in a little bit behind.

So we had a contingency plan to reuse some of the existing classrooms so that we had a multiple path to success. So all teachers will have their classrooms come Monday. >> Great. And then will any of them have to move classrooms during the year as other work is finalized or and roughly how many or what proportion we'll need to do that? So the area B that I was sharing that which is an existing building. We had to do some code compliance issues to

make sure that it was compatible with occupancy um is going to be a replacement for the left side of the wing which is the new A-wing that's running two to three weeks behind. So uh we will have to move at some point B into A. Uh, so there will be one additional move that we'll have to coordinate with the the principles on >> and our our um Oh, he's probably going to say the same thing. I'll just let him say it.

>> I was just going to add to that that the teachers would not be solely responsible for moving that classroom. So, we're going to assist them in that transition when the new wing is uh is ready. >> Great. Thank you, Mr.

Barnes. That was going to be my question or something along those lines. Just this feels like a lot for our teachers. So, glad to know they'll have support.

We'll have a detailed move management plan that gets closely coordinated with with Principal Hunt and Principal Boyd and the actual staff. Um we've got we're in the process of doing that now. We've actually set up

um a helpline so as our teachers come in they and they have issues or don't know where to go with new environment. We're really trying to you know be sensitive to the stress that they're under and trying to get organized ahead of the children. Chair Mston, >> thank you for this update. Um, just to piggyback a little bit off of that, will we also be paying having this move plan for the other spaces in the school?

So, thinking about the library, the gym that have a lot more equipment and things to put up, art spaces, music, any of those things. >> Absolutely. Um, it was one of the very first things that we realized uh was not in place when we start got on board and bless the principles over there. uh they didn't know what was going to happen.

So, we developed a very detailed move management plan for each space, each class type. Uh this because it's phased, they're moving into parts of the building that they'll be in for a year and then they might not be in that same space the following year. So, yes, there

there's absolutely a thoughtful, mindful approach to to moving our instructors. >> Thank you. And then the other question I had is when we um end the June meeting, we wanted to bring this item back for if there were any change orders that happened in between June and now. Um and I just wanted to check I didn't see anything in the agenda, but I just wanted to check and see if there were any change orders that needed to happen.

>> There's none to talk. I wasn't prepared to talk about change orders today. I mean, we've been uh actively focused on making sure that we get this the school ready for the kids. So I don't have any active con.

Okay. >> Yes, there were in June 26 meeting the board um when you provided Dr. Lewis with that additional authority. The directive and the mandate from the board was in the event that there was a change order that exceeded the 90,000 and up to the 300,000 that Dr. Lewis was to inform the board within 24 hours. And I have confirmed probably about maybe five or six times that there were no such change

orders required in this time period. >> Thank you. That was all. Thank you.

>> Yes, ma'am. >> Miss Chávez, I wanted to check in with you to see if you have questions. >> Thank you. No questions for me.

Thank you so much for your work. >> Thank you. Um this what a great report and what a lot of work that has gone on nearly 247 it sounds like over the the break >> 247 there's absolutely >> I know one of the things that we were most excited about was to know that um some of our own parents were working on the building like they were um employed out there and that was um that the the staff have been so patient overly patient through all of this um and the the challenges of doing a renovation with school in session and and keeping everyone safe. Um, I'm glad to hear that y'all have a helpline set up because I I do think that's going to be so important for

folks to know who to contact if they get in their classroom and there's a punch list of what's not working and um that y'all will be on site taking care of that quickly. Um, if folks want if teachers might want volunteers, are we prepared to have folks go volunteer if they're cleared volunteers? Mr. Barnes, I guess I'm looking at you.

I mean, um, with the move in next week and in the coming weeks with extra or y'all feel like you got it covered with the extra staff. >> Well, they have asked for extra help and we are giving it to them. But I think as long as kids are not there, then they're allowed to bring folks in to help them with the transition. But we have already transitioned um their materials from the storage to the new wing um G and uh started C yesterday.

So their materials have already been transferred there. So they're not having to move it from the gym to the new wings. So they just have to get to the classrooms to set it up. >> Great.

Thank you all for this report. Any other questions? This is an information item for the board and for the community. Thank you all so much.

I hear y'all are heading over to >> Glenn back on. >> Great. Great. >> Thank you so much, Scott.

Thank you for your leadership on this project. >> Right. That brings us back to a back to school update. Is that your favorite time of year, Dr.

Lewis? Yeah, >> absolutely it is. And uh thank you so much board for uh amending the agenda to allow our partners to go back to Glenn and complete their work. Uh yes, it is the most exciting time of year for me uh beginning uh school year.

Uh there's been a lot of media coverage in terms of the work that we're doing to prepare our scholars. As you mentioned, our year- round school started July 21st and our innovative and especially high school started August the 7th. And so they are actively engaged in in learning and certainly appreciate the uh media coverage that we have been receiving. Jeremy and I had an opportunity to be on ABC11's perspective. Um WNC's due south

radio and just a lot of media inquiries and questions. A lot has been even the perspective show and the due south has been a lot heavy heavy focus on budget and finance. And so if I could just take a personal point of privilege to also um uh encourage people to advocate on behalf of school funding. We know what we need to advocate.

But in addition uh for our EC funding, as many of you know, we receive um the in North Carolina there's a cap of 13% in terms of funding. So uh they only fund you for 13% of the students that you may that that may qualify for exceptional children services. Well, we have about 16 16% uh and so that's about 5,000 students. So, um, you know, we have five 5,66 students who qualify for EC services. And so, any advocacy work that you can continue to do to, um, help the state realize that we need additional funding for EC, I would greatly appreciate that. So, let's jump right in into um, this brief update, hopefully a brief update

on our um, opening of schools um, for the board and the public. We will be back on August 28th to share a more in-depth um report on the openings of our of our schools. Next slide. So our theme this year is reset, refocus, and reignite.

And this is a theme that emphasizes our collective renewed commitment to our mission, vision, and goals. It also signifies um a period of re revitalization uh and a renewed sense of purpose for our students, our staff um and our entire community. And when we say reset, reset doesn't that doesn't mean that we're broken. It just means that we're human first of all, but it also implies a a fresh start and an opportunity to re-evaluate and and realign to our core values uh and objectives of DPS. When we think about refocus, uh this emphasizes the need to concentrate on those key priorities uh such as student achievement, uh the support that we're providing our staff uh and teachers and also family and community engagement. And then finally,

reignite signifying the renewed passion and enthusiasm that's closely rel related to our vision of igniting the limitless potential in every single scholar. And so this has been um our theme and will be our theme for this year. I just got a a text from Susan Taylor over at Jordan showing me how they've done some rebranding at Jordan to align with our reset, refocus, and reignite as many of our other schools have done uh as well. And so as we mentioned our uh innovative comprehens not comprehensive innovative specialy schools started um last week and one of those schools we were so excited to open next slide is our Durham Early College of Health and Sciences. And so this is a um partnership between DPS, Duke University, Duke Health, Durham Tech uh with a generous don I won't say donation, it's an investment, a generous investment from uh Bloomberg Philanthropy. So, let's take a look at this quick video um from our partners over at Duke Health that highlights the very first day of Durham Early College of Health and Sciences.

That's still me. I was there the first day, but that's not [Music] [Applause] [Music] We're so happy to have you. Welcome. >> Our students are coming through the door.

This is the first day for a new legacy within Durham public schools within the health sciences. They're getting their education here, getting their credentials, associates degree, high school diploma, and then going to Duke Health for a profession. >> Today's not only the first day of classes. Today is a transformative journey for 104 students who are beginning their pathways in in healthcare.

>> Happy first day. >> First day of school. How are you feeling? >> Little bit excited, a little bit nervous, a little bit of everything.

I'm very excited just for the whole medical aspect of it, but especially the nursing career part of it. You're going to come to the school. You're going to graduate.

You're going to go rule the world, right? >> This partnership between Durham Public Schools, Durham Tech, and Duke Health is extraordinary. >> You're going to be successful. All of you, you're going to be successful >> with the the very gracious gift of the Bloomberg Philanthropies who are able to prepare the next generation of clinicians who come from Durham, know Durham, and are going to care for Durham.

>> Any assignments that we're going to have for the day, you'll find on the left hand side of the board. >> They are going to be learning things that are going to impact health care, patients, research. We've developed several apprenticeships that these students will have the opportunity enter into, internships, all kinds of opportunities to expose them along the way, but also to help them be successful when they come into the hospital for their clinical rotations and for the work ahead. This collaboration exemplifies Duke's ongoing commitment to purposeful partnerships to expanding educational and economic opportunities >> for the city of Durham and the county. I hope that this serves as a model of what's possible when community partners

come together with this unwavering belief that we're going to do something amazing for scholars for the future workforce. >> Every single day that you come to school, we're going to push you. We're gonna support you. You are starting a legacy not only for yourself but for your family.

>> I think there's just something really good about caring for other people and helping other people who are struggling with illness. I would say that's a pretty good calling as well. >> A lot of excitement there on the on the first day and a huge thank you to the folks at Duke Duke Health. They had a staff member there that visited every single classroom to talk to the students so they can actually see what's possible on the on the other side of of of that. And the young man in the video said he decide he decided to enroll in Duke uh and in this I'm sorry in this school because his family did not have healthcare or something like that. And um I was able to talk to a lot of students that day and there were quite a few um former charter school students in

our building. So it was exciting um as well. So, a lot of excitement there at um Durham Early College of Health and Science. If you go to the next slide, you you've heard the update on um Glenn, Dr.

King, myself, um Ken Barnes had the opportunity to tour the building this past Tuesday. Uh and um I will tell you, it really looks good. It really looks good. The classrooms are very spacious.

The furniture is in the classroom. And so, our uh just can't wait to see the excitement on our students face when they walk those halls of Glenn. And the next slide shows you the out an outside view of um of Glenn. And we had that question too pulling up, you know, uh that board member Harold Golf had in terms of the cleanup.

Um that's something that normally takes a not a lot of time to clean up the outside, but we've been having a lot of rain lately. And so that's that's been kind of um hindering that as well. And I will say this school looks a lot better than that other school down the road. I'll just say that.

Really looks good. All right. So what's new this year? Next

slide. So, we have two district-wide uh non-negotiables. Um, again, we're kind of refocusing on uh what we know um has impact on student outcomes. And one of those is instructional co coherence, ensuring that all of our uh instruction, the tasks that students are engaged in are standards aligned.

uh really uh looking at some of Richard Elmore's work around task predicts per performance making sure that the tasks that our students are engaged in are aligned to um the standards. Uh next is an intentional focus on school culture uh restorative practices um with everyone that's in the buildings that are working with our students. Um our just just today our SRO's um were engaged in restorative practice training today. So, uh, that was exciting to see. Uh, continued focus on SEAL, staff wellness, and safe environments in all of our buildings. Uh, authentic family engagement, ensuring that we have that two-way communication, uh, multilingual access, and ensuring that they are, um,

they have a part in shared decision making. Uh, new this year, as if you recall, as a part of one of the priorities in my uh, post-try plan was to establish a uh, superintendent parent advisory council. U,, I don't think we have to reinvent the wheel. we already have uh our um parent family advocates and so I'm going to join that team.

Had our first meeting was it last night or two nights ago? Two Tuesday night and so I would encourage any families that are interested if you have not registered or uh submitted application um will be another opportunity for you to engage and be a part of our parent ambassador. So definitely looking forward to the work that we will accomplish together in that space. And then finally datadriven improving improvement ensuring that all of our decisions are data driven uh that there are strategic metrics and most importantly progress monitoring uh along the way um a renewed focus on our Cogna domains and that's our accreditation and ensuring all of the work that we're doing uh is aligned. You hear me talk about those arrows going in different directions making sure all those arrows

are aligned. Next slide. Also new this year is our new school tiering system. Uh and I think the genesis of what guided this was some essential questions that we ask ourselves.

And those questions are what systems have we built that no longer serve our schools? Uh where are we spending our energy and dare I say our dollars on um things that are not aligned with our purpose? And then finally, how do we create space to innovate, to dream again, and to lead with clarity? And so this growth focused school uh performance framework is a tiering system that provides um a strength-based approach um development a developmental lens for truly understanding school performance across several domains and that's culture uh leadership engagement instructional practice and student growth. And so these will not be labels that we will assign to schools, but they will just be a snapshot in time that will provide valuable information for us in terms of identifying where our schools are on the continuous improvement journey and then

also what supports will be most helpful for that school, understanding that every single school has its own DNA and own unique needs. And so these tiers will be assessed during the beginning of the year assessment as well as our middle of the year um intervals. And each one of these um tiers um and those tiers are found foundational, emerging, accelerating or leading uh reflects the level of uh systemic coherence that we are um so focused on. Also, instructional consistency, ensuring that it doesn't matter what classroom I'm in, that that rigor is there.

Every single school, the rigor is there because as we uh talked about doing our uh growing together, all schools in Durham public schools are good schools. And then most importantly, the impact on on student outcomes. And so this framework is designed to um inform our differentiated support from our central services. It also allows an opportunity to highlight those bright spots so that we can learn um from those schools that are knocking out of the park. And once once this data is released, you'll see some of those schools that are really doing um

tremendous amount of work in terms of improving student outcomes. And so how do we learn from those schools? But also this framework will help guide our resource allocation. If we're truly serious about true equity work, I often say if you're really serious about it, let me see your budget.

It should be reflected in your budget. And so this framework will allow us to guide um and allocate our resources uh where they need to be all while honoring each school's unique context um as well. And so this is not just a way to rate schools, but it's a way to provide insight to us, provide feedback, and then the tools that we need to truly tr transform this district. The next slide I want to provide just a brief uh school enrollment update of our year- round school and our specialty um high schools.

And so here's school enrollment update for um our year- round schools and our cooperative innovative um high schools. And so you'll note that on uh day 17 of year round schools and then day four of our um high schools um that official 20-day count enrollment for 24 and 25. And so for our year- round schools for 2526 that day 17

enrollment is at 4,145 and that's compared to 4,298 on the 20th day count uh for 2425. And so that's uh about 153 scholars less uh than the previous year. We take a look at our specialty high schools um on um the 20th day count for 24 251 students. And then the day four, now it's just day four, 1,142 um scholars there with an increase or difference rather of um 51 scholars.

As I mentioned, we'll we'll we'll come back with more in-depth enrollment data at our um August 28th board meeting. Next slide. wanted to provide just an overview of Infinite Campus um which was a huge and still is a huge undertaking. If you recall um we trans transitioned from power school to infinite campus and I want to be clear that um this was a state function. So, the state pays for

our student information system. And so, they chose to uh back in October 2023, they communicated with all of um school districts that they will be transitioning from Power School to Infinite Campus. And so, this just kind of uh shares a timeline of things that have happened since then. Uh for the October 2024, we u met with our principles and briefed them on Infinite Campus. Uh but between that between October 2023 and when we briefed our principles in October 2024, uh there were some identified districts that were part of a pilot phase one um for a year pretty much um you know they piloted Infinite Campus and then in July 8th July 8th this last month uh Infinite Campus production site became available to DPS staff. And I want to note that access to Infinite Campus that was granted on July 8th was approximately 3 days before our teachers and year round um reported for for for work and 8 days before the first day of school of of

year round. So that was a quick turnaround a quick turnaround for our district uh student information team um as well as those uh folks in the our data managers in our schools. Next slide. And so an update on that.

Um parents should have received by now within the last two weeks an email uh from the email that's uh on the screen there um specifying the instructions. Uh we just as a parent I'm a parent many of you know that I just received my email the other day and I went ahead and um downloaded the app as well. Very easy. U if you follow those instructions in the um email and so we're super excited about our parents downloading that app.

test. Um, as of approximately 2 weeks ago, we've have 9,751 students that have at least one parent uh within account. So, in other words, about 31 u%. And so, we do expect more parents to um download the app and uh stay connected to uh Infinite Campus. Next slide.

>> Oh, yes. Thank you. Thank you. Go back.

Yeah, >> thank you. Uh back one slide. So as I mentioned um forward one more uh infinite campus became available to our year- round schools about 8 days before students started. Next slide.

And so as a result of that, next slide. Uh oh, thank you. Our progress reports for our year- round school were slated to go out on August 15th. back when they were slated to go out on August 15th, but they will now go out on Friday, August the 13th.

And this was again due to the challenges that were um with I'm sorry, what did I say? Okay. Yeah. A Friday, August 29th will be the new date.

Friday, August 29th, the new date that the progress reports for our year-round scholars uh will be sent home. Thank you for Yeah, that's important. Also want to provide a next slide. also wanted to provide a transportation uh update. I will tell you our team has been working since last year, since

we've first uh experienced some some challenges with transportation last year. They've consistently been working to improve um our transportation uh from routing uh looking at each route individually and ensuring that um each stop is in the appropriate place, make sure there's not duplicate um buses passing each other, you know, on the same street. So just really optimizing our our routes. So that work continues and have a lot of work has been done in that regard.

Uh communication uh at our back to school meetings. We've heard from our from our principles and some of our transportation staff have been present and responsive. Um the referrals uh bus referrals and this is what we heard from our bus drivers when we met with them and as it relates to uh some student behavior on the bus. That's just the the turnaround time of um bus drivers getting a response from schools as it relates to when there's a behavior issue. And so all of our bus referrals are now in educator handbook. And so this is where all of our um discipline records go for our classroom teachers.

And so this will greatly increase our communication and transparency between our schools and our transportation um staff. In addition, uh there has been two designated comfort areas that have been identified for our bus drivers. We heard that the need for that and they are located at Holton and Hamlin Road and we listened and responded to our bus drivers. Um we the district made a decision or our transportation staff made a decision to close one of our bus lots.

And I will tell you our bus drivers are like family. And so whatever lot they are at, they they're like family. And so when you take that away, that that impacts our retention efforts. And so listening to them, we open that bus slot um back up.

And then bus driver recruitment is ongoing. Um recruitment efforts continue and I will tell you we are in a much better place in terms of our our staffing. We just had a job fair uh yesterday evening. Uh I I attended that and saw we had some additional bus drivers um to apply. And then we also have another one on August 23rd at

Hillside. And finally I want to just give an update on our back to school uh vacancy u on the next slide. 5 for our specialty schools um and elementary school 75 middle schools 31 and high schools 26. Again, that includes teachers and um IAS as well.

Uh we did have a job fair um a couple of weeks ago over at Hillside for our certified and we'll continue to actively recruit. We did have a couple of certified folks show up yesterday um at the classified job fair. One of them was an EC teacher and we surrounded her and welcomed her

with open arms and thanked her for coming. And one of our principles, Dr. Jud Manning raced over there to meet her and um um just have a conversation with her and actually schedule an interview today. So recruitment is ongoing but we're uh according to our HR uh department we are looking a lot better this year than we have done in previous years.

No I said that was finally but this is the final final slide here. I just wanted to share just bring other voices in this space uh from what we've heard so far from our year-round uh principles and our um high school specialty school principles. I want to just read this because it's really is refreshing to hear our principles share this first one was was regarding transportation. I want to personally thank you for your leadership and this was a a message that was sent to Ken Barnes and his team.

Want to personally thank you for your leadership. Our dismissal today was one of the smoothest dismissals I've had since I've been here. Um I know it's it is partially because of the communication with transportation department and getting information to parents early enough so that they know

how their students are getting home on the bus and that we don't have too many cars and car pools. Thank you. Uh that was from one of our year- round principles. We've also received u quite a few emails to our human resources department uh just really highlighting uh Kim Harrell Goff and her team um just on their work around staffing aotments hiring and most importantly being responsive and this per this principal said with all the crazy craziness and negative things happening around public education nationally and at this at our state level I think it's important to highlight the awesomeness that is happening in DPS and then finally some feedback from Hol Elementary Dr.

Jones Holt Elementary as you know um had an increase of students um ELLL students and additional supports are needed there or were needed there. Um Holt Elementary began the year with a strong intentional focus on school culture. SEAL instruction was prioritized schoolwide with consistent modeling reteing and celebration of SEAL competencies and character traits. Dr. Jones and her team exemplify strategic plan priority two

creating a culture that supports academic success. Further, their authentic engagement with multilingual families, proactive attendance efforts, and smooth transition to infinite campus show their commitment to excellence. So, I just wanted to bring some other voices in the space. um just as we um have begun year- round school, our specialty high schools.

Um and I will just tell you that um a successful uh first few weeks for year round um really sets the tone for our traditional schools that will uh come online on um August 25th. Again, that's a reminder. Traditional schools start August 25th. And as I said, we will be back with a more thorough opening of schools update at our August 28th board meeting.

Thank you. Thank you, Dr. Lewis. Your um enthusiasm is evident and infectious.

That is exciting to hear everything that is going on in our school district and with our students and our staff. Thank you so much for your attention to that. That is

yeah, >> thank you. >> Anformational item, but I know um all of that information was helpful both to the board and the community at large. That brings us to our next item. which is the audit presentation and we appreciate your patience in um accommodating our agenda change this evening and welcome you here.

Thank you for joining us. >> Certainly. >> Well, good evening board members and Dr. Lewis.

Uh hope you're all doing well. I believe each of you have already received the an electronic copy uh PDF copy of the 20 the June 30, 2024 audited financial statements. I do want to remind everyone that the financial statements are technically still in draft form until approved by the local government commission. Hopefully, we'll have that soon.

Um, therefore, they should not be uh shared with anyone outside the district um until we get that approval. Um, each of you also should have received a short 15page uh financial statement summary report. And this is what I'll be going over this week uh this evening. It summarizes the

areas of financial or the areas of the financial statements that we feel are the most important um and to you overseeing the finances and budgets of the school district. Uh so if anybody has any questions as I go through uh please just feel free to stop me at at any point. But our audit covers two main areas. Uh we perform an audit of the actual finances of the school system which includes the amounts uh you see in the report and an audit of the school systems compliance with state and federal laws and regulations which primarily relates to state and federal grants received by the board.

Uh within the detailed financial statements there are four letters we issued pertaining to these audit areas. These four letters are summarized on page one of the handout you received. And on pages uh one through three of the detailed report is our financial statement audit opinion letter which is an unmodified opinion. This means that we feel the numbers and disclosures presented in the report are are um

reliable and the financial statements are free from any material misstatements. Uh now the next one is the internal control and compliance letter. We do not issue an opinion on internal controls, but we do report on any material weaknesses or significant deficiencies that are detected. And during our audit, we noted uh five uh material weaknesses, which we will discuss a little later.

And then reports on major uh federal and state programs. These are unmodified opinions on both letters. There are a lot of there are a lot of various compliance steps that we're required to test each year. Um, and of course with the uh COVID money which now did run out uh pretty much for the uh 23 24 fiscal year, but there was a lot of more extensive testing that needed to be done uh for those. And uh during our audit, we did note a material weakness um which we'll discuss later in both of our reports on the major federal and state

programs. But next, we'll look at some of the financial information, which starts on page two of the handout. And first, we'll look at the local current expense fund. This schedule shows a three-year summary of the local current expense fund assets, liabilities, and fund balances, as well as a three-year summary of revenues, expenditures, and changes in fund balance.

All amounts come from the district's audited financial statements for the current year and for the prior two years. 1 million. 8 million which 13 million762 242 of which were amounts owed by other funds to the local current expense fund. These receivables comprise the majority of the funds total assets of $21 million at June 30th. 6 6 million and assets minus the liabilities gives the district uh the district's ending fund

8 8 million from the prior year. With such a large decrease in fund balance, y'all won't be able to spend that much uh in fund balance again. Um but you know, I do want to point out that we haven't started the 2425 audit yet. Um but based on preliminary discussions with management, it is our understanding that y'all will add to fund balance for the 2425 fiscal year, which is good to hear.

As we like to point out, you know, fund balance and cash reserves are needed for cash flow purposes and emergencies or other unforeseen needs that may arise. So, we do, you know, recommend that y'all do work on building that fund balance back up. And there are some charts on pages 3, four, and five that just show a visual of the three-year comparison of cash balances, fund balance, uh, and revenue and expenditures. Um, are there any questions on the local current expense fund before I move on? Just before you

move on, I made the mistake of not having you introduce yourself and your firm and some of us are new and um I appreciate >> you taking a moment to do that for >> apologize. My name is Paul Carson. I'm a partner with Anderson Smith and White PLC and our firm audits roughly 90 of the 115 school districts across the state. So, this is what we do.

>> Thank you, Mr. Carson. Let me see if folks have questions from the place you've gotten to so far and also checking in with Miss Chávez. Chime in if you do.

>> No questions from me so far. Thank you. >> Thank you, Miss Chávez. >> All right.

The next we'll look at is on page six of your handout and we'll look at the uh local special expense fund. And again, this schedule shows a three-year summary of the local special expense fund revenues, expenditures, and changes in fund balance. This fund has both restricted and unrestricted

revenues that flow through it. Some of the unrestricted revenues include sales tax, refunds, uh indirect cost, and other in or in and interest income. 6 million in fund balance. Then we'll flip over to page seven and look at capital outlay fund.

And again, this shows the summary of the revenues, expenditures, and changes in fund balance. 6. 3 million. >> Oh, can I stop you for a moment? this. Can we get the handouts um that he's referring to on the screen so our viewers that are in person and are home

watching can follow along as well? So, right now you're on page six. >> Just finished, but page seven. So, go to page eight would be the >> So, we're page eight.

The um >> yeah, the financial statements themselves are a draft. Um I mean with the sum this the summary mind is probably you're probably fine with handing out the summary if you want to if you want to get them back at the end you could our control room it's the document label audit 99 FS summary. So yeah, it is it is included in our board docs packet. Yeah, >> for folks that are here and watching remotely, it is entitled 2023 24 audit 99 FS summary Durham 2024. It's a PDF

and so we have worked through the pages all the way to seven and we're going on to eight so far. I apologize that that is not on screen but coming but it is posted. Thank you. >> Thank you.

So we're on page eight. >> Yes. Okay. And on page eight, we'll look at the school food service fund. And again, this schedule shows a three-year summary um of the school food service fund assets, liabilities, deferred inflows, outflows, and net position, as well as a three-year summary of revenues, expenses, and change in fund balance. Now, the program reported a net loss for the year of $5 million compared to a

9 million in 2223. 5 million during the year. 8 million uh which outpaced increases in USDA revenues uh which only >> Carson, it looks like we need to go to the next slide. Yeah, we're catching up with you.

Sorry. Little food service fund. Sorry. I'll try to pay better attention.

Sorry. >> No, you're good. 3 million. Um, and when presenting the 2223 audit, we had cautioned that if profitability in the program didn't improve, the program uh could handle similar loss uh loss to the uh 2223 fiscal year in the 22 23 or the 23 24 fiscal year. However, after that, it could get to the point

that the general fund would have to subsidize the program. And during the 23 24 fiscal year, the general fund had to loan school food service $3 million. In addition, the general fund and federal grants fund paid about $895,000 of expenses on behalf of the school food service fund. And there is a chart on page nine that shows the visual three-year comparison of cash balances, revenues, expenditures, and net income and loss.

Are there any questions on school food service? Before we move on, >> Mr. Carda-Auten, those are years prior to C. All of them.

>> Correct. Correct. CP didn't start till 2425, right? >> Just wanted to clarify for folks. Yeah, Mr. Chair said, >> "And will the capital um C community eligibility what's the P stand for provision which allows all of our students will that change these numbers and that might be a two nuance

question think Mr. Jer could talk more to that what actually happened >> right I think um you know we still um in the course of the 24 25 year we still that that's not yet been audited um we still did have to provide financial support to the food service program in a meaningful way um but I would say that's not been uncommon for other districts that went 100% C right it was not the panacea that they thought it would be um related to that um and recognizing where we are um you know myself and the budget team have had some really in-depth conversations with the director of the program um to uh provide him with strategies um that we've seen are successful in increasing the revenues in the child nutrition program and curbing expenses. And so we're um and we can talk about that a little more in detail, but we've um we've had those conversations um at the start of this year um with with some actions that they can take uh to bring this back in line.

>> There questions in school food service. Okay. Then on page 10, uh we have a uh we have the findings and question cost. Now, as I mentioned earlier, we noted seven findings during our audit.

I will go over a summary of each of the findings, and if there are any questions as I go over uh through them, please let me know. But uh the first one was finding 24-01. It related to bank accounts and other various general ledger accounts that were not properly reconciled during the year and outstanding contract summary schedules for uh construction in progress uh that were used for financial statement disclosures. were not accurately prepared.

And this is a repeat finding from the 2223 audit. And then we had finding 24-02 related to numerous instances being noted in which expenditures were made without a purchase order being completed until after the expenditure was incurred. And

this is a violation of the school budget and fiscal control act. 90 1,53051 and 12,315 respectively more than what were approved by the board of education. And more detail about that is uh in the financial statements in note two on page 34 if if you care to look at that. But this finding is most likely a result of the bank accounts and other general ledger accounts not being reconciled throughout the year. Um this was also a repeat finding from the 2223 audit and as well as a violation of the school budget and fiscal control act. And then finding 24-04 related to the audited financial statements not being submitted to the

local government commission by the required November 30th, 2024 due date. This was a result of the bank accounts and other general ledger accounts not being reconciled throughout the year and as well as other factors that led to the board being unable to provide uh the finan the final financial records necessary to complete the audit by the required due date. uh finding 24-05 related to the fact that the board had an actuarial analysis of their self-insured workers compensation liability uh done and it was determined that the liability reported in the June 30th, 2023 financial statements was not properly calculated. Uh therefore, the board's governmental net activities net position at June 30th, 2023 had to be restated. And again, that's detailed in note five in the financial statements on page 52. I do want to point out that this restatement did not cost the district any funds and really has no impact whatsoever on the budgeting process or

any decision-making process that the board goes through each year. Um it only affects the claims liability for retained risk that is uh reported in the financial statements in the footnotes and it is our understanding that the board uh plans to continue having this actuarial actuarial analysis done on an annual basis. So we do not expect this finding to repeat itself. And then findings 24-06 and 24-07 relate to the state bank account reconciliations not being prepared in a timely manner during the year.

This directly relates to the issues noted in finding 24-01. But since this issue does affect two programs the which was the education stabilization fund and state public school fund that we audited as major um in the 2324 fiscal year. we had to report this issue as a finding for each of these programs and we will follow up um on each of the each of these findings as a part of the June 30th 2025 audit. However, I do want

to mention and and just kind of caution everyone that you know given how late the 23 24 audit was and the fact that many of these issues didn't start to get addressed until halfway through the year. It is likely that some of these may uh may repeat his findings for the 2425 fiscal year audit. And that's not uncommon when you have a late audit um and some of these things come out. So, are there any questions on any of those findings?

Before I move on, >> just um just a reflection um that this is a a grim audit, a concerning audit that this um concerns all of us and and on behalf of um the community and the taxpayers trust in us. But I also said when I talked to Mr. Teter about this, this is not his audit. This is he wasn't here.

This is not Dr. Lewis's audit. Um frankly, I

don't think Mr. Tab and Miss Harrell Goff were here for the end of the 23 24. So um I just um sit with the heaviness of seven findings and um acknowledge that that is not a place that we ever want to find this district again. And I'm so appreciative of the leadership of Mr.

Teter bringing us forward through this. methodically. Um I guess that none of that was a question yet, but I want to see if my colleagues have questions or thoughts. Um chair and then m Mr.

Tab. >> Thank you. Thank you for this information. Um thank you chair.

Um with the findings um because we are new on the board, but we do take responsibility for inheriting um what has already occurred. So, we do take I do take responsibility for what is in front of me. I do want to ask um there

was a lot of conversation about um vendors not being paid on time. Was that considered a finding or is that something that's internal that >> So, we actually and I was actually getting ready to kind of talk about that was with the management letter that we also issued. There were also some items there that didn't rise the level of a finding but items for uh you know which were opportunities to strengthen the board's uh internal controls and processes because and that was one of those items we did note that um in the um let's see I was trying to figure figure out where we where we had that. 4 $4 million which was roughly a 340% increase over the amounts reported at June 30th, 2023. And based

on our discussions with management, this was attributable to uh a management decision made around April of 2024 um to stop paying larger invoices because management was uncertain as to whether the district actually had enough cash to meet all of its financial obligations. And that uncertainty again comes from kind of the issues we talked about in finding 24-01 with the um the fact that the the bank accounts and the general ledger accounts were not being properly reconciled during the year. So that that is where that comes that talk comes from. >> Uh thank you.

Are there any other questions before the top of the management letter or >> I'm going to go back so I can >> I could wait to the maybe I'll wait till the end because I was going to go back up on a different thing. So I'll wait till the end. >> Okay. >> Okay. And then on pages 11 and 12 of the management letter or are them are the actual is the actual management letter. And this was just a two-page letter as I

mentioned. um just some items that we felt like there were opportunities for the board to uh strengthen their controls and operating efficiencies. And um again, this is just a summary of each of these items. Um if there is any questions, just let me know.

But uh the first item did relate to outstanding salary exceptions. As of June 30th, 2024, the board overpaid employees with state and federal funds totaling 194,542 and underpaid employees by 152,879. and we recorded a liability in the local current expense fund for those overpayments um that that are due back to the state. Then the second item related to position aotment balances as of June 30th, 2024, the board utilized less positions than it was allocated uh for career and technical education. Uh these unused positions equate to approximately 911,959 of state funds that the district would have received um had these positions been utilized.

And then um the next one, the third item related to uh testing of internal controls and transactions for the individual schools. We noted various uh areas uh where improvements could be made. We provided the CFO with a detailed uh listing of our comments and recommendations for each school. And we also recommended that routine trainings be conducted with all bookkeepers and principles to ensure that they understand the importance of following proper uh procedures and accounting of school funds.

And the fourth item was we just talked about as far as the increase in accounts payable. The fifth item related to the fact that the budget uh amounts in the board's 2324 budget resolution did not match the beginning budget amounts in the general ledger. And the sixth and final item related to the fact that the board is required to create, disseminate, and post information related to concussions and head injuries in accordance with the Gfeller Waller Concussion Awareness Act.

and we had selected a sample that included student athletes from Northern High and Carrington Middle uh school football team rosters. Uh for two students in our sample, assigned concussion form was not on file prior to participation in football. And then for two other students, the concussion forms could not be located. Um are there any questions on those items?

Okay. And then we also issued on and this is on page 13 and 15 of the handout a required this we call the required communications letter. It's a uh just a separate um letter that details specific audit items that were required to communicate with the board about. Um the letter basically just has boilerplate language.

It discusses that there were no difficulties or disagreements encountered in dealing with management during the audit and this letter does mention the findings that we've already discussed. So that's just a letter we have to issue. But um kind of wrap things up. You know, we really do appreciate Mr. Teter and

his staff for helping us to get the audit completed this year. Um it obviously took a long time to get to this point. And uh Mr. Teter was invaluable um in us being able to complete this audit.

Uh since he arrived, you know, he's been in constant contact with us, sometimes on a daily basis and at varying times of the morning, evening, um and work diligently to get us everything we needed for the audit. So, we really do thank you, sir, on that. But, um, are there any questions for me um before we wrap up everything? >> Uh, I'm greatly looking forward to the next presentation about how we're responding to the audit findings.

Appreciate you for coming on the um capital outlay fund fund balance. And I recognize this is a 2024 number, but what is um what's the average how much should school districts have in a capital outlay fund balance? that that varies wildly from district to district. I'm you know a couple years ago or I think after last year's audit, we put together a schedule for yall on fund balance and it really doesn't even touch on on capital outlay just because it it

really does vary. It depends on you know if the county pays for a lot of of of expenditures as far you know for building improvements and other capital needs. So that it really does vary wildly on that. >> Thank you.

>> No problem, >> Mr. Chad, >> thank you very much. Uh, now that we the audit has been submitted and because of it it uh lateness, will this cause any type of rippling effect for us to make sure we have the next audit on time? >> So, I would normally say at this point, you know, if we don't, especially a district this size, if we don't, you know, we haven't even been able to start on the audit typically, yes.

But I've been in contact with Mr. Teter and we will make every effort and he and him and his staff will make every effort. He has told me to, you know, the goal is to get this audit done on time by the due date. So can't guarantee that at this point because we haven't got into it, but obviously the goal is and our goal

as as a firm and for my team is to get this audit done on time. And I know that the the staff here, Dr. Lewis, and obviously you all as board members would like to see that. So we will work diligently to make to try to make that happen.

I would really appreciate that since um Mrs. Beyer has already said now we're going to have to take responsibility for the next so I would make sure that happens. >> Yes, sir. >> All right.

Thank you. >> Just to echo that we will make sure the next audit is because now we're under our watch. >> Yeah. >> Yeah.

So absolutely we will make sure that the next audit is done on time. >> M golf as the green question and when is if the audit is on time when when is that? Is that January is when >> So the due date this year and it's in the and it's in the contract is 1231 that that and that actually changed. It used to be November and then you could get extensions from that which is ultimately what you all end up having to do was get an extension. Um I think we did two of them. So this one will be due 12:31.

>> Yes ma'am. >> Miss Chávez, Miss Carter, any questions before we move on? the um we do have a great um agenda item following about the staff response. I do want you, if you don't mind, Mr.

Carson, talk to us one more time about fund balance because we have more interest in the community about that number and what we might be able to do with it in as far as one-time expenditures just as the pressures come from >> federal money being tied up. I mean, we had nearly $4 million on hold this summer that we weren't sure we were going to get. Your recommendation as our auditor and and the your status about seeing our fund balance dip on the chart from above 18 million to to closer to eight. >> Yeah.

Maybe we went down by more than half. And so obviously I think you know we like said we we prepared a document for you guys last year about just where y'all compared because it is a loaded question when you talk about fund balance. You have to compare yourselves to like districts across the state. And

I think the the document we gave you guys I think looked at about the top or not I'm sorry but 15 similar size districts. Um and obviously I don't remember that off the top of my head but obviously you know dipping down half your fund balance is is concerning because again if you can't do that and it's kind of you know kind of piggyback on the school food service you know we cautioned that last year. Well went below that now you have to borrow the money. The problem is with the local fund there is nowhere to borrow the money from.

And so with the local fund and you Mr. Teter could give you more details on this, but every year with federal funding doesn't get approved until October, November, December, you know, sometimes those aotments don't come down if there's delays in aotments from the state, whatnot. Um, or any emergencies arise, that's going to fall on the school system. So obviously you want to have a healthy, you know, good fund balance and as much as possible so that if any of those events arise, you can certainly address them in a timely manner, meet your financial obligations um and whatnot. So which which do include the largest part of y'all's

expenditures are payroll. So >> thank you. Any other questions or concerns before we move on to the next item that it will be kind of a continuation of this item? >> Yeah, sure.

I'm sorry. Um, one last question from the as an auditor perspective the findings and I don't know if y'all look at this. Are there policy gaps that we need to have to ensure that we don't have these findings anymore? Or does it seem that we have good policy?

We just need to make sure we're following. Yeah. >> I think when when you talk about findings and management letter comments, again, you know, if if we were to find something, again, we don't assess the controls, but obviously if we see there's areas, we we would have put that in a management letter if we saw and and and that's kind of what the management letter does is these gaps. And again, we state the facts.

we stay what we find and then it's kind of up to the board and to finance Dr. Lewis, you know, the staff, the management to come up with, okay, do did we have proper policies, procedures? Do we need to put in

additional policies? You know, are there gaps there? So, again, you know, the management letter, a lot of times we'll address items that are best practices um and and whatnot. And so, we didn't really notice a lot of that.

Again, I think a lot of this was execution of of those, you know, of the processes and whatnot. Um, and again, that's something that Mr. Teter could give maybe more insight on onto that as far as what exactly happened. So >> I'll ask that question again and Mr.

Teter will thank you. >> Well, we really do appreciate your board, you know, you guys allowing us to complete the audit this year. We look forward to certainly working with y'all again uh for the 25 audit and I'm going to hang out while he does his just in case anything comes up. So, >> thank you, Mr.

Carson. Thank you so so much for your work with Durham Public Schools and districts across the state. That brings us to item C, the staff response to the 2324 audit. Mr. Teter, thank you for joining us.

>> You can cue that presentation. Good evening, uh, board members. Dr. Lewis.

Um, so if it I know it's been said a couple of times, um, but maybe bears repeating. um just for the public that 2324 fiscal year was not uh my fiscal year or Dr. Lewis's fiscal year, but certainly um we jumped in with both feet um to do the work to evaluate it and and make sure that that the audit was ultimately complete um and and in tandem with um doing that work uh we've been focused on simultaneously trying to rectify issues um to to mitigate uh those things repeating as much as possible rolling forward. So, uh, November 4th of of 24 forward, right, I had a little more hands in the mix and so had, you know, had control of seven months of the year that just ended. So, uh, hopefully we'll see some of these

fall off. Um, you know, and I'll just before we get into the meat, just share, right? that this is um sort of not the first um audit of this nature that I've had to follow um for districts to help sort of rectify and um just in a weird way kind of enjoyed that kind of work of of fixing things um that have gotten to this point. And so um grateful to everything that Dr.

Lewis has done to support me in that mission and and uh giving me the the tools and and the people and resources that we needed um to to get this headed in the right direction. So, if we'll um jump to the next slide, um we'll just wanted to I hearken to this, right? Just recapping the timeline um as far as where 2324's audit started off. Um April 22nd of 2024 uh was when sort of the initial request uh for materials came from Anderson Smith and Mike of the district uh for the compliance portion uh of the audit. Um you fast forward to June 3rd and they

requested the remaining list of items that are generally furnished u in the course of the audit um that are pertinent to the financial statements and their ability uh to evaluate those um fast forward beyond that right many things occurred in Durham in between um you know just just in terms of turnover and and things of that nature and various things that had to be managed superintendent search even And so Dr. Lewis uh made his way and started um about a year ago right a year ago in two days um here in Durham public schools on August the 12th. Um September 11th um the um auditors sort of issued a letter uh to Durham just in terms of expressing concern about uh the status of things and and where things were headed. Um >> I think that was around the time I actually called Paul. " Uh >> but but but but to the to to make a point the seriousness of it of us

wanting to really understanding what are our next steps we need to do in terms of this audit. Um somewhere in that mix, um I had a conversation with Durham public schools about potential contract support um in the conference room at Murray Massenberg at the ribbon cutting. Um and and then other events unfold um you know, so the the due date for the audit of October 31st came um and then I dawned the Fuller building on November 4th. um and started to assess, evaluate, get acclimated to Durham.

Um and November 12th, we were able to furnish the materials that were originally requested on April 22nd, uh and get those into the auditor's hands. Uh if we progress to the next slide, um we have the >> Mr. I do want to uh acknowledge and and thank Sierra for, you know, being in the role and and keeping things steady. And as uh Jeremy Teter mentioned, when he came to Murray Bassingberg to talk about some contract work, that's what he came

to do, just talk about some contract work to help us out. And I remember sitting across the table as he was talking and I just said, "Stop. " You know, um and so we were able to um convince him to apply. >> Yeah.

Um I think we may have missed the second chronology slide here. I don't know what happens if we go back one. Yes. Okay.

Uh so you know you heard reference uh in the audit presentation about uh bank reconciliations um that were behind or not accomplished. Um somewhere in early December um those uh were coming together and and wrapping up for that uh 23 24 year. Um and then the work from there immediately pivoted into bringing 2425 current. Um December 12th, we received um samples from auditors that we needed to pull information for um as well as questionnaires that had to be answered as a normal part of the compliance audit. Uh we were able to put those

items back in their hands um by December 27th um so that they could start evaluating those. hearkening to the invoice issues. The first couple months of my time being here, many, many, many emails about um invoices um that had been lingering and needed to be paid. And um January 10th of 2025 is the last day I remember paying an invoice for 2324.

And those were for textbooks um that the students had used at the early college in the year prior. and and um so um April 1st of 2025, we reached a point to where we were able to pull a trial balance out of the district's new software uh and and get that in with a lot of modification and and human interaction, get that to a point where it was something that our auditors could digest um and as a format that they could work with. Um June 27th um was another kind of key milestone for us. Um just completing the migration of

our capital assets or our fixed assets from the old software to the new software. Um that probably should have happened sooner but we did it and you know we got that over there made sure that it reconciled and and matched um things in the old software. Um and then July 30th we received uh those draft financial statements uh from from the audit firm. Right.

And so those are just kind of the highle kind of spots of where things were. Um on the next slide um we'll sort of get into sort of the issues, right? And so we just was important to provide additional context. Um, so Durham Public Schools was the first school system in North Carolina to use Syllogist.

Um, there are now five or six districts that have come on board with that particular software. Um, we're hearing from them now. Um, so they're uh, four of four of them are now undergoing their first audit in that

software because they came on board about a year after Durham did. Um, and and having some similar experiences and and seeking advice uh, on how to get things where they need to be. so that they can be auditable. Um so in so in tandem with that um a very public conversations about the 2425 uh budget conditions uh that we had to lead through um at the same time we were working on this audit um clearing up the unpaid obligations that we talked about.

Um just managing normal operations for 2425, right? So um we had to keep teachers paid uh keep keep things moving. Um and then in tangible with that developing Dr. Lewis's first um superintendent's recommended budget uh for the 2526 year and and hitting a reasonable target for our county commissioners. So very eventful um seven months. Um so from there um on the next slide we start to address um and so we can roll one more uh we start to address

these findings and in management letter comments one by one on what new administration started doing. Um so even right to be clear ahead of this audit we knew some of these issues were there uh just because of our knowledge of best practices and that we had some work to do. Um so the uh bank reconciliations for the 2425 year um you know those are current right they are complete right and so we are already underway reconciling the first month of the 2526 year even right so we're u as current as we can be uh and moving forward with that um been investing a lot of time with our accounting staff making sure they had appropriate development on on best practices is there's some new leadership in that department uh that we're very proud to have brought back to Durham who used to be here before um and and um really focusing on that work and and you know my goal is to get them to the point um of where we're really doing

daily reconciliations and we know what's going on on a daily basis. Um and so we're we're getting closer and closer to that uh with their practices. Um, another part of that finding really addresses the construction and progress uh schedules and and the construction contract schedules for Durham public schools. And so we have realigned some responsibilities in the finance department so that our staff that does construction accounting is uh more squarely focused on that and we've removed other items um from that staff's plate.

um particularly knowing just the magnitude of the work that we've been doing with bonds and and hopefully more in the future. So, um that person can really uh stay on top of that work and not have other uh distractions because it's it's enough to be a full-time job to stay on top of our construction accounting as you all can imagine from past events. Um on the next slide, uh we address the second finding um just in terms of purchasing behaviors. Um and this is a space where um we certainly

communicate expectations of how things should flow, right? So everything every every purchase in Durham public schools requires a purchase order. Um and in fact um the software uh that we are using does not allow you to process payment without the purchase order being there. Older software would allow workarounds where you could evade a purchase order and do a direct pay.

You can't do that. So you have to have a purchase order. uh but it is a matter of timing and proper planning and that's a space where you know it's not just the finance leadership right that's leadership throughout the district expecting folks to follow policy and best practices uh with finances um and you know I'll just give you a great example of something that was very fresh um off the you know on my plate today I was getting off exit 3B is quarter to 8 this morning and I got a text oh my god I need you to please hurry up and sign a contract contract. When did you send it? You know, so it came into my bucket this morning. They

had the contract, you know, was signed by everyone else on July 28th. We got it today um for someone who's planning to come in and do work on Friday, right? So, it's just so it's just a matter of planning, right? I could have had we could have had that contract in finance on the 28th of July, for example.

And so, we're just just working to call those things out. um and you know so um so we'll just need your support. So as we continue to be stern and and firm sort of about those expectations and if anybody you know kind of vocalizes that we've been stern about the need for timely purchase orders you'll know why right this this is why we're doing that and we're not trying to be difficult to work with. Um the next um finding um is um just related to uh the budget violations. Uh and so we have worked um in a very public and transparent way um with with the uh very new budget team on on having practices in place uh where we're budgeting appropriately. Uh and so

the the budget resolution for 2425 and the budget amendments that we processed here in Durham in 2425 set us up in a way that we would not repeat um these these types of findings in that 2425 year. So we feel good about that and and how we're managing that now. And ready for the next slide for 24-04. So again this is just about the timeliness of the audit.

Um, you know, we had questions about that. Um, very believed that the state's deadline has shifted out to December 31st. I'm not s sure sure so much they did that for Durham public schools benefit. I think that's more for cities and and and and other uh local agencies that we're seeing growth in in in late findings or late audits.

Um, and so we'll take the extra time. Uh, but we know what to expect. We we receive the same requests every year for the same things. Um and you know we or I you know we organize

our work around uh what we know auditors are going to ask for. Uh and so we've structured ourselves. So we're already populating things really July 1st we were immediately populating things in in our share drive um for audit material so that they're starting to to populate and and we have stuff ready to go. Uh so um so here now the contract's approved, Mr.

Carson's at a point where u he can see what he needs to to select samples and and we can make meaningful progress u for the audit. So I feel good about that. I would I said it in my interview for Durham and I'll stick to it that I've never had a late one uh for years that were my responsibility and so we're determined to continue that trend. Um the next uh slide we talk about 255 uh in the workers comp fund immediate improvement uh for that right so for in order to get this 24 audit done we spent a very small fee $2500 um to work with an actuary who specializes in self-insured workers comp

funds um to analyze that and make sure we were holding back enough for our workers comp program here in Durham. Uh so um the 24 figures are correct uh and we engaged him again uh for the 25 work. So this this will not be a thing for us uh next time. Ready for the next slide?

It's just a joint 2406 and 2407. They're similar just one's a federal finding and one's a state finding right and that's just the matter of those bank reconciliations and again they're underway. Um I think earlier I should have also addressed right the our our general ledger and our trial balance is also a big piece of that and we've worked very hard uh to make sure we understand and can defend any balances that we have on our balance sheet. Um but certainly right this is where you start your cash accounts are where you start.

They have to be in order and then you push into your other accounts on the balance sheet to make sure they're good. Uh and so we're we're very pleased to be current uh where that's concerned and working hard to stay that way. Um

the next uh section we start to address the items that Mr. Carson talked about uh in the management letter that didn't rise to the level of material weaknesses and we are grateful for that. Um but we also recognize that these are spaces where the finance department have work to do. Um so on the next slide we address sort of the concept of of salary exceptions and that that's this that's terminology from the department of public instruction.

Right? So for every licensed educator u we're required to follow the state of North Carolina salary schedules for their base pay. Um the state of North Carolina has a platform uh that evaluates whether or not we have paid those individually correctly for that base pay. Um I will share that um in the current year when I walked in the door there were over 2,000 um of these issues um that were outstanding um for the first half of 2425. So think about that list of contexts of things that we were working on. This was another huge lift u for the

finance team to evaluate and bring in order. um in a in a supermajority of those cases um the staff as a whole was not incorrectly paid but there were portions of their compensation like supplements um that belonged in local funds that were coming out of state and federal funds that we had to move out and do just a lot of one by one sort of rectifying uh to bring those records in in in order. Um it's also important to note that just as school systems are modernizing their business systems, the department of public instruction is as well. Uh and it has not gone well um and for them and so um a number of school systems have expressed concerns with the department uh because their uh system is far from perfect. uh it was working before um it's I think all these things were working before uh for school systems and the state and then the modernization has wrinkled all of that. Um and so we have

uh we ended the year with a couple of hundred of those 2,186 that were or really it's 300 or so that were still in question. We immediately challenged 200 of them. We had supporting documentation to show uh that Durham was correct and that the state system was not evaluating it correctly. Um and then we've got another hundred or so that we're evaluating um with a goal of having that cleared up by the end of September.

Um and so it's um been a very tedious process working with someone at the state sort of one by one to prove that we paid these people correctly. So um I think the state has acknowledged that there are issues. They have pressed pause uh on using that system right away for this fiscal year while they re-evaluate how they can clean that up. Uh so um just make you aware of that broader context across the state and we're Durham is one of many districts that have wrestled with the state on that this year. Um, number two on the next slide, right? So, we talk about the

reversion of months of employment. Very concerning, right? Uh, finance officer 101 in North Carolina, right? Every tadpole finance officer is quickly educated on what months of employment are, what position allotments are, and that you must use those first.

8. still not perfect. It would have been perfect. Um we got to the finish line with a CTE teacher who was not able to clean up a lensure issue.

8, but a a huge improvement uh from from where those things stood. On the next slide, uh we sort of talk about um the school treasures, right? So, it was very important to me coming into Durham um as the new finance officer that every single school uh receive an evaluation from the external auditors so that we can get a lay of the land of where things are. And so they uh were working

they got to work on that right away. Uh and so in in March 26th, right, we had the first school treasurer meeting that had occurred in two years in Durham. uh and so they were very anxious and eager to participate in that and and we certainly enjoyed doing that work and getting to know them. Um we formed uh in that same time period a an advisory group of school treasurers u throughout the district uh to give us insight on what challenges they were having in doing their jobs the right way so that we would know how to support them and have certainly enjoyed that uh enjoyed that work and getting to know those folks and appreciate how comfortable they were being candid with us.

um in that process. Um so on August the 7th uh with the new school year starting up, our newest treasurers and some of our um more seasoned treasurers who wanted a refresher came to the Fuller building to receive a refresh uh from our internal uh school accounting team to bring them up to speed and just kind of deal with common issues that happened. And so it

was really great to uh have that interaction with them uh while they were here. Um, we're also in the process of revising the district school treasurer accounting manual. Um, had not been updated since 2017 and um, really needed some updates. So, we're working on that project to modernize that and and uh, make that more in line with where we are now.

And then further um, you know, we do have a vacancy for our internal auditor. Uh, and so those um, uh, that that process is underway to fill that vacancy in short order. And that's someone who's going to do a lot of important work uh for Durham where these items are concerned, helping us to do tests internally so that we catch things before someone else does and we rectify it ourselves. Uh but also leading those efforts in training uh folks uh to mitigate uh errors.

On the next slide, we'll talk about item number four, right? And that was that increase um in accounts payable that the district saw. Uh so when I prepared this uh on the

evening of August 4th uh our tally was below the 600,000 mark right in things that we had paid that belonged to the previous year. Um so our accounts payable department has done a really good job um of pulling in those invoices and making things happen. We've looked at purchase orders that were open when the year closed, made communication with folks to ask them, did you still need this? Is there an invoice for this that we need to get cleared up?

And so we expect um that our prior year payables number uh will be much much closer to what they were prior to the 24 audit. Uh and and hopefully Mr. Carson will not have remarks on that again. Um item number five on the next slide. Um we talk about just sort of the the issue with the beginning budget resolution not aligning uh with the beginning budget balance uh in the software. uh that is a blend of software and human uh and and so uh we've worked very carefully with the budget team to make sure we navigate the the mechanisms in in the budget

features of the new software to be sure it aligns in the right way. So it's just slightly trickier in this software than in the legacy software but we've got those um idiosyncrasies under control so that we don't repeat that issue. Um item number six on the next slide uh we talk about um just in terms of the concussion act right so that's uh lives outside of finance but certainly something we care about um we worked with the district AD right away as we were evaluating that I think is important it's important to know that the school um that that had issues in that review the AD has changed over since then and I think things are in good order I also believe there's a different principal um that's more on top of things. Uh so we hopefully don't see an issue there. And this is something that we'll also make sure our internal auditor is helping the AD to test for. So we will pull samples um internally uh to try to check for this um ahead of any external audit that

happens so that we can have an opportunity to rectify it. Next slide. Uh it's just sort of um this is just my opinion based on history uh of where things are are likely to land, right? And so, uh, the first two items, right, we sort of view as there's a moderate, uh, chance, right, that that these will repeat just because of timing and and knowing, uh, that we didn't have a changeover, uh, with finance leadership and and staff until about halfway through the fiscal year.

So, there was a number of things out of our control. Um, a number of these things that I've talked about, uh, we've brought in order and and, um, we we feel confident, right, there's a low risk of those. Uh so this if if Durham were to have this kind of level of two findings that brings it back to where it was in 2023, right? And it starts to trend more towards a positive direction. So we're um doing everything we can uh to to prevent these things and some of them we know already will not because of things that we've done. So I just wanted to

share that. I believe that was everything I had on that and and just very um very happy to answer any questions uh about this information. and the work that we're doing to keep uh pushing Durham forward in the right direction. >> Thank you so much, Mr.

Teter. Um I know that the board and and the community really appreciate that level of detail and um transparency about the work that has been done and the work that still is to come. See if folks have questions, comments. Mr.

T. >> Thank you, Mr. Teter, for the presentation. Really appreciate it.

Um, couple questions and this may be outside of the scope a little bit. Not sure. Um, I'm hearing from teachers about the process of when they're submitting for purchase orders and that that it gets to the bookkeeper, but then it kind of falls by the wayside. They never know where it has landed. Is there t some

type of tracking system that everyone within the district will know where something has landed and this may be something for future or with with technology and electronics why are we not doing things >> you know electronically so that people can follow >> the paper trail. >> Gotcha. Yeah. So I think and that and I think that's very timely uh because right the the the district has formed a committee to evaluate our paperless processes right and so the our teachers per se are not users in the accounting software like a school treasurer is right and so there is sort of that step prior to the software where they're furnishing some sort of documentation to a school treasur of hey we need these things uh please get the principal to approve it. Um so um so thank you for sharing that. Um that that I think helps us kind of sharpen our focus and and think about a standardized process we can put in place uh across our schools and uh for for teachers uh and other

staff relaying requests to school treasurers so that those can be tracked in some electronic way. So that's we it's very timely and appreciate that. >> Well, thank you very much. Thank you and really appreciate that.

And the second question, um, I didn't see in the findings anything about, um, the issue of credit cards, um, for schools that teachers are able to still go to like Office Depot and different places to get the materials that that they need. credit cards. Um I don't I can't stand them, but um we're we're we're working u right you have to have really good controls. Uh and so and I will share right um with the with our accounting team um we have been doing some work to evaluate what the district has out there. Right? So, just as an example, we have um there's a card um that's available for Harris Teter, which would be a common use for folks that are

buying food for CTE programming, things of that nature. Um you know, we do have a couple of cards through our banking relationship uh at Truist. Uh and so as as the board knows, we're sort of in the midst of an RFP uh for our banking relationship and and a purchasing card program um is something that's um been important to us in that process. And um I would just say in the near future, we're hopeful that we can implement um a purchasing card program of sorts um that that will facilitate folks getting things that they need, particularly for vendors who don't accept purchase orders, right?

that we're it's on our radar. >> Thank you. I I know that teachers will really appreciate having something where they can feel as though they can get the materials as soon as possible without this long process of not being able to accomplish the goals that they need for the students. Absolutely.

And so, thank you for that. I really appreciate it. Thank you, >> Miss Cardotten.

>> Thanks so much, Mr. Teter, for all of your um work on this and for the very clear presentation. And this feels like a good example of what um former interim superintendent Caddyy Moore used to refer to as glows and grows where we're being really clear about where we could do better and how we're going to do better in the future. Um so my one question for you is just um will the board receive an update um sometime before the audit um on like how like you're you're intending to put a number of different systems in place.

You're already putting these in place. Well, we hear back to here um how things are going, what's going well, what challenges are um and what could that look like so that we can kind of stay on top of things since we're ultimately responsible for >> Right. Absolutely. I think and and I've had um sort of some conversation with Dr.

Lewis about the quarterly reporting structure. Uh I feel like the uh the quarterly reports for the board can be more informative about things that are more pertinent such as this. Uh and so we're we're looking forward to rolling that out this year. And so um so sort of

that first new iteration of the quarterly report that you get will have uh more information uh just in terms of status of reconciliations uh cash balances um just v various things of that nature that are important to the board particularly in light of the findings from 2024. um really appreciate this response and glad to hear about the things that are already in place. Um this was listed in the audit kind of thinking about um better management and controls. And in one of your slides, Mr.

Teter, you also wrote about needing support from leadership to make sure that we are all following these protocols and procedures. Um I think about this as the culture of all of us are responsible. It's not oh that's so and so down the hall, you know, responsibility. is like all of us are financial stewards of the district. So, what support do you need from the board in this effort? Um, what other things can we do to make sure that

we're supporting to make sure we're in a good place? >> I think right is I think it's very helpful uh knowing that the board's on the same page that we are right that we need folks to follow the board's purchasing policies and parameters, right? And and in the general statute around purchasing uh with public funds. So, I think that that in itself is is a lot and and we will uh we're going to move forward, right?

doubling down sort of our supports in that regard, knowing some folks um need some additional training and and support in that way. Uh and so if we um I think if we if we run into issues, right, we'll escalate it up the appropriate food chain uh so to speak. And um and and if we run into problems, we'll let you know. But um but I think just knowing that we've got your backing as we kind of press in on these issues um is significant, >> vitally important.

So happy to support in any ways I can. And it also means that things will be different. So people should also recognize like it might take a little longer to get XYZ because we need to make sure we're following the right processes and procedures. And then

my second question is, you know, when you decide to retire from Durham public schools or the people in your office decide after 30 years of service that they want to retire, um how do we make sure that these protocols and procedures keep going? And that's either in your office, that's our treasurers and other roles that might transition in and often. I'm glad to hear about this manual, but what else are we doing to create some standards, process, and procedures across the district, >> right? Very good.

So, now that we we feel like we're in a really critical spot where we're not being reactive anymore, right? We we've dealt with the past at this point, right? And we're being we're we're turning our eye on proactive things now. And so, uh, we we've started developing, um, some standard operating procedures that are in writing, um, that did not necessarily exist.

Uh, and so we've we've got a format that we've put in place for those. And, uh, we we sort of reviewed our first one as a group, uh, in finance the other day regarding our travel protocols. And so, we're we're as we work through those, we'll be building,

um, just sort of a binder or and really a digital folder of those uh, that folks will always have to reference. um that that have got step-by-step uh instructions and and um we we know that we'll it it has to be a living document um that that we revisit every so often anytime, you know, we have a tweak um in a process or something changes with our software. Uh so so that work is is underway and and it's looking forward to having that done. I think another piece of that is um in in the investment of existing staff in terms of including them and this is something we talk about when we talk about bench strength.

So, who's the next person up? You know, I've even had some conversations with some folks in his department, you know, that have some specialized skill sets that they are the ones that are doing the work. And so, what what would happen if they were to leave, you know, and so really thinking about bringing others along uh and Jeremy does a good job of including others in in meetings and assigning tasks that, you know, when he does decide to retire in 30 years that that next person is ready.

>> Yeah. Yeah. And I do I'm very I'm very appreciative right of the support we've had u with the finance staff and we do have um we've got some folks that are a decade behind me um that we're work just working to develop and I'm asking them follow me come listen to this come see this come watch this um so that there is um so that there is more than me who knows and and is battle tested in that way and so we're we've got the right people u and so we're continuing to invest and and focusing on that PD and I'll share the entire payroll department is going to a two-day workshop at the beginning of September um hosted by a professional association and we're jumping on every opportunity we can to develop every person in every position in the department. >> Love that.

And that will also get out to schools and other all the people that are touching money and we'll have some standard operating procedures. >> Thank you Chairstead. I want to call on Miss Chávez.

>> Thank you. Thank you um Mr. Teter for this report, long awaited um report and um on all these reflections. Um I wanted to just comment on the training.

Glad to you know hear how that is being incorporated and will be done regularly. Um obviously we are in the business of education but sometimes we forget what you know that people need um extra support. um or as you said more proactive support around uh what those uh processes should be. I have one question.

This might be a Mr. Katon question but around um school nutrition. So, and I can't see all who's in the room, but um I I wanted to ask about um uh something Mr. Carson mentioned. um other districts are um you know using C but in a way that's financially beneficial. I was wondering if there are any insights that we've gained thus far

on how districts are able to use C in that way if that is you know too far down the lane of school nutrition specifically. >> I was just going to say like I think in my scope I've I've not seen a district leverage it in that way. Um but we have talked to Mr. Katon about some other programs um that we are familiar with um that that can that have proven to expand uh the revenue coming in and we're um we're hopeful um that we're approved for those programs.

Uh and so I think we'll you know have more to share on that in the near future. Um but um you know at this point um I think out of my colleagues that I'm familiar with in districts who have done that um we haven't necessarily seen success. It's a really delicate balance with that. Um, so I think for now, right, we're sort of working on our plan B in Durham um to to bring in income in other ways and evaluate things uh that are um and some

practices that have been expensive that we don't have to do um to deliver our quality meals. So um try trying to trying to strike that balance now for sure and do everything we can. >> Thank you. Thank you, Miss Chávez.

I do want to acknowledge that um unfortunately Mr. Katon is not in the room, but um certainly something that I think that we can follow up with him on um later as well. I do um want to acknowledge as you're talking about C it reminded me that um due to the federal cuts that we are looking at changes in the dine program that has been an amazing resource for students and uh schools in Durham for decades. Um and there will be opportunities to celebrate um the staff that are leaving because of those federal cuts. But as we um just grapple with with things that have been built and and impacted students in

such positive ways, I think um it'll be important for us to continue to watch the federal landscape and the state landscape. Um on behalf of the progress that that has been made, um I so much appreciate Mr. Mr. Teter, the thoroughess and the methodical way that you have worked through almost every system that um finance touches payroll, budgeting, accounting, even working with a HR, just the improvements that that you and your team have made. And I want to acknowledge that it is a team you um and a team that experienced a lot of turnover um prior to your arrival and during the the fire that we've come through um that if folks and I I appreciate Dr. Louis, you recognizing and uplifting the work of Miss Oj and her leadership during that season and what a what a how

much of her heart and time she poured into this district and making sure as much as possible folks were continued to get paid. Um, also acknowledge and apologize to vendors. It is not like Durham public schools to pay vendors late. That's embarrassing and can't happen again.

that that that shouldn't and won't I trust going forward. Um if folks are interested in uh the position for internal auditor, that one's still posted, Mr. Teter, and um yes, >> that would be great. I love that that that's part of your controls going forward.

I love the focus on um construction and capital as a specialized area. So, so critical, especially as we're looking towards a bond next year. Um but just just gratitude for for the progress and the acknowledgement that that um there may be findings next year. Um but we're going to do everything we

can to to minimize those and stay ahead of those. Um and I've heard good things from school treasurers already. They love being back together and the trainings that are that are going on. Any other questions from folks before we move on on this agenda item?

Mr. Carson, did you have things you wanted to jump in and say that Mr. Teter reminded you were um >> No, ma'am. >> You both share that that eye for detail that is is great to have here.

Dr. Lewis, please. >> Yeah, thank you. Um Spy, just want to also send my gratitude to Mr.

Teter, but not only Mr. Teter, his entire staff. um have some rock stars uh in in business and and finance and some folks that are really dedicated to this district and really dedicated to um getting it right. And so um this could not have happened without Mr.

Teter and his entire team. So a huge thank you to the entire um team. But also I want to just share with our staff and and families as we continue to be

responsive to what you all share with us in terms of um financial transparency. uh as you know we did um no we didn't I didn't have anything to do with our office of public affairs um release the dollars and decisions series and so we are continuing that all of our staff and families should have received an email on August 12th uh that just kind of outline you know what is a financial audit um you know and you know what what who who performs the audit and then just being transparent with why is audit late and so just being open and honest about that and so I think that's one of the ways we get better as a school system is that we're continuing to reflect and and and get better, but most importantly um share the wonderful things we're doing, but also uh be responsive to where we need to um to improve. So, I'm excited about the direction we're we're headed. Um and we will reduce those findings for for next year.

>> Thank you so much. This brings us to the end of this item and I think Mr. Carson

probably might be able to head out. Thank you, Mr. Carson, with gratitude. >> Mr.

Teter, you've got three items on this agenda. You want a break? We're happy to do that if you want to. >> Yeah, I'm good.

>> Y >> All right. Um, we will continue to with on to the next one, which is a 26 27 budget calendar. >> We and we've got an attachment on the agenda for that one. Um, if we can cue that up. While that's queuing up, right, I'll share um that we've uh we've developed um this calendar in mind with trying to have a more aggressive timeline um in in

developing the budget um and and specifically Dr. Lewis's request to the county. Um, so I think it's been increasingly important that we get that to the county a little bit earlier than we have been. Uh, and so we're we're positioned now sort of hearkening back to that conversation about being more proactive and no longer reacting, right?

We're able to get in front of this process early, um, and this goround. And so, um, at this meeting, right, we're ultimately seeking your approval of this calendar pursuant to your policy, um, on on a budget calendar and a budget timeline. Uh and so we are to get this process going um we are asking our colleagues uh to submit uh expansion requests to the finance department um by October 31st um which is couple months earlier than they're accustomed to. Um but it's kind of fresh because we have already have people asking us for stuff now and we have told them hey get that to us um closer to October 31st so that

you can get that in the next cycle. So, um we're we're going to modify um the forms for them a little bit this year um to make that easier for them um and to develop that a little bit better. Um still seeking to have some uh public couple of public hearings in this process and we've got time uh to kind of talk uh more deliberately and intentionally about things that we can do to increase uh turnout and and input from the community. um in in a meaningful way.

Um so and we had a couple of hearings scheduled last time, very sort of sparse attendance and so we would love to see that increase and have more participation particularly ahead of time um so that we we we really do want the feedback uh so that we know what's important to the community. So we've got time to um get in front of that this year and and do some things to spur that participation. Um, our goal is to unveil sort of the first draft of Dr. Lewis's

recommendation at the December 11th work session. Um, and and I'm using sort of the term draft this time sort of with the knowledge uh that this will be our first time carrying the budget uh through the meet and confer process um with DAE. And so we are um I'm sort of advised um Dr. Lewis that we'll need to contemplate a meeting u with them in early January specific to budget and finances.

so that we can receive their feedback um to that draft. Uh and then we can have time to consume that, digest that uh figure out what we'll do with that feedback at that point in time. Uh and then from there, uh you know, we'll we'll share that feedback with the board that we received to make sure you're aware. Uh in the middle of February, it would be our goal to bring the draft back in front of you. um it's likely that it will incorporate some changes or an enhancements that come as a result of that process. Uh so um we just want to lift that up that is a little bit different this time uh than what we saw

um in the previous cycle. And then um ideally we'd have board approval um at the end of February versus the end of April um to try to get that in the county's hands by March 1st uh and and continuing to be partners with them. Uh so um really sort of all I wanted to say about that and and happy to answer any questions and receive feedback ahead of you adopting that calendar. >> Thank you, Mr.

Teter. It took my took me a minute to make sure that we are working on the 2627 budget in 25. Yes, 2526. Um I have a question if no one else is I'm looking around hoping that everyone else is jumping in but no.

Okay. So this to me is accelerated and that is I have mixed feedback to that. Like here we sit now with no state budget. We got a little mini budget where some people got a little bit of a

paystep increase. Some people are still waiting. We have no idea what's going to happen and we're in August and so I know that our MR this our county kind of has us give them a draft uh by March 1st but I've always thought of that as a draft. Statutoily we have till May 15th.

And so I I'm the part that makes me uncertain about this calendar is the the um that time in between them and any any information that we would have that that would further change our need to adjust a budget >> um and needing to wanting to hold on to that window if we can in some way. But um I'm just going to put that out there for others to think about as as we go forward. I saw Miss Chávez has a question and then other folks in the room. Right.

Thank you. Um so glad to have this um calendar. Um I don't and just in

response to what you shared, Miss Byer, I don't know if I have exactly the same concerns, but it is an issue uh or I I do think um aligning what we're doing with the state is a continual issue. So um I'm I'm not sure how to solve for it, I guess. um is what I would say. But um I did want to mention I I'm glad that Mr.

Teter you said something about really advertising um these hearings and getting the word out and um and I hope you know that we will gather that um the input you know proactively um this time around for both hearings. So that's um that's great. And um I also I wanted to go ahead and make a motion to approve the 20 26 2027 budget timeline. >> Second.

>> Thank you. It's been moved by Miss Chávez and seconded by Chair Umstead. Um and I see Miss Carter. Miss Chávez, are do you have other discussion before I move to another board member?

>> No, thank you. Um, >> okay. Thank you. >> No, thank you.

>> Um, thank you. I was um just curious to hear uh Mr. Teter's response to the concerns that had been voiced because I imagine that you might have something to share with us. >> Right.

I would um I totally understand the state piece and then and um equally frustrated uh that um counties and school systems continue to comply um with deadlines that are prescribed for us in general statute. And then we and we continue to operate in that space uh when the state for more years than not, right? They they've not delivered it on time many years in my career on their end of the deal. And so that that has been a juggling act for us for a while. Um you know, I've you know, we've seen

some years where um shockingly they did get it on time. Uh we've seen some years where it was late September, late October, December, and some years that they kept trying until May and just gave up and and we just stuck with what we had. And so it's hard to say um what will happen this time. And so we um I you know, I think we just sort of plan and and and we forecast the best that we can.

And um we always I guess uh reserve the right to bring this back to modify it if we need to push it out a little more, right? " um if we had some extenduating circumstances. Um in I guess in a normal state cadence, we would have already had uh or in a in a in a proper state cadence rather, we would have the

two-year budget in hand. And then throughout this 2627 process, we'd be waiting on them to make modifications in their short session to see if anything um changed uh for year two of that. So, um I just think we'll um just sort of commit to planning the best we can and and I think making sure our county partners are aware. We've very much been forced into an environment of forecasting um in in a conservative way um while we wait for the state to do its work.

>> Thank you. Yeah, I appreciate that. And I think um I like the idea of planning for it to be early and then knowing we can modify it because then it gives you wiggle room. It's like I plan to get somewhere at 5:30, but I really have to be there by 6.

Feels more comfortable for me. I might have to do that sometimes. Um I um Oh my the only other question I had was or comment plus question was excited about the um plans to engage the community. I can't

remember a budget hearing. Maybe I'm just not remembering correctly, but I can't remember one in my time here that was well attended. So, um I'm glad we're thinking about that right now and trying to think about ways. I don't think it's because people don't don't care.

I think there could be various reasons that um they haven't shown up. So then that is related to the timeline or the timing of them because it looks like they're attached to work sessions and if we do a good job of getting people there, do we really want it attached to a work session >> because that could be a long night and maybe that could be room maybe there's room for flexibility there also? >> I agree. Yes.

And I do think um we um still have we have opportunity. I know we we touched on this last year um and I think just due to con timing constraints um right we it was hard for us to proactively plan the last cycle to do something special separate from the the typical board meetings. Um, and so I think we've got some time to brainstorm an additional date to also insert in here uh where we do something that's

sort of isolated that's budget specific. Um, and then but and certainly um not married to these public hearing dates, right? We can we can move those if needed. Um the only thing I have seen in my career um that have made that's made the turnout high uh is if we're recommending something uh that people don't want to see cut, right?

I think that always seems to bring folks out. Uh so I don't know. Yeah. So we we're going to we're going to work on that uh and work on some strategies on that.

Um, here >> what was I remember 2024 the budget hearings were well attended >> um for for many reasons I think including there was a lot of things that people wanted to see in the budget and wanted to make sure that we took a big ask across to the county. Um I would I think I agree with Miss Carter Autton and maybe would love for us to just put a hold on a date that's not a work session date >> now so that we're not trying to scramble to do that. um later and then we can

just hold that and if we need it, we use it. If we don't, it's easier, I think, to drop it off our calendars and to add it at the last minute. Um, I think this will be challenging and it'll it'll push us all up a little bit, but I I think that could be helpful. Um, and have us thinking about next year's budget already, like it's time to have that conversation.

I guess as I've sat here wondering about my initial concern about this February 26, I think I'd be great with it and ask my colleagues if we could make it say like authorize initial funding requests to the county commissioners or some like >> draft initial something that makes it a little more clear that we might have some flex. What what concerns me greatly is that that is also the window when other growth expansion requests are coming into the county for them to evaluate. So we're competing with maybe

the sheriff might have something or the library or derm techch or what you know that we want to make sure that we're in the mix too not we told them too early we only need 2 million extra and we need end up needing 20. I I don't know. I just that window still concerns me as being we cutting ourselves off potentially without full information. I don't know just I mean theou hasn't been revisited in a little while so we can revisit that. I do, if I remember correctly, one of the reasons why we wanted the request in early is so we were on the table with all the other requests that they had and as they planned for when their um budget presentation was going to happen, they had DPS already versus I think there were times in the past where the budget presentation was getting presented and DPS's request had not made its way fully to the county manager yet. And so I think I don't know if two weeks or in mid-Marchch or late March helps, but we

could have some of those conversations. um with them as well. >> Miss Herald, and >> could you could you suggest your wording again on how you were thinking about that? It sounded like to me you were saying that we could maybe phrase it as like a a first projection or something like that.

>> Yeah, I was just That's a good one. Authorized projected funding request to county commissioners. And uh Miss Chávez has a hands up, so she probably got something wiser than I have. is Oh, sorry.

I wasn't sure Miss Herog was was finished. >> You can go ahead. Yeah. >> Okay. Oh, well, I do not have something wiser. So, I think um I was just going to say I would accept a friendly amendment to my um motion if there is language that we all feel comfortable about with um you know regarding the initial or projected funding request.

>> Thank you, Miss Chávez. Miss Heragoff, I didn't mean to cut you off. I don't have the motion in front of me, so I don't want to misstate it, but I do like the idea of it being because that's um what I understood it to be that early on. I agree with Miss Carter Autton that I and and with Mr.

Peter um of being able to think about these things earlier and have some flex time for you know amendments need to be made but at least having a a picture a good solid picture. So my understanding was that that February date would be an initial project you know our initial projection um by way of by way of by way of till we get to the final projection. So, I I like that language if that works. And if somebody else could state it with that language, that would help me because it's not in front of me.

So, I heard a motion earlier from Miss Chávez who to approve the 2627 budget timeline and a willingness in a friendly amendment to insert the word authorize initial funding request or projected funding. Would Mr. Mr. Malone, does one of those make more sense to you than sorry.

>> Initial is what I am gravitating towards, but I I think either one works in this context. >> Okay. So, is that amendable to vote that? Are we at the point of voting and moving?

Yeah. Okay. Um, Miss Chávez, we'll start with you. This is Emily Chávez. I vote I >> I and it passes 6. Thank you so much for

getting us ready and getting us ready early for this budget timeline. Mr. Teter, that brings us to classified salary study timeline. >> Uh thank you.

I think this item also has uh an attachment that we'd like to bring forward uh to the screen. Um and so I'll just share this is um right this is this is related to remarks that we've made throughout the last budget process. a comm a commitment uh from staff uh to take a very careful look um at our classified salary compensation in Durham public schools and and our um and our belief that we can do this internally um and and make improvements upon uh our current situation um and so with that timeline um sort of recognizing um right this is also married to the budget calendar that we just discussed uh and that arguably you know this has the potential to be the largest expansion item in 2627 process uh depending upon right the results of our review. Uh so

um you know we we saw this draft um at the August 5th cabinet meeting. Um August 5th we also touched on this timeline in the agenda review process for this meeting. Um on the calendar right we're seeking your approval to sort of move forward uh with those prescribed dates. um August the 18th, um we are seeking to release uh a survey to our classified staff um in order for us to start uh gathering data and insight uh from them u so that we have as much information as possible while we undergo this work.

Um our target is to have those back on September 2nd after the Labor Day weekend. Um so allowing uh a couple of weekends there in the mix so that they can have as much time as possible. uh to concentrate on that and give it the fullest thought uh possible. Um we're working with human resources as a collective uh across departments making sure um that we have um updated

job descriptions uh for our classified positions and those are where they need to be. uh that that's going to be sort of an important uh data point for us as we triangulate uh between the surveys, what we know about the market as well as what the job descriptions actually say here in Durham. um the 25th of September at that evening meeting we're uh planning to share an executive summary of what we received from the classified uh survey um just to give the board a sense of some trends of how people are feeling uh and and and what other patterns we might see from that component of the study. Uh on October the 9th, uh we'll be um seeking to unveil uh for the board uh some proposed schedules um that that really address a couple of different elements um one one element being uh addressing the the compression issue um that the board has heard about at a number of public uh comment periods. um as well as evaluating um positions for appropriate

placement uh on grades in in in the salary schedules and making sure that it's in it's in line with the complexity uh of the responsibilities as well as in line uh with our um perceived peer and aspirant uh employers. Um on October 23rd, um we'll review all this again with the board, um and and fine-tune that with any recommendations, suggestions, questions that we might receive have received from the 9th. Uh and we'll be looking for your permission to incorporate that uh as an expansion item in the superintendent's recommended budget so that we meet our own deadline of October 31st for expansion items. Um, and then as just a reminder here on that calendar, uh, that December 11th is the target for us to unveil the first draft of Dr.

Lewis's recommended budget. Um, where I imagine this will be the item that garers keen interest. Um, and so that that might spur that uh, public hearing participation that we were just talking about with the knowledge um,

that this is going to be a really important um, aspect. And so, um, just in addition to these dates and these targets that are outlined, uh, there's going to be some really important analysis that goes on, um, behind the scenes with us, evaluating compensation tables from other employers, uh, evaluating those survey results, uh, having interviews u, with staff when necessary and with supervisors when necessary uh, to seek clarity. Uh and so we will um in between all these dates, we're going to be engaged in those activities to make sure we can bring you the best report possible. Happy to answer any questions that the the board might have at this point.

>> Homestead, >> I'm really excited about this. Glad we're making it happen. I feel like I talked about it all spring. um for some of our classified staff members who might not be assigned a laptop, how are we going to make sure they have access to this survey? >> Yes. So, right, we see that very commonly with our skilled trades and

transportation, food service staff, right? And so we'll work very carefully with the office of public affairs and those supervisors to make sure that we have mechanisms in place uh to to garner participation there and and and that's certainly uh a a sector of our employees that we're going to monitor the participation especially carefully uh because we we do we definitely do want that participation and we know that's a vulnerability for us in terms of participation. So um we're going to be all over that. I will say the platform that we're using is very mobile u mobile friendly for cell phones and we can also ensure that departments and schools have dedicated devices uh should our staff need to need a laptop to take the survey on.

>> Other questions colleagues chavez I I so appreciate uh Mr. Peter you taking the lead on this and being able to do it in house. That's that's going

to be an incredible gift to to our employees and and being able to expedite it. Um I see the date of September 2nd for response is due back which seems really close to the beginning of the school year for folks and especially if we don't catch them um until closer later, you know, in August. Um will there be social media push out in other ways? Miss Cooper, maybe that's a question for you.

I'm sorry you um besides it's besides the email and the the notion of text um >> um good evening. We can certainly look at other avenues for communicating with staff regarding uh the survey. We typically have not leveraged social media especially because this is only for a subset of our employees but we can certainly um continue to strategize with Mr. Teter and Miss Harrell Goff regarding how we ensure that all employees that are impacted by this have the opportunity to participate.

>> Thank you. I know y'all will figure it out. I just um and maybe it's colleague

to colleague. I mean maybe it's within departments that folks get the word out and 100% participation compete about it. Yeah. But we we really need to hear from folks.

Um that's going to be critical. Um any other Yeah. Sharon said, >> I I would like to add we have seen success with direct text messaging campaigns to employees regarding um various things that are happening across the district and that is certainly something that we will utilize this time to ensure that it gets to everyone. >> Thank you.

Yeah, this is related August 18th. Will everyone be back on August 18th? >> That is Yes, that right. That's the first uh teacher work day, right?

So, so all calendars of employment should be back uh at that point. Y >> this is an information item for us here this evening. Do you need any action on

it? >> I would love your approval. Right. We move forward uh with the calendars outlined if possible.

>> I would welcome a motion from colleagues. I'm >> Yeah, >> sorry to jump in. >> Oh, sorry. >> I missed your text, Miss Chávez.

Sorry. Sorry. >> That's okay. No worries.

Um I had a I had a question first and or a comment question. Um I just wanted I kind of mentioned this last week, but um I'm interested to know what um what our goals that we are trying to accomplish by the classified study are. what we want them to be. Um I'm interested to know what my colleagues um thoughts are about that because there are a lot of different things that we have tried to accomplish through various salary studies and the attempted implementation of those attempted or or

real implementation of those. So um you know I think there there are just a lot of things that we often try to do with um you know our our wages, our salaries. So you know I think we we talk about being competitive, retaining staff which is part of our a major part of our strategic plan. Um also um addressing compression um also um paying market wages like beyond you know other school systems like for you know these roles and um also you know raising to living wages being competitive with similar with um county and city jobs and that kind of thing. So that's my comment slashquest. And I'm interested to know what we're what our goals are what when we'll have more conversation about that.

>> Yeah, Mr. Teter has thoughts. I I appreciate you um bringing that back into the space, Miss Chávez. That's super important.

>> So, I think certainly first and foremost, um right, we we want we want to address the comp the compression issue um that we've heard very loudly and clearly u from our classified staff. Make sure we give that a proper look. I think too just from a clarity perspective and an operational perspective um making sure that the schedules that we put in place at the conclusion of this study are clear they're easy to follow people know what it means um someone coming to Durham knows what it means um and and can ascertain if they're willing to come to Durham for that compensation um and that we um sort of uncomplicate uh how we have to process things in payroll and HR with this notion of uh legacy differentials. Um you know evaluating folks against three previous salary schedules, right? So just really try to simplify this, streamline, improve it. Um but also keeping in mind um that we

have to as we've talked about with teacher supplements, right? And and our if we're not making progress, we're falling behind and we're it's the same reality for classified pay. So, we want to keep that laser focus u making sure that we're competitive and um just really sort of um echo sort of loud and clear that we know we have some work to do in the living wage space um and trying to keep pace with uh the inflation that we've experienced um over the past couple of years. Um, I think also recognizing we may go into this, um, and depending upon how the the the budget process goes, we may not have enough money to do everything at one time.

Uh, and we may have to contemplate prioritizing it over a couple of years, taking care of the most pressing needs or the greatest disparities first and and and working through that and setting priorities, right? So we've certainly seen that with um salary studies in other districts where it's taken a couple of years to fully execute all the recommendations. So um so just really

multitude of concerns and and uh want to make sure that we've got at the end of the day salary schedules in place uh that help us to continue to invest in that next generation of staff that we've been talking about. >> And I think it's just just that being responsive to our staff, valuing our staff. um being able to invest in our staff from a uh retention standpoint and also being able to to recruit, but most importantly to ensure that we are um competitive in terms of our our our wages. And then obviously the data from this will help inform our our upcoming budgets.

And so I think it's it's it's a part of a bigger picture that we're trying to accomplish here is is to uh invest in our staff. What we heard um even during the listening learning session when we heard from the um uh the survey for for our budget priorities last um well this past um school year is that we need to invest in our staff. is one way to do this in the broader picture of ensuring that we are um competitive competitive with our our

counterparts, but then most importantly making sure that we are on the right path to ensuring that we are uh the premier school system in North Carolina. >> Thank you. >> Follow up. Yeah, >> I just wanted to say yeah, I think that um having I appreciate you all sharing um Dr.

Lewis and Mr. Peter um what you see is the um goals or some of the goal key goals of this um project and I think those will help us to prioritize the changes that we make um you know this year versus next year looking in the in the future since um as you said Mr. cheater, we will likely not be able to um make them all at once. Um and and and I look forward to the information we gather from that survey because I think that um sometimes I do think sometimes we're um we can be detached from the realities that some of our staff are experiencing.

Um but hopefully that will be bring us closer to their experiences um in all sectors of our of our district. So, thank you. >> I appreciate that, Miss Chávez. I think um when we talked about this previously, you helped me remember that we do want all of the things.

We want to address the compression. We want to address um the living wage at the at the bottom and lifting everyone up. Um we want to be the most competitive and we want it all. And then we we struggle and and I do Yes.

Chair Mstead wants clear clarity for staff so that they know what they're getting paid so that we can deliver on what we promise. Um I do think Miss Chávez, you reminded us of how helpful that um exercise that we did in the spring with um budget priorities and the spreadsheets that Mr. Teter developed for us as we and the cabinet worked through different scenarios. And so that kind of work I think was helpful and be

helpful for the public and and meet and confer team and others to do that kind of hard work as we all lean into Durham values together. Other comments from folks in the room, Miss Chávez, you otherwise you do would would like some action on this, Mr. Teter. Yep.

I' moved that we approve the classified salary study timeline. >> Second. >> Been moved by um Chair Mstead and seconded by Miss Harold Gooff and Miss Chávez simultaneously. Um any further comments?

If not, Miss Chávez. This is Emily Chávez and I vote I >> I >> I vote I as well. It passes 5-0. Thank you so much, Mr. Teter. And thank you for getting us to your final agenda item.

Thank you. The the mini budget and the supplement updates. >> Uh so we also have a presentation attached to this one. Um, so, uh, I wish I wish the first part of this was a little more heartwarming.

Um, so we do, um, right, so the general assembly did through House Bill 125 put in place a a mini budget that the governor, uh, ultimately signed with a, um, significant amount of protest um, regarding it shortcomings or regarding the general assembly shortcomings uh, for investing um, in in employees. And so on the uh on the next slide uh we just sort of bullet some really key points of what it actually does. Um and so at this point it does not include any across the board statemandated raises uh for employees unfortunately. Um it did it does allow for school systems to move forward with advancing u our certified employees um where applicable to the next step on the schedule. Um that still

is not exciting news for some certified employees. Uh if they are making their if they were on step 15 to 23 last year as they advance to their next step that does not mean a financial gain for them um in their pay because of the way those schedules are structured. So um so that remains a challenge. 67% uh and the amount that we contribute to the state health plan per year for an employee from 8,95 to 8500. Uh really at this time it's really important to note that this um is a separate issue from what our employees will be expected to pay into the state health plan um in the next few months. Um, so we're expecting sort of some final action uh on what the salary band model is going to look like um that affects uh the employee

contribution to the state health plan that comes out of their checks. Um I've um really struggling with the idea that some employees may be paying more into the state health plan and they don't yet have clarity on whether or not they're going to have higher pay in tandem with that. So, um, so just so we're we're prepared to communicate around that. Um, so once that's formalized and we know what employee contributions are going to look like, uh, we'll develop some communication and just make it abundantly clear that this was a state treasurer and the state health plans uh, board's decision, right, to to make those changes. um we've had to do um related to that quite a our IT department receives a lot of praise and credit uh in in tandem with our payroll department and benefits teams u to even get the necessary reporting in place for the state of North Carolina uh and the health plan to be able to determine what our individual employees are going to have to pay in. And so we've had to make

some significant modifications to the data that we share with the state health plan in order for them to see that happen. And I would be remiss um if I did not uh publicly thank Paul Mumbi and his team uh for everything that they did to help us get that information ready for the state health plan. Um so it it was a huge ask of school districts across the state to make that happen. Um uh on the next slide uh we do try to move into some more joyous news um in that the board um in in in our conversations with the board through the budget process. Um we um sort of reached some consensus on on some expansion items um that for simplicity of payroll we would like to move forward with putting in place sooner rather than later. Uh so uh landing at a 500 per year or $50 per month uh increase um in the certified salary supplement schedules uh also including our nurses um now that they are part of that

effort. Um we want to make sure we have that right on the first go round. Uh this time we would also like to launch the $200 per month uh salary supplement for bus drivers that we've discussed throughout the budget process and get that started in short order. Um we received some really good uh board questions ahead of the meeting about sort of the timing of it and sort of the why behind that and and the contemplation of the different calendars.

And so u for simplicity and to be able to treat sort of bus drivers the same way, we're looking at the September through June pay periods to manage that. Um those are 10 consecutive months where all three of our calendars for payroll have all the bus drivers driving and so there's uh a perfect intersection with all three groups at that time uh where we can take care of that. uh another space where we want to make some improvement um to uh sort of simplify things for our dually employed bus drivers. Um right so this um their

day jobs or their primary jobs are typically once a month paid once a month um and the bus drivers generally are paid twice a month. Um and so as we executed those changes last year, um them getting a separate check um for their bus u really sort of complicated sort of the tax withholdings and maybe made that not the most ideal situation for our dy employed bus drivers. And so to make things smoother for them and to make that easier to process, uh we'd like to fold them into everything happening with their one check so that there's not as much of a hit um in our payroll software uh in processing the withholdings. Uh so um just wanted to lift that up and just have that out there in a public way that we want to do that to alleviate that pain. Um I also share just in terms of what we might expect moving forward. Um, it's possible that the state may still adopt a full budget that will increase pay.

We're going to continue to monitor that. I think, as I alluded to in the budget calendar conversation, we've seen a lot of different scenarios pan out over the past to include nothing happening uh to um putting raises in effect in October, retroactive to July, to putting raises in effect with January, and you only get it for the second half of the year. Um so just all sorts of different approaches the state has taken uh with tardy budgets. So we're going to watch that.

Um internally in the finance department we are evaluating what resources we have. Um this is particularly challenging. So when we anticipate state raises um we also factor in or account for state dollars that will follow that in order to help us make that happen. And so when we go through our budget process, we budget for what our local responsibilities will be for that share of the increase. And so that's what we have to work with in the absence of a statemandated raise. Uh

so we're um with the the passage of this mini budget, it does help to settle up some state funding issues that were in limbo. Uh and we'll be able to evaluate how much we could do locally. um and and would look to provide an update by September the 11th to let the board know what our assessment is and what our options might be if Durham wants to act uh in the absence of the state taking some kind of action. Uh it just feels really important to let our classified employees know we're thinking about them and we do not want them hanging in limbo for some prolonged period.

Uh if what we do ultimately matches or exceeds whatever the state decides it's going to do, we're we'll be compliant. Um if we come if we come in less we'll have to take some action. >> Sorry you had a slide. Next slide please.

Yeah. >> Next slide please. Right. This is what I've been talking about.

Yes. Thank you. Um so um just want to lift that out there just as an update. It feels um very important to communicate that um for everyone that that's listening. So

um so ultimately as a part of this um right we're seeking we're seeking board authorization uh to proceed with increasing uh the certified and nurse supplements by 500 per year or $50 per month and then to initiate the $200 per month bus driver supplement for bus drivers uh who are driving a regular route. um and also to proceed uh with that modification and how we manage the dually employed bus drivers to make that a little more beneficial for them. Mr. Teter, thank you so much for um helping us lead through this time while we wait for the state to go back over there and finish their work.

Um, Miss Chávez, you had a question. >> Yeah, I just wanted to say um thank you Mr. Teter for this outline and I want to go ahead and make a a motion to um

approve a local salary supplement for um cert certified staff on the um state certified salary schedules and nurses by $500 a year. begin the $200 per month salary supplement for bus drivers. And I think this needs to be included as well. Um allow for duly employed bus drivers to be paid once per month.

>> Second. >> It's been moved by Miss Chávez and then seconded by Miss Harrell Goff. Miss Chávez, did you catch nurses there in the $500? Yes.

>> Okay. So, thank you for that. Other other discussion on on this item. >> If not, oh no. Chair

>> got all the questions. Uh Mr. Ter, you earlier um in the spring you had us work on a a simulator tool and so we were playing around with different supplements or um based on the amount of money that we received. So how will taking this action today impact some of those other >> items that we were >> Great question.

Right. So these two particular actions are in alignment with uh the consensus that we saw with the board and and cabinet uh and would not impede our runway to execute some of those other items with future action steps. >> Can you share the consensus with us? >> Yes. Uh so we um so first and foremost um eval we evaluated teacher supplements. We landed at an increase of 500 per year um rather than sort of the initial effort at the 700 in order to try to make as many things happen as

possible. Uh we landed at uh 200 per month or 2,000 per year for bus driver supplement changes or or to initiate that program. Uh we landed on a continuity of the mast's pay local mast's pay initiative plus social workers. Uh we had a number of curriculum and instruction items that are going to require sort of separate action for the board um because of the the value of those contracts.

Right? So continuity of the rethink ed curriculum that had previously been funded with esser dollars. uh continuity of our relationship with the center for child and family health that had previously been erunded. Uh and then our relationship with Panorama was approved in May with the contingency that local funds were available in order to make that happen. Um so thanks thanks to Dr. King and his team um that contract that was originally on track uh to be 311 for that dropped to 278,000.

Um and so we've gotten board action on that on May and it's staff's opinion that the local funds are sufficient to continue Panorama um and sort of dovetail on the action that the board took around that in May. Um that model also included an increase uh in EC funding by 1,107355. Uh and so we would uh formalize that. Uh so in in in a very soon board meeting, we'll transition you away from your interim spending resolution that you adopted at the end of June and bring you to a permanent budget resolution um that will match our books. Um and we will um that's going to include that additional EC funding to make sure that that's memorialized um with the budget resolution. Um, we also had uh a smaller item at $150,000 for the arts um and an instrument refresh and and there were some also some drying racks for arts programs in there uh that we landed on

including um in those efforts. Uh so largely everything that we set out to do just with uh slightly lowering the teacher supplement amount to try to satisfy the request. Not to mention the significant amount we pass on to charter schools. Um and uh we can if the board would like right I have a few remarks about the continuation component of the budget um that feels pertinent and so um you know we did in developing that we we made forecasts not knowing what the state would do right we assumed um and plan for a 3% state uh raise um based on things that were proposed um but ultimately have not come to fruition.

We were sort of spot in the middle of those proposals. So, we felt good about that. 25 margin. 67 with the mini budget. Uh, we forecasted

that health insurance would go up to 8,695. It came in at 8,500. So, those two those last two line items, right, the retirement and the health insurance coming in below our forecast does give us some breathing room, right, in our local work. uh as we contemplate what we do with compensation.

So, just want to share that with the board uh where that's concerned. Uh so, um in the absence of a state raise at this point, I feel pretty good about where we are and and um all of this, it's really our lone wrinkle um for me is the the absence of the state doing something uh for compensation. Did you finish your comments? Do you have other thoughts that >> just email all of us that um >> happy to >> that consensus?

Thank you. >> Yep. >> That that's super helpful. The the the agony is the certified folks are getting an increase in their supplement and some

of them as determined by the state also moving a step based on this mini budget and our classified are needing to hold while we continue to evaluate internally what we can do with local funding because the state has not taken care of our classified >> staffs in any way. Um, so September 11th, you will bring more information and the the message that you're sending out will go to all staff letting them know this is the plan. How are y'all thinking about messaging? >> Yeah, I work airtight with Miss Cooper and so uh we will make sure that that's communicated really well as a followup to this board meeting. And so we we recognize, right, the finance staff recognizes the urgency of the circumstances around classified employees and and the optics. And so we're um we're committed to having that evaluation intact uh to where we can make some meaningful recommendation uh

for those employees by September the 11th. >> Thank you so much. There is a motion on the floor that we approve the recommendations of administration on in regards to the mini budget. Um, any further discussion?

Not Miss Chávez. >> This is Emily Chávez. I vote I >> I >> I passes 6. Thank you, Mr.

Thank you for your leadership. >> Thank you so much. >> Shall we plow through or do folks need? Yep.

Birthday girl says yes. All right, let's keep let's keep going. And and with respect, we've got 15 minutes on two items and then we need to take a vote on the audit, which I didn't

remember when we were on the audit and we'll just um make that formal vote at the end. Um yeah, who's got the Dr. Giovani. Thank you.

>> Good evening again, board members, Dr. Lewis, members of the community. I am if you could Miss Smith are you able to pull up the precise I'm not sure if I sent it in the right format I apologize but while she's seeing if she can do that um what is before the board today is a contract for um project management services with 35 North uh the present if you will recall Scott Mcinty was here earlier presenting from 35 north the board entered into an interim contract with them with 35 drive north to manage the 35 DSA and the Glenn projects back in April and that contract is coming to an end in September. And so we want to continue ensure continuity with the

projects at Glenn and DSA as well as continue work and have their expertise assist us on our other 2022 bond projects. It is before the board and recommended and requested by administration that the board approve the contract for those services with 35 North in the amount of $6,4918 $491837. Thank you >> you Dr. Giovanni.

Any questions on this contract that is before us? If not, I would welcome a motion. I move that we approve the contract amendment for 35 North staffing staffing plan proposal for the 2022 bond and building program. >> Second. >> Second.

>> Thank you. It's been moved by Miss Harold Gooff and seconded by Mr. tab that we approve the contract amendment with 34 North staffing plan proposal for the 2022 bond and building program. 35 North who' I call them 34.

No, no, no. They're 35. >> That is down. They Exactly.

And they're working over at Glenn 247 right now. >> Miss Byer. >> Yes. >> Just for clarity sake, Mr.

Malone did point out it's not an amendment. That contract is expiring in September. This is a new contract. So I ap I think the precise is incorrect.

So I apologize. Just want clarity again. >> That's great. So we would miss her golf, your motion would be amended to say you would approve the contract >> contract the the new contract the new contract the new 35 north staffing proposal plan contract. >> Thank you.

Having any further discussion? Let me say it again. >> Just get a updated proceeds for the records. >> Yes.

>> Thank you. We will. Yeah. Miss Haraga, >> Miss Carter, double names over there.

Sorry. >> Um I was wondering there was a presentation that was attached to this, right? Is that why it's called corrected 8:14? Is that coming back to us or that's >> Yes, that was an outdated um initial overview presentation that was not meant that was um completely internal was not meant to be shared but it will be coming back to you.

We are meeting with board leadership and 35 north and to get some clarity around that and the board should have it in the next few weeks. I don't want to promise a date certain, but understanding the urgency around our 2022 bond and then the next presentation, as you're aware, is the CIP. So, we will um I anticipate getting guidance from board the board chair and

vice chair on Monday and Mr. Malone as well and then being able to set a timeline for us to bring back that updated presentation and correct and accurate presentation. >> Okay. All right.

Thank you so much. >> Thank you. >> Thank you, Miss Chávez. I just wanted to ask that we add the the actual amount contract amount to the motion so that it's on the record.

>> So should should I do a new motion or should I can we amend and add was it was I had six was it 6 million >> 6,491,837. Would you accept that amendment into your motion? >> I accept that amendment into my motion. >> Perfect.

Thank you, Miss Chávez. Any further discussion? >> I can restate the motion. Let me give this a shot. Okay. So, I make a motion.

We're making a motion to approve a new contract with 35 North staffing plan proposal for the 2022 bond and building program for the amount that Miss Buyer just said, which was >> 6,400 6,491,000 >> 6,491,837 And Mr. Tab accepts that mot. Seconds that >> second. >> He seconds it.

He He's in. He's in. Thank you all. If nothing further, we'll call the question.

Miss Chávez. >> This is Emily Chávez. I vote I >> I >> I. The motion passes 6. Thank you all so much for bringing this

updated contract. And then the CIP task force. >> Yes. Good evening.

I'm going to introduce uh Miss Devin Mitchell, the director for school planning. Just um she's going to present an overview of the CIP very high level overview of the capital improvement plan process. What administration is requesting of the board this evening is for the board to appoint two board members to serve on this task force and do want to Mr. Malone did um reach out to me earlier and wanted to make sure that the community and the board was aware that as the board is appointing these that these are going to be public meetings and they will be noticed um with agendas and the public would be welcome to attend these meetings.

And with that, Miss Mitchell, please proceed. >> Terrific. Thank you. Um, good evening board members.

Good evening, Superintendent Lewis. Thank you for having me this evening. Um, tonight I'd like to just review with you on a on a very broad level the uh the scope of the

task force, the timeline of our task force, and the proposed participants in the task force. Um on the next slide you'll see a list of um the composition of the team that we imagine for the task force for the capital improvement plan. Um you should have all received uh an attachment of a list of individuals that are tied to each of these um positions that we've identified. One very important um component to this task force is that we are going to be speaking and reviewing um every school in the district and looking at a series of um issues that we may not have looked at over the past 10 years.

So we're really looking for a group of individuals that have a very broad range of knowledge of our school facilities and also rep represent diversity in the types of knowledge that they offer. Um the composition is 12 to 16 members. In

the list that you received of individuals, the two areas where you did not receive um individual recommendations are the board members. Um we are requesting two board members to participate as part of the task force and we're also um seeking community members as part of this task force as well. Um and we have been doing some uh some research on who we would want to participate from the community. And um just to provide some background on that um as part of our extensive work on the learning environment guidelines last year, we did engage community and community organizations um quite extensively to get broad feedback. Um there were a number of community organizations that participated in multiple events um and and representing a strong diversity within our community. And so the organizations that we would like to reach out to um for representation would

be um together for resilient youth um the 40 deadres organization um the El Centro Hispanico organization and the LGBTQ center of Durham. Um, all of these or three of these groups participated in a variety of engagement sessions with us, providing really valuable feedback to our facilities and to how we plan and program for uh for our community. Um, and and could offer some really good strong information and guidance um as all of these organizations are actively engaged in in a strong um a strong representation at our schools. So that's the uh the complexion of the team.

If we talk about just overall on the next slide, just a really broad overview again about the capital improvement plan. This is our road map. It's our north star for all future um deferred maintenance, modernization, and new construction

projects. We're looking at a 10-year window. Um, and it this is really an opportunity for us to take a hard look at our assets. Um, and to ask questions that maybe we haven't asked recently.

It's an opportunity to um, evaluate our longer range goals. Um, so thinking, you know, out to the 10 years, but thinking larger about our, um, portfolio of assets. Um, and it's also going to allow us to understand our financial need. We have had preliminary conversations with the county um about how we want to approach um the bond next year.

Um and so part of that will involve um them reviewing on a school-by-school basis all of our plans and all of our financial um anticipated expenses and uh an outlay for the projects. Um in addition, why why is the capital improvement plan important? Well, it's very important for us to bring equity to our schools. We have over the past several years um brought new schools

online. Um in the last 10 years we have uh touched some schools but not all and we've heard within our community a strong desire to touch every campus um and that all of our scholars deserve uh great schools and so it's a very important part of our overall plan as a district. Next slide. So as a task force what do we want to accomplish?

Um there are a few key things. The first one is to develop an objective criteria for each of the categories that we'll be evaluating. Um if you look back historically across decisions that have been made regarding um capital improvements, um not all of those has have followed a clear pathway that we could easily point to and describe how we arrived at decisions. So as we begin to evaluate each and every category, we want to make sure that we're using objective criteria that we can explain to our community how decisions were formed and how schools

arrived on the list and where they arrived on the list of priorities. Um secondly, it's going to give us um uh an individualized priority plan for each school. Um, so as part of this process, we will have uh a 10-year plan for each school, where projects line up in that plan, and they will have been um determined in an objective way. And then finally, it's going to give us that realistic funding um that we need in order to um project our need and to project our ask from our county and our community.

Um so, what's this going to tee us up for? It's going to tee us up for all those conversations about the bond next year. It's going to set a clear trajectory for um achieving goals for deferred maintenance within our district as well as um broader plans for modernizations and new construction projects. Um and then finally, it's going to allow us to to communicate transparently um with our community. Um part of the goal is the of this is for

our community to understand where their schools line up in terms of um school improvements and what's coming in the future. Next slide. Um, as you may recall, I shared this slide previously with you, but these are the the eight buckets that we'll be reviewing as a CIP task force, and we'll re be reviewing those, looking across all district assets. Um, seven of the eight of these we'll be reviewing um extensively in our group sessions.

We'll be looking at projects that were unfulfilled from the 2022 bond, if those are still valid. Um, and we'll be looking at our aging facilities. So, all of their that great work that we did. Um, looking at um the 10-year plan and the $965 million need for our facilities.

Um, how we prioritize that and how we determine what schools go first. Um, will be part of this task force. Um, we'll also be looking at growth and um future uh need within the district. That'll include things like

land banking. Um it'll also include looking at our trajectory for our student population um and where we think new growth may be occurring and where schools may need to expand um as part of this process. Um we'll also look at curriculum and instruction goals. Right?

So we did develop the learning environment guidelines. Many of our schools do not meet our current learning environment guidelines and we'll want to set goals for what things we think we can achieve as part of any upgrades to a school. Um, we'll look at capacity. So, we'll look at schools that are undersized and we'll look to look at schools that are um, uh, beyond capacity.

Um, we want to evaluate those assets within the portfolio and make sure we understand um, if we want to make any changes to our portfolio as part of that decision- making. We'll look at closed schools. Um so we want to assess the closed schools that sit within our portfolio and also talk about um what goals and priorities we may have in the future for how we make objective

decisions when we decide to close a school. What do we do next? What are those next steps? Um so that we are um being responsible within our community with our assets.

Um and then finally central services. So some of our central service facilities have not been touched in a long time. A few of those come in very high on the facility condition index. So we want to understand improvements to our support facilities within the portfolio.

Um and then finally the superintendent priorities. We'll plan to hold that as a separate session. Um but those are really the key areas that we'll be studying in each of these uh in each of these workg groupoup sessions. Next slide.

Uh it if you can go back one other way. Thank you. Um so what does the engagement look like? So to date we've been really working on the data analysis pulling together the types of information pulling information that we think um can be sharable that can be

digestible um and creating opportunities for how we want to communicate and convey decision-m um engagement. the first round of engagement we're anticipating um during August and September of this year um followed by a um uh a second a second round of sessions engagement two happening in October which is really um re-reviewing the decisions that are made in the first session and pulling through those priorities um one more time to make sure that we're all in agreement. Um and then after that, um between December and March of next year, we really will need that time to really develop those school by school plans um and the budgets um associated with those so that in March and April, we can begin to develop uh a uh a report that we can share out and that we can review together as a team um that will then go to the county u beginning in May. The

county has asked us to provide approximately six months, five to six months um to review and to work with them on how we want to deliver the bond. Um they will be the ultimate um decider of the amount of funds and when funds um when we'll pursue funds. And so we will have to at some point work through what projects are going to um advance and and what ones may sit for later dates um within our bond structure. So that's the anticipated timeline.

Of course, during each one of these um uh engagement um and delivery components, we will um plan to engage back with um the team here. We want to make sure that everything that we're talking through and the decisions that are being made are being brought back to the board to make sure that we have alignment with you in terms of the priorities that we're hearing within the task force. Next slide. Um so a draft here of what the sessions

may look like. So um we are anticipating five sessions in the first round. Um those will be approximately 2 hours each. Um once we have the approval of the team um we will reach out for um uh a query for the best times to meet.

m. being a better time. Um, given that this is going to have a public component to it. Um, we've also discussed that um, the sessions could be opened with 15 minutes for public comment. Um, and that we would release an agenda in advance so that our community knows what will be on the agenda so that we can have appropriate um, questions and queries from our community relative to the task force. um the second round which is our refinement those would also be two-hour sessions and those will be um you know taking all of the information that we gathered from the first round and refining it by grade level.

In addition to that, I would just add that um as part of these sessions, we are looking to um use a variety of locations within the community um so that we don't have all sessions in one area, but that we have an opportunity to kind of share in different parts of our community. Um so that is also another goal of this as well. Next slide. And then in terms of our final deliverable, there's really three components to it.

First, there is a a physical report where we'll talk about um the over overarching goals of the CIP, but then we'll also look on a school by school basis um identifying and defining how decisions were reached, what decisions were reached for each school. Those will all have an accompanying spreadsheet with them um that have the 10-year plan for each school. And then as a third component of the process, um we would like to update the district website so that uh parents and community can come online and actually see what is projected at their school, what the timelines are for

improvements, and where their school stands in relationship to others in terms of the priority list. And I believe that's it. Any questions? Thank you so much.

Aton. >> Um, this is all excellent. Very exciting. Thank you so much.

I just had one question. Um, the engagement sessions. Uh, love that you're thinking about the possibility of incorporating public comment and posting the agenda in advance. All different types of things, changing the time to um allow for and even encourage community involvement.

I was wondering to give us a better sense for like what those will look like. Could you walk us through like a sample agenda like how one of those might flow? what might happen during one of those maybe. >> So the first session will likely be different than the other four sessions. There will be some uh uh backstory that needs to happen with the team bringing them up to speed on on what what's

involved in each of those separate areas for consideration and looking more globally districtwide um at what the issues are so that we can make better decisions by region. But in those first five sessions, we will go by region and there will be some uh overall review of the region and then we will go through four exercises for each of the region. We'll split up into groups and we'll take each of those um key bucket areas that I spoke about. Um and there will be associated tasks for each of those work groups to work on and to develop um priorities to develop um what our um how we're going to organize and define um our evaluation criteria and then we will regroup at the end of the session to talk through some of the key things that each of our work groups um talked through. So, it's really um the hands-on piece for each region of the district and to really talk through

every school as it relates to each of these um key criteria for evaluation. That's great. Thank you so much. Something else just came to mind, too.

I'm wondering when um could the board when will the board get updates? Are there um ways for us like will there be minutes taken, summaries of what happens at the meetings that could be shared perhaps during our weekly like written updates that we receive from Dr. Lewis or something that's not too much extra work that keeps the board uh apprised of the progress of this. >> So we could absolutely provide minutes.

Um I think that would be um very achievable. Um that would be one way. Yeah, we are would be required to do so as a board committee. So those there would be minutes that would be provided to the board and posted on board docs with Miss Smith's assistance.

I have a different qu. I was just noting that the minutes would have to be approved by the committee before they're posted. Is that correct? So, it might be a little lag time between when the committee meets and when we um this is really exciting to have this engagement.

Would the this group I saw the date seemed like they're up for just this fall, but would the group meet through November 2026 as well? No, the group will meet through approximately, you know, the end of this year. Um, and then it will really be about delivering what is defined by the group in the report. there there will be extensive amount of data collection and sorting of information to um to coincide with all of the decisions that are made. >> Okay, that's helpful. And then I just had a list of a comment on the list of folks that are involved really great people that are already um suggested or recommendations for the

group. I wondered if we could have representation from our exceptional children's programs. Okay. >> I think um Unfortunately, a lot of times the specialized needs for those programs have not been at the forefront.

And I think I would love to have those folks in the room to think intentionally about how do we build schools and have learning environment guidelines and that implementation for the special needs of that community. And then I also just think about athletics um as well because we know that we've heard a lot from a lot of community members around how we can improve those facilities in our schools. And then I heard that Mr. Tab was interested in this.

I know he would bring the arts perspective which I also think is valuable um on this group as well. I know you I know that you do much more than the arts Mr. Tab but I know that the arts is where your your heart is and your um you bring a lot to the to the table in that perspect I just think having all those different perspectives at the table will be really helpful. >> Thank you.

Thank you. others with questions, feedback. I it

Miss Chávez it. Sorry, I was texting to see if you were interested or had anything to add. >> Nothing right now. Thank you.

>> So, is it I I appreciate those suggestions about EC especially um and and athletics. I I wonder is is it also and I appreciate Miss Mitchell the groups that you're reaching out to for community engagement. And I think that will reach some really important aspects of our community. Um is it to us that you're asking who of us will join this effort and chair had you pulled people?

Do you know who's interested or willing or yes if they they want to share if they're interested or willing? I know we had some board members who expressed interest. I just I wanted to um I wanted to say I don't want to assume that um those community members who

would participate would only be some of you know people work in evenings as well and so the time of that you know to I don't know if one time is better than the other right >> um and I am one of the I am interested in this committee Wednesdays are hard, but I'm still interested in this committee. >> For the the community organizations that we put forward, uh I believe for all of them, we have two individuals. So, um part of that conversation with them is is if you can't attend, you know, you can have someone else from your group attend. Um so that we're having continuity from those groups.

Um that's certainly a goal. and also having enough individuals in the team so that if someone does uh miss an opportunity where our group doesn't become undersized. Also, is it possible to consider um like I don't I don't remember how many dates I saw up there,

but um making it more accessible by having some times for some and sometimes for the other, like an earlier time, a later time depending. It really depends on who's going to be participating as to whether or not, you know, their work schedules would work earlier or later. So I think um once we have approval for the group, I think it may be helpful for us to do a poll to see what people's availability are. If we have enough interest for two sessions or two two different times or a variety of times, that's something we can certainly explore.

Or if we need to adjust and not always offer it on the same day, if that's helpful, um we can certainly explore opportunities for how we how we choose those dates. Well, I I volunteer. >> Thank you. Yeah, I did express interest in this task force. Of course, that was before I saw the dates. Um,

was these dates for 2025 or 2026? I didn't see the >> 2025. >> Oh, next week. >> So, I So, our our goal was to start next week.

However, I will just say that coming to the board this evening for the final um you know for the final selection and approvals um it's likely that it's going to take us a week to ramp up and get everyone contacted and get on everyone's calendar. So it may in fact start the week after. >> Okay. So with that then yes.

>> Okay. >> Moveoff please. >> And um can I do I understand that you'll be sending out another poll? >> Yes.

Okay. >> Yeah. >> Thank you. >> So, folks on operations know that I've been interested in serving, willing to serve and and continue to be willing to do that. Um, what is important to me is the voice and and I'm sure you all can do this and maybe I can be an alternate

if needed. um is a strong voice all the way through this process to advocate and push at the county level for what we need. And it includes it includes so much. And it includes like a a a massive bond, but also office space and land acquisition and growing together kind of central kitchens and things that we would dream together with our community.

It's not a like plain old plain old we'll just take a little chip off of it. So, I'm so glad that you all are interested in in serving and um >> can we have >> I don't know if we need I I don't know. I mean >> I I mean I think because you have a you got a clear timeline that we want to meet and I only imagine that you all schedules might shift and change. I think I would have like having three and then we can ensure that there's at least two people there at all times.

>> I like I like the idea of um having more than two and really looking at what to make sure that we're all, you know, and then we can all be on the same page and that that we have good representation there all the time. I don't think that it has to be just if if only two can go and three people are working and you know we can make sure that we you know are representing strongly. So >> sounds like we've got our board representatives then. >> Beautiful.

>> Yeah. Do you do you want us to take action Mr. Malone? I I think the I need to look at the policy, but I think the chair can appoint people to the committee.

So, I think she now knows who to appoint. So, I think that should be fine. >> Perfect. Thank you so much.

I appreciate I appreciate the willingness to flex with dates and find times that work for this whole group. It's going to be fantastic endeavor. And thank you, Miss

Mitchell, for your leadership. Thank you very much. Um, I'm happy to make a motion if that makes this easier. It's all right.

It's a cool I'll go ahead and make a motion that uh I move that we approve Wendell Tab, Joy Herrell Golf, and Natalie Byer to the uh capital improvement task force. Capital improvement plan task force. >> Second move by Chair Mstead, seconded by Miss Carter Uton. Any further discussion?

>> Not Miss Chávez. >> This is Emily Chávez. I vote I. >> Miss Har.

I >> I I it passes 5-0. Thank you all. >> And just for the record, it does say

with the approval of the board. So, you would have needed that technically. >> Great catch. And it's also a good idea if we approve our audit.

Anyone interested in making a motion on receiving and approving the What are we doing? the 2324 audit. >> I move that we approve the board accepting the audited financial statements for 2324. >> Second move by Miss Umstead and seconded by Miss Carterton that we approve the 2324 audit statement.

Any further discussion? If not, Miss Chávez. >> This is Emily Chávez. I will I >> I I it passes 5. Thank you. Brings us to summary of follow-up items.

I'll be happy to summarize this evening. Uh the way we captured some of the feedback you were giving presenters, we put it in a notes format. However, specific follow-up items. One was regarding the mini budget and supplement the request for the consensus the board activity to be shared with and emailed to the board.

um a request to amend or update the prec regarding the contract for 35 North to reflect new contract rather than amended and also that a presentation would be shared in the future. And the last is regarding what we just talked spoke about the capital improvement plan task force that updates would be provided to the board in the form of minutes that would subsequently be taken approved and posted on board docs. >> Thank you Dr. Pitman. Anything else that comes to mind from folks in the room?

Not I would entertain a motion close session. I move we go to closed session for the reason stated on the agenda. >> Second been moved by Miss Harov and seconded by Miss Cardott that we go into close session for the reasons stated on the agenda. Any discussion?

Miss Chávez. >> This is Emily Chávez and I vote I >> I I it passes 6. Thank you. We are in close session. And we will not be returning or we will not be streaming after close session, but we will be here. Thank you all for joining us this evening and have a wonderful start to the school year.