HUGHES-ELIZABETH LAKES UNION ELEMENTARY SCHOOL DISTRICT. SPECIAL MEETING OF THE GOVERNING BOARD November 26, 2013 SPECIAL MINUTES

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1 HUGHES-ELIZABETH LAKES UNION ELEMENTARY SCHOOL DISTRICT SPECIAL MEETING OF THE GOVERNING BOARD November 26, 2013 Hughes Elizabeth Lakes Union School District Elizabeth Lake Road Lake Hughes, CA SPECIAL MINUTES Open Special Session--9:00 a.m. -- Room 8 Pursuant to the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, any individual with a disability who requires reasonable accommodation to attend or participate in a meeting of the Board of Trustees of the Hughes-Elizabeth Lakes Union School District may request assistance by contacting the District Office at least two days before the meeting date. Agendas are posted at Hughes Elizabeth Lakes Union School at the School office at least 72 hours prior to each meeting as well as Papas Country Store, Lake Hughes Post Office, Both Green Valley Markets and the District website ( Any materials required by law to be made available to the public prior to a meeting of the Board of Trustees of the Hughes-Elizabeth Lakes Union School District can be inspected at the District office during the hours of 8:00 a.m. to 4:00 p.m. Monday Friday; closed all major holidays. Please turn the sound off on cell phones and other electronic devices to avoid disrupting these proceedings.

2 HUGHES-ELIZABETH LAKES UNION ELEMENTARY SCHOOL DISTRICT SPECIAL MEETING OF THE GOVERNING BOARD November 26, 2013 SPECIAL MINUTES Open Session: 9:00 a.m. PLACE: Room 20 I. PRELIMINARY Called to order by the presiding officer at 9:00 a.m. Roll Call - Members X Melanie Dohn, President X Lola Skelton, Vice President X Mary Wall, Clerk AB Liberty Longmore, Member X Jim Walker, Member Roll Call District Office X Diane Parkins, Superintendent, Secretary to the Board X Linda Lewis, Director of Business and Operations II. MOTION TO WAIVE FURTHER READINGS AND APPROVE AGENDA Recommendation is made to approve the agenda of Tuesday, November 26, 2013, and permit the reading of the title only of proposed agenda items in lieu of reciting the entire text. Motion by Mary Wall Seconded by Jim Walker Yes 4 No 0 IV. WELCOME Pledge of Allegiance to the Flag V. ADDRESSING THE BOARD In order to address the Board during the Public Comment portion of the meeting, please stand and wait for recognition by the President. Speakers are asked to state their name and are expected to be courteous and comport themselves in accordance with Board Policies 9323 and Comments are limited to three minutes per person and the Board may limit the number of minutes per topic. Board action may not legally be taken on any item not specifically listed on the agenda. Testimony is not protected from damage claims for libel. Public charges or allegations may result in legal action being brought by those individuals. Board Study Session 9:00 am Budget Review Workshop for First Interim Linda Lewis, Director of Student Discipline and Business Services led a budget review workshop for the first interim. First she began the workshop by informing the board that she would go through the spreadsheets so they could understand how we arrived at the numbers. She first touched on the Eric Hall & Associates report. She indicated and spoke about figure 2 and reminded them that it did include Linda as a new position, 4 new instructional aides and did not include Doug retiring.

3 She began by explaining the spreadsheets she did for with certificated salaries. She created and explained several sheets that showed placement on the salary schedule, scattergram and actual costs. Melanie Dohn--We have good position control Linda Lewis--I did the same for classified salaries but it is more difficult because of the schedules. She explained the 3 salary schedules and indicated the art time and full time and the split in the schedules. Jim Walker--What percentage of certificated, classified and administration is our budget? Linda Lewis--I don't know that answer yet. Tory from, Hall & Associates, took the information from Linda and created the spreadsheet for this year for Certificated and Classified. The total base salary for certificated is $951,575, for administration is $122,963 but there is an error because at the time this was completed Linda's job was split 1/2 certificated and 1/2 classified. It is not 100% certificated for retirement purposes. With benefits and all other costs the total certificated salary is $1,452,172 ($24,253 down from the year before). For classified it is $443,473 ($49067 down from year before). Linda Lewis showed the actual budget from the county. She explained the resources, goals, function and object. She explained the object description. Jim Walker--If we have 000 and have expenditures with no money can we do a better job on making them match? Linda Lewis--sometimes it depends on the money that comes in that we might not know about. With LCFF these line items will have to be adjusted. Mrs. Lewis then explained the 3000, 4000, 5000 and showed the numbers. Jim Walker--this budget workshop is more effective to look at line items and ask questions. Linda Lewis--She explained the money in the object code and how it works. She explained that you can spend money across the same object codes. That is all for expenditures. Are there are other questions? Break 10:00-10:10 Linda Lewis--Revenue explanation ADA for this year is 264. We will be fine until next year. LACOE forms sometimes they are wrong and need to be checked. Reviewed the LACOE worksheet on LCFF--talked about supplemental grants and no concentration grant and why. The total LCFF funding for is $1,962,696. The ERT 9Economic Recovery Target) based on ADA is $53,772. There was an ADA discussion and how the ADA decreases our funding due to this decrease. Then Mrs. Lewis went on to explain the FICMAT forms that were used for calculations. Property taxes are only projections. She reviewed all the Numbers and dollars in the FICMAT report. There is a huge drop for next year. LCFF is in the budget with taxes and there is not ERT but EPA is included. She then showed and it goes down because o the enrollment. In with the new range if the ADA stays the same then it goes up a little. The first interim will not be done until next Thursday--that will have all the numbers in it. The deferrals will be coming in April, May and June and then we are scheduled to receive the deferral money in July. this will happen for the following year also. Melanie Dohn--What is an estimate of the monthly payroll. Linda Lewis--About $ thousand for certificated. Deferrals are straight percentage. Federal funds--we are one of a few districts that get forest reserves. Goal--where we started, what we spent and we go from there.

4 Jim Walker--Conversation now is how we arrive at and comply with the county letter--not in detail but the night we approve. The greatest burden is to satisfy the county. What will we actually have in reserve? Linda Lewis--Preliminary we have $355,000 for reserves according to Hall & Assoc. They recommend we put some into reserves and some into unappropriated funds. If it is put in the reserve column we can't spend the money. In SACS there is approximately $369,000 because of the retires coming off of the medical benefits. With adjusted salaries, retirement, special education we have above 9%--but next year it will go down. If the money is placed in REU account it is not easy to move. In unappropriated it can be used and that is where we have placed all the reserves in the past. Jim Walker--We have 3 options. Option A -- split the reserves. Option B move all the funds to unappropriated. Option C move all the funds to restricted. Linda Lewis--there was a discussion on reserves and recommendations for first interim as to where to place the reserves. After much discussion it was decided that we will leave the funds in the unappropriated funds and begin talking for a change in splitting the reserves for The Board asked to find out the process for taking money out of the REU. Linda Lewis--For first interim there will be one number in the unappropriated funds--nothing in REU. There was then discussion on the special education excess costs. The SELPA document on excess costs was shared. Lola Skelton asked why we have to pay anything that is over 3 years old in excess costs--there should be a statutory rule for over three years where you no longer have to pay. Melanie Dohn/Mary Wall--The workshop was valuable and understandable. We are at different levels of expertise and understanding and we appreciate the explanations. Having a meeting ahead allows us to adopt it at the meeting with information. Jim Walker--this will help us to not have a budget meeting at our regular meeting. Linda Lewis--A reminder that on 1st interim it is not broken down like we did here today. Melanie Dohn--Lola and Liberty will meet with the Superintendent next week for the December agenda. The Superintendent had 3 informational items for the board. Board member Lola Skelton felt these things could not be discussed because they were not on the agenda. The Superintendent stated they were informational items only for a board meeting coming up and could be discussed. 1. The SSC Budget workshop is coming up in January. The board had directed the Superintendent and Business Director to not be out of the district on the same day. If they attend separate one person will attend in Orange County and one will have to attend in Sacramento. They would like to know what remediation would occur to not have issues when both are out of the district. 2. Hall & Associates--the last bill was passed out and the Superintendent indicated she wanted to bring an extension to the contract to the board at the December meeting to help cover 2nd interim and closing the books. 3. The Director of Maintenance appears to be retiring February 14 (there is nothing in writing as of yet) but it is getting close. The Superintendent passed out a way to bring on the part time person as a sub for December through February 14 while the two positions are posted as eligibility lists. The Superintendent will try to get the job descriptions completed for the December Board meeting.

5 Jim Walker asked about the funding for the two items that were discussed. There is funding in consultants to extend the contract for Hall & Assoc and for the sub position for an additional 3 hours it would be adjusted in 2nd interim. PUBLIC ADJOURNMENT A. Pursuant to the Bylaws of the Board all regularly scheduled meetings of the Board must adjourn by 10:30 p.m. unless extended by a majority vote of the Board. Close and adjourn the meeting at 12:23 p.m. Motion by Jim Walker Seconded by Mary Wall Yes 4 No 0 Mary Wall, Clerk Date