GERMANTOWN SCHOOL DISTRICT. Notice of Finance Committee M eeting Monday, May 20, :15 7:00 P.M.

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1 GERMANTOWN SCHOOL DISTRICT Notice of Finance Committee M eeting Monday, May 20, :15 7:00 P.M. Germantown District Offices N104 W13840 Donges Bay Rd. Germantown, WI AGENDA I. Meeting Called to Order II. III. IV. Roll Call Agenda Revisions and Approval Approve M inutes A. April 22, 2013 V. Consent - Review & Discuss A. May Voucher List VI. Unfinished Business A. 2013/2014 Budget Process and Development Discussion With Appropriate Action 1. Historical Trend of Referendums Report 2. Preliminary 2013/2014 Budget Required Adoption & Publication Formats VII. New Business A. Monthly Purchase Requests Exceeding $15,000 & Purchasing/Project Bid Results None VIII. Reports: A. Monthly Financial Reports 1. April General Fund Monthly Revenue & Expenditure Report 2. Month End Dashboards, Balance Sheet, Budget Revenue & Expense Reports B. General Reports and Other Financial Happenings 1. Athletic Revenue vs Expenditure 2. Food Service Report on Milk Cooperative Program IX. Adjourn Note: School Board members who are not members of the Finance Committee may be present at this Finance Committee meeting.

2 Finance Committee Background M ay 20, 2013 M eeting I. M eeting Called to Order II. Roll Call III. Agenda Revisions and Approval of Agenda IV. Approve M inutes A. April 22, 2013 Attachment(s): Attached. Recommended Action: Approve as presented. V. Consent Review & Discuss A. M ay V ouchers L ist Attachment(s): Posted at FC Web Link only. Recommended Action: Consent to Payment of Claims of vouchers as presented & reviewed. Reminder: Only the FC needs to consent and approve monthly vouchers. Based on new policy, it does not go to the full BOE. Page Number 1

3 VI. Unfinished Business Review, Discuss, and Recommend Action A. 2013/2014 Budget Process and Development 1. Historical Trend of Referendums The enclosed report entitled Historical Trends of Referendum Questions Since 1993 is intended to provide financial information as the Board deliberates on the budget and the Facility Study. It provides a historical perspective. Attachment(s): Report (for budget binder). Recommended Action: None. Page Number 2

4 2. Preliminary 2013/2014 Budget Required Adoption & Publication Formats As a reminder, school finance discussions have recently occurred covering topics relative to long term bond retirement, current debt obligations, financing options for upcoming capital investments, revenue limit definitions, and fund balance definitions. These reports and accompanying background can be found at the FC web link: Three budget documents are attached (for your budget binder): 1. Detail Budget - 60 pages (updates & replaces previous) 2. Adoption Format Required by Board to Adopt (new) 3. Publication Format Required to be published (new, published in conjunction with the annual meeting) The detail is summarized into the Adoption Format, which is further summarized into the Publication Format. The Board of Education will be asked to adopt the 2013/2014 budget at its June 10 regular meeting. Among other reasons, this will allow ample time to publish and prepare the necessary documents for the Annual Meeting. Basic Timetable Reminder The attached budget is built on a state imposed per pupil revenue limit increase of $0.00. To be finalized pending the state legislature. The tax levy and state aid are estimates. To be finalized in October, but the initial State estimates are due in late June. The tax levy rate is estimated. To be finalized in October, when the Department of Revenue provides the tax certifications. Tax I ncremental District Mrs. Larson mentioned this topic at the last Finance Committee meeting. I met with Village Officials on it. A quick review is as follows: there are 3 existing TID s #4 NW of District Offices #5 Sendicks #3 Near GHS This is being dissolved o Went to Village Board on 5/6 Approved o Goes to Department of Revenue for review on 5/15 o Could increase Village/School District tax base by $85 million or 3% (Village of Germantown tax base only) o The school district could receive up to $270,000 of Tax Refund (See page 1 of detail budget, point number 26) Page Number 3

5 Tax Levy I mpact For every $100,000 increase in taxes the estimated impact on the equalized tax rate is $.035 per thousand or $8.33 on a home valued at $238,364. Attachment(s): Budget Reports (for binder) Recommended Action: None VII. New Business Review, Discuss, and Recommend Action A. M onthly Purchase Requests Exceeding $15,000 & Project Bids Per policy the Finance Committee needs to approve and attest that due diligence was performed in the securing of quotes and bids, provided that it is practical to do so. Per Finance Committee request, this item is also included as an action item under the Finance Committee portion of the regular board agenda. Therefore a standard board reporting template will be used for each purchase item. None Attachment(s): Recommended Action: Page Number 4

6 VIII. Reports A. M onthly Financial Reports Ending April 1. General Fund Statement of Monthly Revenue & Expenditures Revenues = $ 634, Expenditures = $ 2,881, Recommended Action: None necessary. 2. All Funds - Month End Balance Sheets, Budget Revenue & Expense Report Attachment(s): Posted at the FC web link only. Recommended Action: None necessary. B. General Reports and Other Financial Happenings 1. Athletic Revenue vs. Expenditures Board President Soderberg requested this analysis. The attached reports have been presented from time-to-time in the past when a request of this type arises. Discuss as necessary. Mr. Klebesadel will be present to answer any of your questions. 2. Food Service Report on M ilk Cooperative Program Given recent events and communications on this topic, I asked Food & Nutrition Director Sue Uselding to provide a summary report highlighting the program efforts. Discuss as necessary. Mrs. Uselding will be present to answer any of your questions. Attachment(s): Accompany Reports. Recommended Action: None. IX. Adjourn Page Number 5

7 GERMANTOWN SCHOOL DISTRICT M inutes of April 22, 2013 Finance Committee M eeting Held at 6:00 p.m. Germantown District Offices N104 W13840 Donges Bay Rd. Germantown, WI The meeting of the Finance Committee was called to order by Committee Chair Michael Loth at or about 6:19 p.m. Finance Committee Members Present: Tom Barney, Sarah Larson, Other Board members may have been present. Ericksen, Borden, Kucharski, Chapman, Coley and other administrators may have been present. 2. Motion by Larson, second by Barney to approve the agenda. Motion Carried. 3. Motion by Barney, second by Larson to approve the March 25, 2013 minutes. Motion Carried. 4. Motion by Barney, second by Larson to consent to the Payment of Claims for January Vouchers. Motion Carried. 5. Ericksen presented and reviewed all agenda topics in the 2013/2014 Budget Process and Development section. Larson mentioned Tax Incremental District is dissolving and requested some information in the future. 6. Ericksen and Gabrysiak presented report on Building Technology Infrastructure. All agreed that it must be done. 7. Ericksen presented and reviewed items under the Reports and Other Financial Happenings section. 8. Motion by Lasron, second by Barney to adjourn. Motion Carried. Adjourned at approximately 7:07 P.M. Richard Ericksen Recording Secretary Page Number 6

8 History Total WIAA Athletics Only until Revenue Gate Passes $ 16, $ 20, $ 33,644 $ 15,060 Sports Passes Started by Athletic Department $ 35,825 $ 27,139 $ 20,580 Gate accounting system started $ 66,929 $ 30,940 $ 23,555 $40 Participation Fee Started Gate Fee for adults $4 from $ $ 94,914 $ 42,160 $ 30,070 $50 Participation Fee Started $ 85,904 $ 35,425 $ 31, $ 148,083 $ 33,003 $ 31,695 New accounting system started, all activity revenue District Wide $ 172,755 excluding DI $ 152,483 $ 36,834 $ 28,515 District Wide $ 175, $ 159,483 $ 33,354 $ 28,040 District Wide $ 178,587 Fund 60 Fund raising Recipts Expenditures $ 143,771 $ 39,460 $ 24, $794,508 $773,257 District Wide $ 164, $854,822 $900,283 Participation Fee From $50 to $ *** $ 124,015 $ 39,557 $ 26,805 NSC Ticket Price increase from $4 to $5 District Wide *** As of May Spring Sports not finalized Page Number 7

9 Co-Curricular Program Revenues and Costs Page Number 8 Germantown High School Co-Curricular Program (Cost)/ Cost Per Total Exp. Cost Per Part. Fd Loc Program Program Description Revenues Expenditures Surplus Participants Participants Busing Cost With Busing With Busing DECA $ - $ 5, $ (5,739.00) 82 $ (69.99) $ $ (6,293.14) $ (76.75) DRAMATICS CLUB $ 6, $ 21, $ (14,445.00) 108 $ (133.75) $ $ (14,895.35) $ (137.92) FBLA $ 4, $ (4,758.00) 57 $ (83.47) $ 1, $ (5,938.39) $ (104.18) MATH CLUB $ $ (948.00) 36 $ (26.33) $ $ (1,247.38) $ (34.65) POLITICAL SCIENCE CLUB $ - $ - 10 $ - $ - $ NATIONAL HONOR SOCIETY $ 4, $ (4,014.00) 192 $ (20.91) $ (4,014.00) $ (20.91) VICA $ 1, $ (1,984.00) 8 $ (248.00) $ (1,984.00) $ (248.00) STRATEGISTS CLUB $ $ (651.00) 25 $ (26.04) $ (651.00) $ (26.04) YEARBOOK $ 7, $ (7,535.00) 32 $ (235.47) $ (7,535.00) $ (235.47) FORENSICS $ $ 5, $ (5,521.00) 19 $ (290.58) $ $ (5,967.95) $ (314.10) BATTLE BOTS $ 2, $ (2,057.00) 32 $ (64.28) $ (2,057.00) $ (64.28) SPANISH CLUB $ $ (738.00) 75 $ (9.84) $ (738.00) $ (9.84) GERMAN CLUB $ $ (859.00) 227 $ (3.78) $ (859.00) $ (3.78) FRENCH CLUB $ $ (223.00) 10 $ (22.30) $ $ (392.97) $ (39.30) WALL OF SOUND $ 7, $ 12, $ (4,881.29) 111 $ (43.98) $ 3, $ (8,097.96) $ (72.95) PEERS 4 PEERS $ 2, $ (2,336.00) 34 $ (68.71) $ $ (2,674.41) $ (78.66) KEY CLUB $ 1, $ (1,561.00) 190 $ (8.22) $ (1,561.00) $ (8.22) GENERAL SPORTS $ 24, $ 39, $ (14,667.63) $ $ (14,894.47) Hosted WIAA Events $ 8, $ 5, $ 3, $ 3, WIAA Tournament Series $ 3, $ 7, $ (4,114.39) $ (4,114.39) FEMALE AQUATICS $ 1, $ 11, $ (10,577.95) 24 $ (440.75) $ 2, $ (12,829.29) $ (534.55) FEMALE BASKETBALL $ 5, $ 18, $ (12,181.86) 39 $ (312.36) $ 2, $ (14,346.77) $ (367.87) POM PONS $ 3, $ (3,962.88) 16 $ (247.68) $ $ (4,283.52) $ (267.72) FEMALE CROSS COUNTRY $ 1, $ 7, $ (5,739.96) 38 $ (151.05) $ 1, $ (7,336.23) $ (193.06) FEMALE GOLF $ $ 4, $ (3,709.64) 14 $ (264.97) $ 1, $ (5,309.64) $ (379.26) FEMALE GYMNASTICS $ $ 7, $ (6,719.00) 11 $ (610.82) $ (6,719.00) $ (610.82) FEMALE SOCCER $ 3, $ 11, $ (8,548.53) 39 $ (219.19) $ 3, $ (11,632.71) $ (298.27) FEMALE SOFTBALL $ 3, $ 14, $ (11,426.13) 42 $ (272.05) $ 2, $ (13,830.84) $ (329.31) FEMALE TENNIS $ 1, $ 7, $ (5,405.78) 37 $ (146.10) $ 2, $ (7,438.88) $ (201.05) FEMALE TRACK & FIELD $ 2, $ 17, $ (15,258.82) 50 $ (305.18) $ 2, $ (17,499.93) $ (350.00) FEMALE VOLLEYBALL $ 4, $ 14, $ (10,594.18) 44 $ (240.78) $ 4, $ (15,038.08) $ (341.77) MALE AQUATICS $ $ 7, $ (6,846.00) 12 $ (570.50) $ (6,846.00) $ (570.50) MALE BASEBALL $ 2, $ 16, $ (13,483.08) 59 $ (228.53) $ 3, $ (17,434.64) $ (295.50) MALE BASKETBALL $ 14, $ 20, $ (6,657.77) 51 $ (130.54) $ 7, $ (13,818.92) $ (270.96) MALE CROSS COUNTRY $ 2, $ 7, $ (5,613.49) 51 $ (110.07) $ 1, $ (7,488.20) $ (146.83) MALE FOOTBALL $ 21, $ 43, $ (22,595.74) 134 $ (168.62) $ 3, $ (26,061.98) $ (194.49) MALE GOLF $ 2, $ 11, $ (9,139.08) 44 $ (207.71) $ 1, $ (10,739.08) $ (244.07) MALE SOCCER $ 5, $ 14, $ (8,424.76) 58 $ (145.25) $ 2, $ (11,047.91) $ (190.48) MALE TENNIS $ 2, $ 6, $ (4,197.32) 43 $ (97.61) $ 2, $ (6,442.97) $ (149.84) MALE TRACK & FIELD $ 5, $ 20, $ (15,192.34) 89 $ (170.70) $ 3, $ (18,921.95) $ (212.61) MALE VOLLEYBALL $ 2, $ 9, $ (6,346.41) 31 $ (204.72) $ 2, $ (9,072.97) $ (292.68) Page 1 of 3

10 $ $ $ $ $ $ $ $ $ MALE WRESTLING $ 2, $ 10, $ (8,136.24) 41 $ (198.44) $ 3, $ (11,466.64) (279.67) CHEERLEADING $ 1, $ 7, $ (6,903.00) 26 $ (265.50) $ $ (7,546.73) (290.26) INTRAMURALS $ 3, $ (3,174.00) 172 $ (18.45) $ (3,174.00) (18.45) WEIGHTLIFTING CLUB $ 2, $ (2,771.21) 115 $ (24.10) $ (2,771.21) (24.10) Music Concerts (Choir, etc.) $ 3, $ 3, $ (612.84) 104 $ (5.89) $ (612.84) (5.89) STUDENT COUNCIL $ 5, $ (5,176.00) 143 $ (36.20) $ (5,176.00) (36.20) VARSITY CLUB $ - $ - 0 $ - $ ENVIRONMENTAL ACTIVITIES $ $ (514.00) 52 $ (9.88) $ (514.00) (9.88) GHS TOTALS $ 143, $ 437, $ (293,872.73) 2544 $ (115.52) $ 62, $ (356,248.75) (140.03) GHS TOTALS $ 159, $ 452, $ (292,877.33) 2345 $ (124.89) GHS TOTALS $ 152, $ 448, $ (296,181.00) 2329 $ (127.17) GHS TOTALS $148, $ 461, $ (313,487.57) 2269 $ (138.16) Kennedy Middle School Co-Curricular Program (Cost)/ Cost Per Total Exp. Cost Per Part. Fd Loc Program Program Description Revenues Expenditures Surplus Participants Participants Busing Cost With Busing With Busing DRAMATICS CLUB $ 6, $ (6,625.00) 70 $ (94.64) $ (6,625.00) $ (94.64) STUDY SKILLS $ STUDENT NEWSPAPER $ 4, $ (4,750.00) 19 $ (250.00) $ (4,750.00) $ (250.00) YEARBOOK $ 4, $ (4,351.00) 42 $ (103.60) $ $ (4,510.24) $ (107.39) FORENSICS $ $ 9, $ (8,161.00) 13 $ (627.77) $ $ (8,920.32) $ (686.18) FEMALE BASKETBALL $ 2, $ 8, $ (6,373.66) 27 $ (236.06) $ $ (7,128.28) $ (264.01) FEMALE TRACK & FIELD $ 3, $ 5, $ (2,831.00) 68 $ (41.63) $ $ (3,516.00) $ (51.71) FEMALE VOLLEYBALL $ 3, $ 7, $ (4,136.43) 33 $ (125.35) $ $ (4,813.90) $ (145.88) MALE BASKETBALL $ 2, $ 9, $ (7,274.00) 36 $ (202.06) $ $ (8,031.40) $ (223.09) MALE TRACK & FIELD $ 3, $ 5, $ (2,549.00) 67 $ (38.04) $ $ (3,234.00) $ (48.27) WRESTLING $ 2, $ 10, $ (7,427.03) 41 $ (181.15) $ 1, $ (8,558.51) $ (208.74) SKI CLUB $ 1, $ (1,236.00) 99 $ (12.48) $ (1,236.00) $ (12.48) C0-EDUCATIONAL SPORTS CC $ 3, $ 9, $ (5,932.00) 59 $ (100.54) $ $ (6,820.25) $ (115.60) CHEERLEADING $ - $ 3, $ (3,594.40) 6 $ (599.07) $ (3,594.40) $ (599.07) BAND $ 8, $ (8,324.00) 238 $ (34.97) $ $ (8,698.62) $ (36.55) CHOIR $ 2, $ (2,917.12) 72 $ (40.52) $ (2,917.12) $ (40.52) STUDENT COUNCIL $ 4, $ (4,885.00) 78 $ (62.63) $ (4,885.00) $ (62.63) KEY CLUB $ 2, $ (2,398.00) 26 $ (92.23) $ (2,398.00) $ (92.23) KMS TOTALS $ 20, $ 104, $ (83,764.64) 924 $ (90.65) $ 6, $ (90,637.04) (98.09) KMS TOTALS $ 18, $ 96, $ (77,598.73) 904 $ (85.84) KMS TOTALS $ 23, $ 107, $ (84,727.00) 854 $ (99.21) KMS TOTALS $ 24, $ 106, $ (81,411.28) 951 $ (85.61) Page Number 9 District Wide Co-Curricular Program (Cost)/ Cost Per Fund 60 approx. Fd Loc Program Program Description Revenues Expenditures Surplus Participants Participants Rev./Exp DESTINATION IMAGINATION $10, $20, $ (10,160.00) 211 $ (48.15) $ 58, DESTINATION IMAGINATION $ 34, $ 70, $ (35,606.61) 221 $ (161.12) DESTINATION IMAGINATION $ 39, $ 77, $ (38,211.70) 222 $ (172.12) Page 2 of 3

11 DESTINATION IMAGINATION $ 26, $ 56, $ (30,459.36) 217 $ (140.37) Grand Totals $ 175, $ 562, $ (387,797.37) 3471 $ (111.72) With transportation $ 69, $ (457,045.37) 3471 $ (131.68) ***** Grand Totals $ 213, $ 619, $ (406,082.67) 3471 $ (116.99) With transportation $ 65, $ (472,007.13) 3471 $ (135.99) Grand Totals $ 214, $ 633, $ (419,120.70) 3405 $ (123.09) With transportation $ 63, $ (483,071.84) 3405 $ (141.87) Grand Totals $199, $624, ($425,358.21) 3437 $ (123.76) With transportation $64, ($490,114.21) 3437 $ (142.60) Page Number 10 Page 3 of 3

12 TO: Ric Ericksen, Business Manager FROM: Sue Uselding, Director of Food & Nutrition DATE: May 14, 2013 RE: Milk Bid Coop Process SWSNC Cooperative Program Southeast Wisconsin School Nutrition Cooperative (SWSNC) decides to go with new milk vendor for school year. SWSNC is composed of 13 school districts in Southeast Wisconsin. RFPs were sent to three (3) suppliers for samples and price quotes. Decision was based on quality to price ratio by 13 school district votes. SWSNC awarded contract to Prairie Farms Dairy based on taste and price. All members of SWSNC must use same vendor or remove themselves from the cooperative. All vendor/school district contracts must be reviewed by cooperative and Department of Public Instruction along with the RFPs. SWSNC has huge buying influences to our benefit for best product to price ratio. The SWSNC sends out RFPs to many vendors each year requesting quotes for various products and services for the upcoming school year. The cooperative is not just for milk suppliers. Page Number 11