GERMANTOWN SCHOOL DISTRICT. Notice of Finance Committee Meeting Monday, December 21, :45 p.m.

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1 GERMANTOWN SCHOOL DISTRICT Notice of Finance Committee Meeting Monday, December 21, :45 p.m. District Administrative Office N104 W13840 Donges Bay Road Germantown, WI AGENDA I. Meeting called to order. II. Roll Call III. Agenda revisions and approval of agenda IV. Approve Minutes A. November 23, 2009 Finance Committee Meeting V. Consent A. Review, Discuss, and Recommend Action on December Voucher List VI. Unfinished Business - Review, Discuss, and Recommend Action regarding: VII. New Business - Review, Discuss, and Recommend Action regarding: A. Monthly Purchase Requests Exceeding $15,000 B. 2008/2009 OPEB Study (Other Post Employment Benefits) C. 2008/2009 Financial Audit Report D. 2010/2011 Preliminary Budget VIII. Reports: A. Monthly Financial Reports 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 AGENDA & BACKGROUND INFORMATION FOR DECEMBER 21, 2009 MEETING I. Meeting Called to Order II. Roll Call III. Agenda Revisions and Approval of Agenda IV. Approve Minutes A. November 23, 2009 Finance Committee Meeting Attachment(s): Attached. Recommended Action: Approve as presented. V. Consent Review, Discuss, and Recommend Action A. December Vouchers List Attachment(s): Only Posted at FC Web Link. Recommended Action: Approve as presented. VI. Unfinished Business Review, Discuss, and Recommend Action Packet Page Number 1

3 FINANCE COMMITTEE AGENDA & BACKGROUND INFORMATION FOR DECEMBER 21, 2009 MEETING VII. New Business Review, Discuss, and Recommend Action A. Monthly Purchase Requests Exceeding $15,000 B. 2008/2009 OPEB Study (Other Post Employment Benefits) GASB statements 43 and 45 promulgate the rules for the calculation and disclosing of these liabilities. The district s collective bargaining agreements with the GEA and AFSCME, as well as non-union contracts, are used to determine the actuarial costs associated with these liabilities. One key decision arising out of this study is to determine the proper funding mechanism. Generally, the choices are: 1. Fully fund the obligation all at once and continue with an annual required contribution (hereinafter ARC). 2. Begin an ARC program. 3. Pay-As-You-Go. Germantown School District is in the Pay-As-You-Go mode. In other words, funds are allocated each year as part of the annual budget process to pay for the actual post employment expenditures. In order to meet GASB Statement 45 (reporting component), an actuarial study was done. The study was completed in November for liabilities as of July 1, The study results flow into the 2008/2009 audit report see page 19. Attachment(s): Go to page 19 of Audit Report. Recommendation: Continue to budget on a Pay-As-You-Go basis. (I continually review options as they are presented, usually at school finance workshops, and will bring forward any viable funding alternatives.) Note: Dr. Rogers & Mr. Kapocius will be discussing the implications of the OPEB study on the collective bargaining process with the school board as a separate matter. C. 2008/2009 Financial Audit Report & Board of Education/Management Letter The reports were delivered to your homes under separate cover. Please remember to bring them to Monday s meeting. Although no specific action is necessary or required by law, recommendations from the finance committee may be brought forward to the full board for consideration. I reviewed the last two years minutes and did not notice any formal action at the regular board meeting arising from the audit findings. Attachment(s): None See the audit report which has been distributed under a separate mailing. Recommended Action: No formal action is necessary. Packet Page Number 2

4 FINANCE COMMITTEE AGENDA & BACKGROUND INFORMATION FOR DECEMBER 21, 2009 MEETING D. 2010/2011 Preliminary Budget BASIC - PRELIMINARY ANALYSIS Current Probable Preliminary Year Variables 2010/2011 Increase Employee Compensation $ 29,347,639 Customary $ 30,521,545 $ 1,173,906 Non-Employee Compensation 12,540, % 12,854, ,515 Totals $ 41,888,232 $ 43,375,653 $ 1,487,421 Imposed Revenue Limits $ 40,348,504 Enrollment $ 41,252,782 $ 904,278 (Current Law) Frozen Shortfall Early Estimate $ 583,143 The Non-Employee category contains many line items that will have contractual obligations, limited controllable costs (such as utilities), and controllable costs (such as site budgets). With respect to site budgets, the administrative team is preparing to construct site budgets using a zero-based model. Administrators have been discussing increasing their site budgets by 0.0% in the sub-categories of supplies, materials, teacher aides, special transportation (meaning field trips, athletics, etc.), equipment, and dues/fees. The 2009/2010 site budgets were decreased by 5%. Attachment(s): Recommended Action: The administration is recommending a 0.0% increase in site budgets for 2010/2011. VIII. Reports A. Monthly Financial Reports Attachment(s): Only Posted at FC Web Link. Recommended Action: IX. Adjourn Packet Page Number 3

5 GERMANTOWN SCHOOL DISTRICT Minutes of November 23, 2009 Finance Committee Meeting Held at 7:00 p.m. District Office Donges Bay Rd. Germantown, WI Minutes I. Meeting called to order: Called to order by Bowe at about 7:15pm. II. Roll Call: Tom Bowe, President Dr. Michael Erdmann, Mike Schultz, Member Kim Fischer absent. Administrative/Support: Ericksen, Rogers, Coley, Goebel, Erickson, Thoreson, Klebesadel, Bold, others arrived at latter times. Other school board members arrived at later times. Guests III. Agenda revisions and approval of agenda: Motion Erdmann, second by Schultz to approve as presented. Motion carried 3-0. IV. Approve Minutes of September 28, 2009 Finance Committee Meeting: Motion Erdmann, second by Schultz to approved as presented. Motion carried 3-0. V. Consent A. Review, Discuss, and Recommend Action on October Voucher List: Motion Schultz, second by Erdmann to approve November vouchers as presented. General discussions ensued. Motion carried 3-0. VI. Unfinished Business - Review, Discuss, and Recommend Action regarding: VII. New Business - Review, Discuss, and Recommend Action regarding: A. Monthly Purchase Requests Exceeding $15,000 Three items were discussed: Skyward Student Information System Lease; Classroom Amplification System; High School Cafeteria Tables. General discussions ensued. FC members requested that a cost/benefit/savings report be brought back to the committee on the purchase of the student information system. Chair Bowe inquired about the Classroom Amp. System as being the best use of stimulus money. Mrs. Goebel responded accordingly. Motion Schultz, second by Erdmann to approve the items as presented (note: individual motions for each item by Schultz and second by Erdmann each time). General discussions ensued. Motions carried 3-0. B. Annual Student Activity Account Approvals Ericksen reviewed. General discussions ensued. Motion Schultz, second by Erdmann to approve as presented. Motion carried 3-0. Packet Page Number 4

6 C. Extra Curricular Revenue vs. Expense Report Analysis Ericksen reviewed. Members expressed appreciation for the report and the report format. Limited discussions ensued inasmuch as much as Schultz noted that some school board members requesting the report were unavailable during the meeting and further requested that addition information be added to the report (student participation) and then brought back to the full board at its December meeting. Chair Bowe agreed. VIII. Reports: A. Monthly Financial Reports. Ericksen reviewed reports. General discussions ensued. Ericksen noted Fund 10 YTD expense percentages compared to a year ago as being close to one another. IX. Adjourn: Motion by Schultz, second by Erdmann to adjourn. Motion carried 3-0 meeting adjourned at 7:45 pm. Note: School Board members who are not members of the Finance Committee may be present at this Finance Committee meeting. Packet Page Number 5