September 9, 2024 at 6:00 PM - Regular Meeting

Description:  Administration has invited Michael Allen and Bryanna Frazier from the law firm McCauley Lyman to discuss the topic of the Inflation Reduction Act - Direct Pay Program and a potential contractual change with Vogel that would increase the level of reimbursement for the district under the Act.

Description:  A motion will be necessary to approve the agenda as presented (or) with changes as recommended.

Description:  The Board of Education provides a public listening session for the public to comment on any item related to the governance or management of the WCSD.  A copy of Board Policy 187 - Public Participation at Board Meetings is attached for your reference. Each commenter will be allowed 3 minutes.  An hour will be allowed for this item

Description:  Abigail Anderson and Alena Wagoner are the Student Council Representatives to the Board for 2024-2025.  They will give a student update.

Description:  This section is reserved for any comments from members of the board on meetings they attended or other informational items.

Description:  Dr. Kelsey-Brown will provide the Board with an update on the start of the 2024-2025 school year. 

Description:  Review the minutes from the 9/3/24 Meeting. 

Description:  The purpose of this agenda item is to request approval of allocating capital maintenance expenditures and equipment purchases from fund 10 to fund 49. As a reminder, here is the legal authority for our November 2022 referendum: BE IT RESOLVED by the School Board of the Waunakee Community School District, Dane County, Wisconsin that there shall be issued pursuant to Chapter 67 of the Wisconsin Statutes, general obligation bonds in an amount not to exceed $175,000,000 for the public purpose of paying the cost of a school building and facility improvement project consisting of:  construction of a new Heritage Elementary School on district-owned land; construction of a new middle school on district-owned land; removal of the current Heritage Elementary School building; district-wide renovations, capital maintenance and site improvements; and acquisition of furnishings, fixtures and equipment.

We currently have $998,000.03 allocated towards fund 10 instead of fund 49 for capital maintenance projects and equipment. The board could allocate these costs to fund 49 instead which would then increase the fund 10 fund balance to $7,557,902.68 or 11.3%.

Fund 49 currently has interest earnings of $6,512,483 and $5 million of that amount has been allocated to capital maintenance projects approved by the board, leaving a balance of $1,512,483 in funds that are not allocated. Please note we also have two future borrowings that will also earn interest. Also, over $2.5 million in contingency funds are remaining for the Heritage Elementary project. The budget committee is recommending approval on a 3-0 motion. 

Description:  The purpose of this agenda item is to review a draft of our communication plan and first mailer. The draft communication plan has been attached. We have also attached the start of a community presentation on the operational referendum. 

We are seeking school board feedback on the draft communication plan. Each physical mailing has a budgetary impact and we would like to discuss this topic. We also would like to discuss presenting the financial impact of the referendum. 

Description:  Review and Consider the 09/03/24 Meeting Minutes

Description:  The purpose of this agenda item is to approve the remaining subcontractors for the middle school project. Attached please find a list of subcontractors that are recommended for approval. This list has been updated since it was first presented in August. The facility committee is recommending approval on a 3-0 motion.

Description:  The purpose of this agenda item is to provide an update on capital projects, and request consideration of additional projects for districtwide capital maintenance. Please note we have added a column to reflect project status. 

Attached please find our budget tracking document for capital projects. Please note that this document has been updated to reflect the August School Board meeting capital projects approvals, the GMP savings for Heritage Elementary School, and $5 million of interest earnings. Administration will review this budget tracking document before reviewing the potential additional capital projects. Also attached please find a request for additional capital maintenance approvals. The requests fit within the remaining funds. The facility committee is recommending approval on a 3-0 motion. 

Description:  Review and Consider the 08/20/24 Meeting Minutes

Description:  Attached please find the summary spreadsheet for the policies that will be reviewed at the meeting.  These policies have been reviewed by the administration prior to movement to the committee for consideration. 

Description:  Please note: 751 E was updated and approved in July. 

Description:  The administration will discuss the policy updates. Attached is a spreadsheet that will review the policies being considered.  

Description:  The purpose of this agenda item is to request school board approval of the parameters resolution for our cash flow borrowing process for the 2024-2025 school year. Attached please find the parameters resolution that administration is recommending for approval.

The resolution provides the parameters for moving forward with a cash flow borrowing process. Our district completes an annual cash flow borrowing process to account for the differences between the receipt of revenues and the payment of expenses. Waunakee will be joining 6 other districts that are in the same borrowing situation. Joining together with other districts improves the bidding process and sharing of costs. Administration is recommending approval. 

Description:  Attached in the "extras" section of BoardBook, please find a list of the accounts payable payments issued during the month of August.

Description:  Attached you will find the Budget Status report as of June 30, 2024 and the Cash Reconciliation report for July. This will be the final report for 23-24 as the audit process has been completed. 

Description:  The purpose of this agenda item is to request approval of Fund 21 student activity accounts. I have attached a report from the district financial system listing the student activity accounts by building, along with the ending account balance on June 30th, 2024. The School Board policy on student activity accounts requires an annual School Board review and approval of student activity accounts. Student activity accounts by School Board policy are managed by Building Principals/Administrators.

NOTE: The School Board policy on this topic is a Fund 60 Student Activity Account policy. Fund 60 accounts were closed in the 19-20 fiscal year and moved to Fund 21 per new national accounting requirements. We are continuing the practice of bringing these accounts forward to the School Board even though it is not required by policy for Fund 21.

These accounts are typically used by student organizations for fundraising for activities above and beyond what the district budget is able to support. Student activity account equity balances carry over from one fiscal year to another. I would like to point out that student activity equity accounts with a positive balance are reflected with a negative sign (in red), as student activity equity accounts are balance sheet accounts on the district financial system. A positive balance actually indicates a negative account balance. Negative account balances are allowed by policy under certain circumstances. 

Description:  The purpose of this agenda item is to request School Board approval of the fund balance allocations. Please recall that during the month of June, the School Board approved fund balance classifications to comply with national accounting standards. Attached please find the Annual Meeting Treasurer's Report, an all Funds fund balance report and a fund balance report detailing the accounting of the Fund 10 937900 and 938900 fund balance accounts.

The final 23-24 Fund 10 fund balance is $6,559,902.65 or 9.7% of the 24-25 Fund 10 expenditure budget approved in July by the School Board. The 9.7% compares to a number of 12.7% in 23-24. The Board policy on fund balance has a statement of working towards maintaining a 15% balance.

The 23-24 fiscal year was the sixth year when funds were set aside for the replacement of the turf field for Warrior Stadium, and the fourth year when funds were set aside for the replacement of the turf field for Warrior Pitch. You can see the balance in the 937900 fund balance account. Please recall that School Board policy allows buildings/departments to carry over funds from one fiscal year to the next. You can see the balances in the 938900 fund balance account.

Description:  Attached please find the Seclusion and Restraint Report that the administration is required to report to the Board on an annual basis.  Tiffany Loken will be present at Monday's meeting to answer any questions related to this report/data.

Description:  Waunakee FOMATA  (Music Boosters) 2024-2025 Fundrasing