[0:34] Our meeting to order. It is Friday, August 1, 2025, 106 PM. Thank you for giving us a grace on a late start. Just getting through some technical issues. So thanks for that. We'll call our meeting to order as we do at every board meeting. We'll read our board norms and protocols. We agreed to respect differences of opinions and making decisions for the district to follow best practices and managing the superintendent and the management of the board itself. To stay on task when conducting business for the district,

[1:04] including while at board meetings, to never surprise the superintendent or each other when conducting official business of the district.

[1:11] Read these norms at the beginning of each board meeting and at board workshops as a reminder of how to conduct our meetings.

[1:16] And to continually self-check to determine if we're following our norms when conducting district business.

[1:22] Again, thank you board colleagues, Dr. Stubblefield, Mr. Gohins, all of our staff, and any guests that are present both in person, or online, thanks for joining us today.

[1:32] With that, Ms. Smith, would you please do a roll call?

[1:36] Your Londa Clark.

[1:37] Your Londa Clark present.

[1:39] Randy Lopez.

[1:40] Randy Lopez present.

[1:41] Robert Mueller Jr.

[1:43] Wanda Bradley Page.

[1:45] Wanda Bradley Page present.

[1:47] Rachel Russell.

[1:48] Rachel Russell present.

[1:50] Dr. Wynn.

[1:50] Dr. Wynn present.

[1:52] Thank you.

[1:53] I have a motion to approve today's special agenda.

[2:01] So moved.

[2:02] It's back in.

[2:03] Moved and seconded.

[2:04] Any questions or discussion?

[2:05] and hearing, sorry, Ms. Russell.

[2:11] We were going to add an executive session C for attorney client privilege, which falls

[2:20] within the special agenda notice.

[2:27] Thank you.

[2:28] Thank you.

[2:29] For that, Ms. Russell, yes, so we will add an executive session on attorney client privilege

[2:36] under the executive session item three, will be item C.

[2:41] Additionally board, and Mr. Gohan, it's related to the HR report.

[2:47] So, we will have an executive session regarding HR before we approve the HR report.

[2:55] It's personnel.

[2:56] On personnel, yes, thank you.

[2:58] So, that'll be before we approve consent agenda, which is the HR report.

[3:02] There's a personnel executive session related

[3:05] to the HR Board. Okay. Any additional comments? You're in none. Ms. Smith-Rokall, please.

[3:16] Elanda Clark. Elanda Clark, yes. Randy Lopez.

[3:19] Randy Lopez, yes. Robert Miley, Jr. Elanda Bradley Page.

[3:23] Elanda Bradley Page, yes. Rachel Russell.

[3:26] Rachel Russell, yes. Dr. Williams. Dr. Williams, yes. Thank you.

[3:30] Thank you. And before we jump into the agenda, I do just want to take a moment on behalf

[3:34] behalf of the board and the school district of the family of deputy main and officer main.

[3:39] We our prayers and thoughts are with you and with your entire family.

[3:44] So we just wanted to lift you up and hold you near and dear and just let you know that we're thinking about your entire family, the family of deputy main and officer main.

[3:53] So just wanted to mention that and that we continue to pray for your entire family,

[4:01] okay.

[4:02] Okay, so we're going to, um, would entertain a motion before we jump, before we get to the consent agenda,

[4:08] entertain a motion to recess to executive session for consultation on, um, personnel,

[4:14] which would be deemed privilege in the, um,

[4:19] I'm going to get the right wording here.

[4:21] Uh, on personnel, for the discussion of, uh, personnel under the Kansas Open Meetings Act to include

[4:29] Dr. Stubblefield, Mr. Gohin, and Dr. Jones, and Mr. Hansford, and Dr. Peegram.

[4:37] To go in for 10

[4:45] minutes going in at 1-12 for 10 minutes.

[4:48] So moved.

[4:49] Second.

[4:50] Moved and seconded.

[4:51] Questions?

[4:53] Smith.

[4:56] Yolanda Clark.

[4:57] Yolanda Clark, yes.

[4:59] Randy Lopez.

[4:59] Randy S.

[5:00] Yolanda Brownie Page.

[5:02] Yolanda Brownie Page, yes.

[5:04] Rachel Russell.

[5:05] Rachel Russell, yes.

[5:08] Thank you miss Clark. I will send you the link. It should be in your email. If you can't find it, please let me know or text me. Thank you.

[5:15] Thank you.

[5:16] All

[5:23] right. Most of the return to open session, please.

[5:25] Second.

[5:26] We've been seconded. Miss Smith.

[5:30] You're on the Clark.

[5:31] You're on the Clark. Yes.

[5:32] Randy Lopez.

[5:33] Randy. Yes.

[5:34] Robert Miley Jr.

[5:35] Robert Miley Jr.

[5:37] On the Bradley page.

[5:38] On the Bradley page. Yes.

[5:40] Rachel Russell.

[5:45] Okay,

[5:47] we're going to continue with our agenda and making a quick time check.

[5:51] I know we only have 25 minutes scheduled for today's meeting remaining, so we can get

[5:56] back with the board budget.

[5:57] I know we didn't finish that the last time.

[6:00] A reminder, I believe the August 12th meeting on the agenda will schedule some time for

[6:04] the department budget conversation as well.

[6:07] So, just wanted to acknowledge that I know we're running up on time today, but thank you for your flexibility board.

[6:13] So, just continuing with the agenda, if the board is okay, we can continue with discussing the board budget.

[6:22] That's where we left off at the last meeting.

[6:24] If there were any additional questions or thoughts or feedback on the board budget, just a reminder, there were some changes made specifically around board travel.

[6:33] Ms. Smith has noted that in the budget as well.

[6:37] But if there are any other questions, thoughts, feedback on the board budget.

[6:52] Let me just ask the new math, not the new math, a new computation.

[6:59] Is the dues and fees,

[7:05] is it over the amount, at the amount, or below the amount required?

[7:11] I

[7:15] think it was already brought to our attention that the 24, 25, 26 dues has already been paid.

[7:31] So there, I will say that there seems to be some confusion.

[7:37] So, at the ward retreat, we were told that we had already received the invoices for the items.

[7:53] However, those invoices were not processed on the previous year's budget.

[8:00] And so now, I believe just today, Randy and I received a message that said that our

[8:09] incumbrance had closed and that we would need to pay those out of this year's budget.

[8:16] So as of today, those invoices have not been paid, or at least the one for

[8:25] For an SBA cube has not been paid for the current school year, yes.

[8:34] 2526, 2526, yes.

[8:35] Okay.

[8:37] And so the amount that's in the budget, the $50,000 that's under dues and fees,

[8:42] typically what would happen is we would pay the next year's membership or

[8:47] fees within this current year's budget.

[8:50] So, for instance, in 2425's budget, we received the invoice for 2526 and we were going to pay 2526 invoice.

[8:59] That didn't happen, though if we do pay the membership, that would be included in this current budget that you see in front of you on the agenda today.

[9:08] That invoice amount would come out of that 50,000 dues and fees.

[9:12] Which was already accounted, was already built in there because we were accounting for paying for next years of membership in this budget.

[9:21] That makes sense.

[9:23] Okay, it makes sense that 2425 would come out of this because it had not been paid.

[9:28] Correct.

[9:29] Very simple.

[9:31] No, no, I'm sorry, 2425 was already paid in a previous fiscal year.

[9:37] So that's already been paid, correct.

[9:39] In fact, we received an invoice for 2526 that has not been paid yet, but it is bill 10 to, the amount is bill 10 to the 2526 budget.

[9:52] No, no, that's wrong, Grandy, so this number, this current membership year should have been paid as in the previous school year.

[10:06] And so, the number now would include our 2627, but what we will have to do, if we choose to continue, with the membership is have both 2526, 2626, 27, and our Kansas, our KSB membership.

[10:28] So it would need to be 25 grand plus 15 plus 15, 30, 55.

[10:38] Where essentially what you do is you kick out that 26, 27 that was accounted for

[10:43] right here, you kick it to the next year rather than this fiscal year.

[10:47] You're right, correct, so there would just be a different practice than what we have.

[10:52] So that would work, yeah, no, no, no.

[10:56] No, because this 50 would include 2526 now.

[11:00] But you just said 2627.

[11:03] It doesn't include 2626.

[11:04] It's replete, 2526 is replacing the 20, 2627.

[11:08] The 50 included paying for 2627.

[11:11] We don't need to pay for 2626.

[11:14] They're saying pay for 2627 out of the next years.

[11:20] Yeah, so I just tried to clarify.

[11:23] All right, because we believe that we were going to pay for the other one out of last year's budget, it was not budgeted.

[11:32] So this year is just replacing the 2627, so it's not, it can't be reduced unless you're not going to pay the membership.

[11:42] What you have now given yourself the option of is next year determining if you're going to continue or not continue it and it's not in the budget.

[11:51] So you'll have to make a budget decision and a different practice moves.

[11:55] Let me play this back for my brain.

[11:58] We didn't pay $24.25.

[12:00] We did.

[12:00] We didn't.

[12:01] Yes.

[12:02] We did not.

[12:03] We did.

[12:04] We did.

[12:05] We did.

[12:09] We did.

[12:14] We did.

[12:23] We did.

[12:23] Because the practice had been that we were paying in the previous fiscal year.

[12:31] So 25, 26 should have been paid before June 30th.

[12:35] It did not get paid, but now it's rolling into this fiscal year.

[12:40] We owe for 25, 26.

[12:42] Correct.

[12:43] Now, help me understand what you just said, Dr. Delphill, where is 26, 27?

[12:48] Is that figured in there?

[12:50] Is that included?

[12:51] The amount figured in there?

[12:53] Traditionally, it would be because we receive the invoices in April.

[12:57] If it don't go tradition, just go in.

[12:59] No, any there is not.

[13:00] It's not.

[13:01] If we pay $25.26 out of here, $26.27 is not in here.

[13:07] So then that $50 brings us just to date.

[13:10] Correct.

[13:11] That's it, yeah.

[13:13] Thank you.

[13:13] And did we get the credit from Q?

[13:16] Yes, so I believe part of-

[13:19] We had credit.

[13:20] Yeah, I believe part of-

[13:22] Part of what we were waiting for, my understanding of why the invoice didn't get paid prior to the end of the fiscal year was that there were some credits that didn't get sent to us until after June 30th.

[13:36] But my understanding is that CUB has, CUB and whoever else had credit for us has since then sent over the credit or given us the credits for those amounts.

[13:46] Yes.

[13:47] When are we supposed to pay them?

[13:50] So typically for memberships and school systems in general, you get the invoices for

[13:58] the following year in the spring because they start affected July 1st.

[14:03] So typically you're paying the previous year, which is why it was saying paid by June 30th

[14:09] because in order for it to take effect July 1.

[14:17] Now, we're watching, who's supposed to pay for this?

[14:22] Typically, the invoice will go to the clerk's office and the clerk will work with our accounting team to get things paid.

[14:29] There were some outstanding things that we were waiting for, like the credits and those types of things.

[14:35] But typically, they'll go to the clerk's office and then we'll pay.

[14:39] Thank you.

[14:43] All right, any additional questions on board budget?

[14:46] Mr. Lopez, I have one question.

[14:47] this is Clark.

[14:51] Sorry. My only question is, because I hear the conversation and I'm just

[14:55] curious, are we paying any late fees or anything? It sounds like there was some things that

[14:59] need it to be closed.

[15:01] I just want to make sure we're not paying late fees because of that. Great question, Ms. Clerk. I don't know that we are. We can ask Ms. Smith to look at those invoices and see if there are any late fees associated with that. So if Ms. Smith, if you could take a look at that and send that information to the board, if there are any late fees on any of those invoices that we received, if we haven't paid them yet.

[15:27] No, there are no like these.

[15:29] Okay, thank you.

[15:32] Mr. Lopez, I have a question.

[15:33] Yes, Mr. Mayor.

[15:34] How do we warrant?

[15:35] How do we obtain credits for my general knowledge?

[15:38] How do we get credits?

[15:39] Unmissed statements, we get credits?

[15:40] Sure.

[15:41] How do we get them?

[15:41] I believe, and for, in this specific instance, it was, Mr.

[15:45] Hed, we had paid for some travel and registration for Mr.

[15:48] Hed, once she left the board, we would receive some of the credit for some of the registration

[15:54] and other things or flights or things that had been purchased already.

[15:57] that we would be eligible for credits, but not everything.

[16:02] You're not eligible for credits for everything, but some things worse, I think those are some of the things that we've heard.

[16:06] Okay, thank you.

[16:07] Yeah.

[16:07] And just to be clear, the credits would not have covered the total membership it will reduce the cost, yeah.

[16:13] Okay, thank you for that.

[16:14] Yeah, thank you.

[16:15] And so.

[16:16] And did we decide are we still going to be a part of KSAB or?

[16:23] Yeah, I think at the retreat what was discussed and decided was with KASB that we would continue membership and the hope was that whoever was able to attend the conference this November part of the conversation was around is what value and what return do we receive as members of KASB and other partner organizations, including an SBA, Q, some of the other ones and with KASB in particular, we had discussed continuing the membership

[16:52] this year, folks attending the conference that are able to attend and then having a thorough discussion

[16:57] before we have to make a decision for next year's membership.

[17:02] I was also going to add that we also discussed inviting Brian, the KSB president to our September board

[17:12] To talk about our concerns, to express our concerns, and just talk about the things that his team is doing, or can do, to support us continuing to be members of KSB.

[17:35] There are no additional questions on Thank you.

[17:38] Sorry about two items.

[17:40] 483 435 is then the new budgeted, and 479 24 balanced remaining.

[17:49] Ms. Smith, and I don't know if this reflects the change with the travel that we made last

[17:56] time.

[17:56] Ms. Smith, does this reflect that change?

[18:00] No, it does not.

[18:01] Okay.

[18:01] So we'll have to update that number at the very bottom.

[18:04] The number that's highlighted, the 483, 435, should be lower because of the change in the

[18:11] travel and development that we made for the board at the last meeting. That'll

[18:17] be lower. Okay. So were there any unused funds from last year? Or sorry? Yeah.

[18:27] From the previous fiscal year? 29 June 30 July 1.

[18:35] Miss Smith, you know, I

[18:39] want to have to review and get back with you. If you could send that information to

[18:43] the board. Okay. Thank you. I guess

[18:53] my generic question is how is that reflected in

[18:55] that stuff for Tracy or Brad? How is that reflected in any of our budgets? I know it's rolled

[19:03] over. I know that much, but how is it reflected?

[19:08] Mr. Lopez was on the right track there with that we can run a report, Leslie can run that

[19:12] for you, that will give you the end of your balance what you had in general fund that was

[19:16] on spend. However, I will tell you that beyond the expenditure cutoff deadline that we have for the fiscal year,

[19:22] we then, because we have to use or lose state funds, we take on spent general fund money from all remaining sources.

[19:31] And it gets rolled up, so we see what we have to spend out for the district as a whole.

[19:37] So it wouldn't be credited to your next year's budget as additional.

[19:40] No, I didn't, I know that much and there's always those needs

[19:50] that are not budgeted for, especially with sped those, those un, absolutely.

[19:57] And that's typically what we had, any general fund left over, it's usually in, ends up used for additional transfers to those funds where you can carry over a balance, that would be one at risk would be another.

[20:10] those that you know that you're going to need that additional in future years.

[20:13] But that would be a discussion we would have you with you when we're talking about the budget as a whole,

[20:18] that state budget document.

[20:19] So those conversations are assumed to come in the process.

[20:23] Okay. Thank you.

[20:27] Thank you.

[20:28] Thank you.

[20:30] Okay.

[20:32] So if we are removing, I don't know what the number is.

[20:37] from so if our current balance budget has us at 483 and we're removing whatever the dollar amount is

[20:46] Does the board need to provide direction for where those additional dollars go to?

[20:54] Oh the money that we cut from travel. Yeah, we need to give direction

[21:00] Since it's already since it's part of the overall general budget

[21:05] Is that rather Dr. Stubblefield, we do, otherwise each department would have to, I thought it was, it's good.

[21:15] So when the difference between your budget and the department budgets, we give the department a target based off of where we know there are gaps in other departments.

[21:26] So like, let's say we needed to increase the athletics and activities budget.

[21:31] We would say we're adding X amount of dollars over there.

[21:36] So we're reducing your department budget by this much and then they work backwards.

[21:41] We don't make that decision on your budget, so this would be the case similar to,

[21:47] I think the previous year you shifted the money to student services to support graduation,

[21:53] but your number unless you give us direction,

[21:57] and we don't like account for your money to address other areas that costs have gone up.

[22:07] We look at that in a totality and then we work backwards with the departments based off of balancing the budget within the money that's provided.

[22:19] So, when we are provided with the number, whatever the number is based on the calculations I would personally like to advocate, which I also think is a segue into the next to the conversation that I think we're going to get an update on is that those dollars be sent to the student activity, athletic budget, the thing that said.

[22:47] Simmons budget is responsible for, that is my recommendation, but I will entertain any other recommendations from the board.

[22:57] I would like to see the money go to the work of the and the listening tours.

[23:06] So within our own current budget?

[23:07] Yeah.

[23:14] This is Ms. Clark.

[23:16] I heard the recommendations and I do support making sure our sports and

[23:23] our athletic team have what's needed.

[23:26] I'm not sure it necessarily needs to come out of this budget or if we need to have the

[23:29] conversation of like what's missing, is there a misunderstanding on what budget is

[23:33] out there and how the budget is being used.

[23:35] So I don't, my part is that I do want to make sure our athletic team has what it needs.

[23:42] I want to make sure our listening and learning tour have what they need, but from the sports

[23:46] side, I'd rather understand and make sure that the dollars they have, they understand

[23:52] and how to use them, and what resources they have.

[23:56] So do you want me to address that?

[23:58] Yeah, and Ms. Clark, I don't disagree.

[24:00] I think they're going to have to find that $30,000.

[24:06] And I believe that there are some dollars available,

[24:09] but I was just saying whatever we can do to our part

[24:14] from the dollars that we've asked to be removed from our budget,

[24:19] that could also play a role.

[24:21] Well, that was all I was saying, but I agree with what you're saying as well.

[24:25] And so before just to wrap things up, I just want to make sure because I see some looks like just make sure we're all on the same page.

[24:32] So miss Smith, if you could calculate and make sure that we have the right amount for

[24:36] the budget after we've removed and made the adjustments that were made at the last meeting today.

[24:40] And give us the difference in the budget that was shown here to what the actual budget is after those difference.

[24:48] give us that dollar amount if you could share that with the full board.

[24:51] And then there's a conversation about what we want to do with that difference,

[24:55] that remaining balance or those remaining funds.

[24:58] We've heard a couple of ideas, activities fund, listening and learning cat world cafe,

[25:03] or other ideas or thoughts we could entertain that, but then.

[25:07] So just some of you may not be aware because people may not have contacted you.

[25:12] We did talk about at one point we had a partnership and

[25:16] And that partner was providing $30,000 a year, for 5,000 went to each high school full ball team and a thousand to each volleyball team in addition to that they did some other activities like media day and some other evening activities.

[25:32] We had to separate from that partnership coaches were just notified within the last week or so.

[25:39] So some of them have reached out or put stuff on social media.

[25:43] Yeah, what was shared with them was we have to separate from this partnership, but

[25:47] our plan is to provide that money because they were counting on it this year.

[25:55] The 5,000 tours, football and a thousand tours, volleyball.

[25:59] And we believe we've been able to adjust some other budgets to replace that since they were.

[26:07] or it will such short notice and just not get it into details, but that's just kind of how it played out.

[26:16] So I believe we have a plan moving forward.

[26:19] We can work to create our own media day and do some other things to address that.

[26:25] That's one component.

[26:27] The other thing that often comes up is the district does provide uniforms like the stuff that you need.

[26:35] where coaches and teams or groups typically want to do more.

[26:42] There are sponsorship, not sponsorship, we don't have sponsorships.

[26:47] Donation guidelines as well as fundraising guidelines that Mr. Simmons share with the athletic directors.

[26:53] And they share with the coaches annually.

[26:56] Some coaches take advantage of that and leverage it very well.

[27:01] There's not so much so we try to fill in the gaps there.

[27:04] So we're still really Mr. Simmons, and if he can speak if necessary, we still are really trying to make that happen.

[27:13] But just to be clear, we do have money allocated for like uniforms, transportation and that sort of things.

[27:20] But there are some extras and that's typical in any district.

[27:25] Some places have strong booster clubs and they provide that.

[27:28] that this particular partner was just filling, providing $5,000 for some of those extras to all of our football teams and a thousand to our volleyball teams.

[27:39] And we will be able to backfill that.

[27:43] I just need to firm up some things. We've read, we're shifting some dollars from another budget.

[27:51] And I just want to clarify that the only reason we knew about this, there was no conversations, no anything.

[27:57] I literally read online and so I can't speak for Ms. Russell. I read online and I dug online and I read all the comments

[28:04] That's how I knew oh

[28:09] You're saying from staff. Yeah, and I didn't know until

[28:13] Board members that may think that there was some information. I was sure there was no information shared other than me reading

[28:19] And so then those emails came to myself and mr. Simmons from coaches and other people as well

[28:25] so yeah

[28:30] Any questions on that specifically um

[28:33] And I know we're going to run up on time here.

[28:35] It's not a question, but a comment.

[28:38] Now, I know we go through this every year,

[28:41] and you were saying, where the money could possibly go?

[28:45] Well, I've had some teachers where they're not

[28:48] getting anything for supplies.

[28:50] Again, I don't know.

[28:52] OK, and we'll just stop.

[28:53] Yeah, we'll follow up with the executive directors of schools.

[28:59] We did last, and we'll check with the principals.

[29:02] we did last year in the budget, said there was a line item for

[29:08] dollars allocated by grade level or by department, so we'll follow back up on that to make sure that that is happening.

[29:18] I'm not saying, no, we have a process in place, but no, it may be accurate.

[29:23] We had extra money, maybe we could help.

[29:27] So there's a line item in the school's budget and we didn't, unless it was a reduction

[29:34] based off federal dollars or title dollars, we didn't touch school's budget.

[29:45] And can I ask one more question?

[29:48] Ms. Brown, the national government released the funding.

[29:52] How soon will we get that?

[29:53] So, the KSE said we're hoping within a month, like they have to...

[30:00] To release the money to the state, the state releases to us, and it may, it's going to take at least a month. It's what they project and when we're at the state conference this week. Yeah. Okay. Thank you. Okay. So one respect everyone's time. We're going to go ahead and end for today. August 12th, we do have our regularly scheduled board meeting. There are no reports or anything necessarily going on there. There's some business that the board has to take care of, but we'll dedicate some time

[30:29] time to go through department budgets.

[30:32] I know several board members have already submitted questions.

[30:36] We've sent responses or they should be in the board library.

[30:38] If you need help accessing them, please let Ms. Smith know or contact Dr.

[30:43] Stubblefield.

[30:43] But questions that were submitted did have responses sent to the full board.

[30:48] And then we'll dedicate some time on August 12th for that, Dr. Stubblefield.

[30:51] And I would also add at the last meeting, there was a question about the budget being aligned to the board priorities.

[30:59] We have created a document that shows those items, like this is our first app at it, we'll share that link with you in the end of the week and we'll continue to update it, but that'll give you some time to look at it and if you have questions around those things or feel like if there's a gap, you'll have that actually today, yeah.

[31:20] Well, thank you everybody. Welcome back to all staff that are starting here soon. See you all in somewhere next week. Definitely a convocation next Friday. Can you remind us what time is convocation?

[31:32] I'm sorry next Thursday. Thank you.

[31:34] The doors open at 7.30 we begin at 9 a.m., this is from 9 to 10.30, however, we are building in time for people to socialize and interact while we'll target to end at 10.30 it doesn't mean you have to leave the facility right at 10.30.

[31:54] I believe home fields, concessions may be open, we'll confirm that.

[31:59] Yeah.

[31:59] And I'll just make sure you check for parking.

[32:02] If you're driving yourself, parking can be a little tricky.

[32:05] So make sure you plan for that.

[32:07] There are buses available for folks, departing from different locations, if you would rather

[32:11] take a bus to and from convocations.

[32:14] So again, thank you, board.

[32:16] Thank you, everybody.

[32:16] Thank you, staff.

[32:17] With that, this meeting is adjourned.

[32:19] Have a great rest of your week and weekend.

Board of Education Special Meeting August 1, 2025

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