7/16/25
Finance + Resource Committee Meeting
1. Call to Order (0:16)
The meeting was called to order at 10:06 a.m. by the chair, with roll call confirming the presence of Liz Heimerl-Rolland and Jason Wautier.
2. Approve Minutes from June 18, 2025 (0:54)
The committee approved the minutes from the June 18, 2025, Finance and Resource Committee meeting without discussion, with a motion and second by Liz Heimerl-Rolland and Jason Wautier, respectively.
3. Public Comments (1:14)
No public comments were made during the meeting, as noted by the chair.
4. 2024 Referendum Update (1:23)
- Kevin LaFountain provided an update on the 2024 referendum, noting that the June update is posted on the district website, continuing from January updates. The focus is on reviewing schematic design and cost estimating for phase two, aligning scope and budget through collaborative discussions with PGS and the district.
- Phase one construction documents, emphasizing safety work, are set to be released this month for fall projects. Community engagement efforts by BJS are underway to inform stakeholders about these projects.
- New roofing updates are now included on the website, managed by the district in collaboration with ECS Midwest. For example, Eisenhower's roofing report details the removal process started on June 17, with photos documenting progress for quality control and future reference.
- At Roosevelt, all sections (A, B, E, L, M) are being addressed simultaneously to save costs, as they are at similar elevations, avoiding future mobilization expenses.
- Scot Ecker praised the forward-thinking approach, noting a $140,000 contingency in the roofing budget, with bids coming in $125,000 under budget and only one $5,000 change order, leaving a healthy portion of the contingency to be returned to the referendum budget.
- Kevin LaFountain explained schematic design as a process of reevaluating the 2022 facility assessment to align projects with current needs and budgets. For instance, bleachers at Madison and Jefferson were deemed unnecessary after discussions with principals, allowing funds to be redirected to other priorities like secure entry reconfigurations.
- Another example involved outdated Cat 5 cabling; instead of replacing it, funds were redirected to Wi-Fi upgrades, reflecting newer technology like Wi-Fi 5/7. Similarly, classroom cubbies were reduced to match maximum class sizes, saving costs.
- Jesse Tuttle introduced a new website feature with a button linking to a detailed referendum dashboard, including a heat map of projects by building, categorized as ADA, deferred maintenance, or both. Eisenhower's expenses, for example, include $12,354 for ADA and $42,904 for combined projects, mostly architect fees. A check register, updated monthly, lists vendors and descriptions, with check numbers hidden for security.
- Scot Ecker clarified that the limited ADA progress is due to the invasive nature of those renovations, requiring state approval and planned for 2027, addressing community concerns about the pace of ADA work.
5. Monthly Financial Report (24:45)
- The financial report was not updated before the meeting due to the fiscal year closeout for 2024-25, determining which bills apply to which fiscal year, and audit preparations the following week.
- Justin Tuttle highlighted a trend identified in September/October 2024 of high substitute teacher spending, initially due to grant-funded expenses. By November, substitute costs were projected to exceed the budget by $400,000, but system changes in January reduced this overage to $48,000 by year-end.
- The substitute fill rate was 91-92%, higher than previous years, with staff attendance at 95.5%. A goal of 96% attendance could further improve fill rates. Final staffing numbers, including contingency, are being audited, with updates to follow.
6. Secondary Facilities Planning (34:37)
- Kevin LaFountain recommended engaging BJS and Findorff for secondary facilities planning, including conceptual design, cost modeling, and an updated 2022 facility assessment for the four secondary schools. Findorff was tentatively selected after a competitive bidding process involving CG Schmidt, BJS, Spindorf, and Island Destruction.
- Findorff's selection was based on their transparency, community engagement efforts, and experience with similar-aged high schools like Madison East and Madison Memorial. Their fee structure was comparable to BJS, with a waived facility planning fee, making them the best value.
- Next steps include board discussions in August, with Zimmerman Design Group leading the facility assessment, supported by Findorff.
7. WEAC Negotiations Update (40:55)
- Sarah Burzynski reported that health insurance cost projections were reduced from 15-17% to 12% for the next year through plan design adjustments. Two plans are offered: Plan A (deductibles increasing to $2,500/$5,000, offset by $500/$1,000 HSA contributions) and Plan B (net deductibles of $3,000/$6,000 after HSA contributions).
- The district will fully fund HSA accounts, which employees own and can supplement for additional tax savings. The plan year will shift to July 1-June 30 starting in 2026, with a short year (October 2025-June 2026) to align with budgeting and negotiations.
- Education sessions, co-hosted with WEAC, are scheduled virtually this month to promote HSA benefits and plan details. A premium incentive program saves employees $100/month ($1,500/year) for completing primary care visits, with reminders sent via text and email.
- The proposed plans compare favorably to other employers, with competitive deductibles and out-of-pocket costs, enhancing the district's position in the job market.
8. Adjourn and Confirm Next Meeting (1:01:05)
The committee confirmed the next meeting for August 13, 2025, at 11:00 a.m., adjusted to accommodate a member's medical procedure. The meeting adjourned at 11:07 a.m.