Business Operations

Superintendent’s Sub-Committee 2022-2023

April 19, 2023

Today’s agenda

• Welcome/Introductions
• Vision/Mission of SHUSD (quick review)
• Purpose of the Business Operations Committee (quick review)
• Committee Accomplishments To-Date (quick review/update)
• Committee Task: Measure B/C Bond Program (review/oversight)
• Committee Task: 2023-24 Budget Assumptions Excerpt - Enrichment/Enhancement resource allocation/criteria
• Committee Task: Provide feedback on meeting structure, topics, format, etc. Stop/Start/Sustain?
• Adjourn

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Vision and Mission of SHUSD

Our Vision

Our vision is to provide an engaging and dynamic learning environment that inspires a passion for learning and prepares every student to adapt and thrive as a responsible citizen in a rapidly changing world.

Our Mission

SHUSD provides academic rigor within safe and supportive learning environment where students can explore their creativity, collaboratively problem solve, and fully develop as resilient, caring, and responsible individuals, learners, and citizens.

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Purpose of the Business Operations Committee

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The purpose of the Business Operations Committee is to share information, receive input, and make recommendations to the SHUSD Board of Trustees about the district’s business operations (budget/finance, facilities, and other non-instructional functions)

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Committee Accomplishments To-Date

• September 14, 2022 Committee Meeting:
• Reviewed/provided input on the high-priority facilities project list
• List went to the Board for review during the August 18, 2022 Regular Board meeting
• Board received an update during the January 19, 2023 Regular Board meeting (see Slides #6-9 of this presentation)

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• November 9, 2022 Committee Meeting:
• Reviewed/provided input on turf and track materials for the RLS Track/Field Replacement project; e.g. discussed synthetic versus natural turf
• Board received an update during the November 17, 2022 Regular Board meeting. No change was made to the current scope of work (synthetic turf)

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• February 8, 2023 Committee Meeting:
• Reviewed Measure B/C Bond program information - expenditures, draft audit report
• Provided feedback on characteristics of new Chief Business Official

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Update: SHUSD welcomes Kay Vang, Ed.D, incoming CBO

Committee Task: Measure C/B Bond Program Oversight

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• Measure B/C Bond Program - $60,000,000
• Projects included the St. Helena Performing Arts Center, pool renovation, technology infrastructure, etc.
• Current projects include the SHPS/SHHS paging system, clock replacement, and network equipment (estimated at $384,103)
• Current estimated fund balance, June 30, 2023: $0
• Oversight Body: Citizens’ Oversight Committee (COC)
• No active members currently
• Business Operations Committee Oversight:
• Expenditure Review – Fiscal Year Ending June 30, 2022
• Expenditure Review- Year-to-Date
• Audit Report Review – Measure B/C Reports, June 30, 2022
• Annual Report Draft Review

Separate Documents:

-Expenditure Reports

-Financial Statements

-Audit Reports (Final)

-Program Summary

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Any remaining funds will be used towards security system upgrades. 2024-25 will likely be the last oversight/

audit year

Tasks Today:

1. Review/sign final

draft, Annual Report –

April 19, 2023

Committee meeting

Committee Task: Review Supplemental Section (from the 2023-24 Budget Assumptions)

• District uses detailed assumptions to inform budget development
• First established in the district’s budget committee years ago
• Assumptions are updated each year to reflect:
• Proposed state budget for the upcoming year
• Current spending needs and revenue trends
• Changes in programs/services
• 2023-24 Budget Assumptions includes a new section on resource allocation to address the question of “who funds what” with regard to enrichment and enhancement activities (e.g. field trips)
• Over the years, the criteria for funding enrichment/enhancement activities has become unclear
• Purpose of the new section:
• Increase understanding of how the district is funded and how allocation decisions are made
• Affirm what the district and local partners will commit to funding over the next few years

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Full 2023-24 Budget Assumptions were provided in e-mail as background information

Committee Task: Directions

1. Divide into two groups
1. Group 1 is assigned to pages 14-17 (stop after the paragraph entitled “Parent Donations”). This section provides an overview of our various funding sources and defines what is considered enrichment/enhancement compared to regular instructional expenses

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• Group 2 is assigned to pages 17-22 (starting with the paragraph entitled “Decision-Making”). This section describes the decision-making process regarding what enrichment/enhancement activities/programs are offered and how they are funded. It also provides school-specific tables showing planned expenses for 2023-24

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• Read your section individually (5-10 minutes)

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• Discuss as a group (5-10 minutes)
• Questions about the section?
• Feedback?
1. Any suggested additions/revisions?

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• Report out (5-10 minutes)

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Committee Task: Provide Feedback on the Committee Meetings

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• What worked well (what should we sustain?)

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• What didn’t work well (what should we stop?)

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• What needs to be added (what should we start?)

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If you are interested in participating on the committee next year, please email Erica Madrigal, Executive Assistant to the Superintendent

emadrigal@sthelenaunified.org

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