GERMANTOWN SCHOOL DISTRICT. Notice of Finance Committee Meeting Monday, December 17, :15 P.M.

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1 GERMANTOWN SCHOOL DISTRICT Notice of Finance Committee Meeting Monday, December 17, :15 P.M. District Administrative Offices N104 W13840 Donges Bay Rd. Germantown, WI AGENDA I. Meeting called to order. II. Roll Call III. Agenda revisions and approval of agenda IV. Approve Minutes A. November 26, 2012 V. Consent - - Review & Discuss: A. December Voucher List VI. Unfinished Business - Review, Discuss, and Recommend Action regarding: A. Audit Bid Update VII. New Business - Review, Discuss, and Recommend Action regarding: A. Monthly Purchase Requests Exceeding $15,000 & Purchasing/Project Bid Results B. 2013/2014 School Fees VIII. Reports: A. Monthly Financial Reports 1. November General Fund Monthly Revenue & Expenditure Report 2. Month End Dashboards, Balance Sheet, Budget Revenue & Expense Reports B. Other Financial Happenings 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 Background December 17, 2012 Meeting I. Meeting Called to Order II. Roll Call III. Agenda Revisions and Approval of Agenda IV. Approve Minutes A. November 26, 2012 Attachment(s): Attached. Recommended Action: Approve as presented. V. Consent Review & Discuss A. December Vouchers List Attachment(s): Posted at FC Web Link only. Recommended Action: Consent to Payment of Claims of vouchers as presented & reviewed. Reminder: Only the FC needs to consent and approve monthly vouchers. Based on new policy, it does not go to the full BOE. Page Number 1

3 VI. Unfinished Business Review, Discuss, and Recommend Action A. Audit Bid - Update From the Department of Public Instruction s approved auditors list, I contacted all greater Milwaukee area auditors (most have offices in Madison or Fox River Valley) and sent each firm a preliminary notification of my intentions to seek a RFP. All, but one, confirmed with a positive response. KPMG was too difficult to reach, so they have been removed from consideration. The following firms will receive a RFP sometime in early January: Baker Tilly LLP (Virchow Krause) Reilly, Penner, Benton LLP (Current Auditor) Schenck SC Clifton, Larson, Allen LLP Wegner CPA s Feld, Schumacher & Co. LLP Attachment(s): None. Recommended Action: None. VII. New Business Review, Discuss, and Recommend Action A. Monthly Purchase Requests Exceeding $15,000 & Project Bids Per policy the Finance Committee needs to approve and attest that due diligence was performed in the securing of quotes and bids, provided that it is practical to do so. Per Finance Committee request, this item is also included as an action item under the Finance Committee portion of the regular board agenda. Therefore a standard board reporting template will be used for each purchase item. 1. Smart Boards Attachment(s): Please see Board Template. Also, quote is attached. Recommended Action: Take to Board of Education with a positive recommendation for approval. Page Number 2

4 B. School Fees This topic is on the agenda in order to give the new Finance Committee/Board members ample time to understand the Student Fee approval process as it relates to the entire budget process. Approving student fees is one of the first steps in the budget building process. Approval is generally done early (February or March) in order to give the schools ample time to prepare printed or electronic material for registration. Additionally, the Sussex School District Business Office does an annual survey. This survey has been used in our review over the last four years. It is not yet available. Attached is our current fee schedule for your review. As part of the administrative review process the Leadership Team makes recommendations. This topic will be on an upcoming Leadership Team agenda inasmuch as the Team has not yet reviewed 2013/2014 fees. Attachment(s): Current fee schedule. Recommended Action: None VIII. Reports A. Monthly Financial Reports 1. October General Fund Monthly Revenue & Expenditure Report Revenues = $ 99, Expenditures = $ 2,928, Recommended Action: None necessary. 2. Month End Dashboards, Balance Sheets, Budget Revenue & Expense Report Attachment(s): None. Posted at the FC web link only. Recommended Action: None necessary. B. Other Financial Happenings 1. None. Attachment(s): None. Recommended Action: None. IX. Adjourn Page Number 3

5 GERMANTOWN SCHOOL DISTRICT Minutes of November 26, 2012 Finance Committee Meeting Held at 6:15 p.m. District Administrative Offices Germantown, WI The meeting of the Finance Committee was called to order by Committee Chair Michael Loth at or about 6:21 p.m. Finance Committee Members Present: Tom Barney, Sarah Larson, Board President Bob Soderberg. Other Board members may have been present. Ericksen, Borden, Kucharski, Chapman, Coley, Thoreson and other administrators may have been present. 2. Motion by Barney, second by Larson to approve the agenda. Motion Carried. 3. Motion by Larson, second by Barney to approve the October 22, 2012 minutes. Motion Carried. 4. Motion by Barney, second by Larson to consent to the Payment of Claims for October Vouchers. Motion Carried. 5. Ericksen reviewed the 2011/2012 Audited Financial Report and Management Letter. No action arose from discussions. 6. Purchase Requests over $15,000. Motion by Larson, second by Barney to recommend approval to full board the MAP Software as presented. Motion Carried. 7. Ericksen/Thoreson reviewed True Time Management System. No action taken. Discussion continued at regular board meeting where the purchase was approved as presented. 8. Ericksen reviewed AJG Consulting Contract Renewal material. Motion by Larson, second by Barney to recommend approval to full board the contract renewal as presented. 9. Ericksen reviewed background on Audit Bid. Committee agreed to move forward with RFP in the timetable presented. 10. Ericksen presented and reviewed items under the Reports section. 11. Other Financial Happenings. Ericksen reviewed the Baird referendum results report. 12. Motion by Larson, second by Barney to adjourn Motion Carried. Adjourned at approximately 7:17 P.M. Richard Ericksen Recording Secretary Page Number 4

6 GERMANTOWN SCHOOL DISTRICT TO: School Board TOPI C: Purchases Exceed $15,000 Smart Board FROM: Ric Ericksen BOARD MEETING: November 26, 2012 Marc Gabrysiak DATE: December 11, 2012 AGENDA ITEM: VIII. A. I am pleased to bring to the Finance Committee a recommended purchase of SmartBoards, LCD projectors and associated cabling supplies in the total amount of $20,923. (Please see attached quote for exact specifications.) This purchase is being shared between Germantown HS, Kennedy MS, the KMS Band fund raising account as well as Technology Department funds. The breakdown is as follows: 1. GHS-$ Tech-$ KMS-$ KMS Band-$ There are locations set and waiting for the equipment to arrive. Installation will be completed by our maintenance staff at the two buildings, and final adjustment will be done by Rhonda Rhoads, our district Audio-Visual Coordinator. The order is being combined to save on shipping costs, as well as have a centralized delivery location. Logistically this just makes the most sense for the district. Delivery is expected to be about a month for the boards, and all the other equipment should be in hand well before then. The vendor for this purchase is United Visual. We have done several orders of SmartBoard equipment from them in the last several years and have been pleased with the service we have gotten. In addition, they are regularly the lowest bidder when I put together RFP s for the SmartBoard orders that we have done. Funding for this purchase is being done out of allocated budgets, and no additional funds are being requested from the board for this purchase. My recommendation to the board is to approve the purchase of SmartBoard equipment in the amount of $20,923 from United Visual. Attachment: Quote Recommendation: Approve, pending Finance Committee discussions. Page Number 5

7 Acct. No Bill To Germantown School District N104W13840 Donges Bay Road Germantown WI United Visual, Inc. 400 West Wisconsin Milwaukee, WI Fax - (414) Ship To Germantown School District N104W13840 Donges Bay Road Germantown WI Quote Date 11/13/2012 Quote # Q4329 Expires 12/13/2012 Exp. Close 11/13/2012 Sales Rep Rebecca Schmitt Terms Net 30 Days Shipping Method Best Way Purchase Contact Germantown Contact Marc Gabrysiak Item Number SB685 Description Smart Technologies SB SmartBoard Quantity 7 Unit 1, Extension 12, V11H Epson PowerLite 420W Short Throw Projector w/wall Mount Bundle , USB-XT SMART Technologies USB Active Extension Cable 16 (5M) Extron 50 VGA 15-Pin Male to 15-Pin Male Subtotal Shipping Cost (Best Way) Total 20, $20, Q4329 Page Number 6

8 Germantown School District Student Fees with Additional BOE Approvals 11/12/2012 Print Date: 12/11/2012 Description Pending BOE Action Athletic and Co-Curricular (K-12) Fee Per $50.00 $50.00 $50.00 $50.00 $50.00 $75.00 $75.00 Athletic and Co-Curricular (K-12) Family $ $ $ $ $ $ $ Kindergarten - Half Day/ E.C. $35.00 $35.00 $35.00 $35.00 $35.00 $35.00 $35.00 Kindergarten - Full Day Registration $40.00 $50.00 $50.00 $50.00 $50.00 $55.00 $55.00 Elementary School (1-5) Registration $40.00 $50.00 $50.00 $50.00 $50.00 $55.00 $55.00 Middle School (6-8) Registration $50.00 $60.00 $60.00 $60.00 $60.00 $60.00 $60.00 High School (9-12) Registration $55.00 $60.00 $60.00 $60.00 $60.00 $75.00 $75.00 High School Course Fees AP Spanish $25.00 $25.00 $60.00 $60.00 $60.00 $60.00 $60.00 CAD/CAM/CNC $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 Interior Design $10.00 $10.00 $10.00 $10.00 $15.00 $15.00 $15.00 Senior Foods per semester $25.00 $25.00 $25.00 $25.00 $30.00 $30.00 $30.00 AP English $75.00 $75.00 $80.00 $80.00 $80.00 $80.00 $80.00 Art Courses per semester $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 Auto Mechanics I $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 Auto Mechanics II $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 Band Instrument Rental $50.00 $50.00 $50.00 $50.00 $50.00 $50.00 $50.00 Building Construction $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 Construction Tech. per semester $10.00 $10.00 $10.00 $10.00 $10.00 $10.00 $10.00 Consumer Auto per semester $5.00 $5.00 $5.00 $5.00 $5.00 $5.00 $5.00 Diversified Health Occupations $42.00 $42.00 $42.00 $42.00 $42.00 $42.00 $42.00 Drafting per year $5.00 $5.00 $5.00 $5.00 $5.00 $5.00 $5.00 Electronics $10.00 $10.00 $10.00 $10.00 $10.00 $10.00 $10.00 Foods per semester $20.00 $20.00 $25.00 $25.00 $30.00 $30.00 $30.00 IMP 1 & 2 per semester $3.00 $3.00 $3.00 $3.00 $3.00 $3.00 $0.00 Information Technology $10.00 $10.00 $10.00 $10.00 $10.00 $10.00 $10.00 Machine Shop per year $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 Manufacturing per semester $10.00 $10.00 $10.00 $10.00 $10.00 $10.00 $10.00 Parenting $5.00 $5.00 $10.00 $10.00 $10.00 $10.00 $10.00 Photography $30.00 $30.00 $30.00 $30.00 $30.00 $30.00 $30.00 Physical Education $3.00 $3.00 $3.00 $3.00 $3.00 $3.00 $3.00 Physical Education Field Experiences $30.00 $30.00 $30.00 $30.00 $30.00 $30.00 $30.00 PLTW Biotechnical Engineering $20.00 Transportation per semester $8.00 $8.00 $8.00 $8.00 $8.00 $8.00 $8.00 Welding I & II per semester $18.00 $18.00 $18.00 $18.00 $18.00 $18.00 $18.00 Woodworking Design $15.00 $15.00 $15.00 $15.00 $15.00 $15.00 $15.00 Yearbook $50.00 $50.00 $50.00 $50.00 $50.00 $60.00 $60.00 Student Parking per semester $60.00 $60.00 $60.00 $75.00 $75.00 $ $ Page Number 7