Vian’s Board of Education met for its regular meeting on Oct. 14 where the board members were presented with the budget and headcount figures, and approved a board resolution for a school election for seat No. 5.

Budget presentation A large portion of the meeting involved a detailed discussion of the school district’s expected General Fund (GF) revenue and expenditure figures for Fiscal Year 2024-25.

Superintendent John Brockman, assisted by Treasurer Erica King, presented those figures and fielded numerous questions during the meeting, which lasted over three and one-half hours.

Brockman said this year’s budgeting was affected by two factors that will make this year’s very different from the past few years. Those factors include the end of federal Covid related funding programs, which provided hundreds of thousands of extra dollars each year since the 2020-21 school year, and the completion of the new high school.

“Despite the challenges, the school’s cash position, financial health and budget forecasts are solid,” Brockman said, walking the board through the nearly 40 different sources and types of revenue collected by the district’s GF each year, which are expected to total about $9.3 million for 2024-25.

Brockman said that figure includes about $1.5 million from local and county sources (mostly property taxes), $5.9 million from state sources (mostly foundation and salary incentive state aid, and motor vehicle taxes), and $1.9 million from federal sources.

The other largest revenue changes from the prior year were decreases in state aid (down $115,000 or about 3 percent) and in expected federal Impact aid funds (down $187,000).

According to meeting minutes, state aid is the district’s primary revenue source from the state, while impact aid is a federal program that compensates the school for non-taxable federal property in the district. These decreases will be partly offset by increases in Federal Title I and Title VI funds, but overall recurring revenues are expected to lower by around $200,000 (about -2 percent) compared to the 2023-24 fiscal year.

“On the expenditure side of the budget, salaries and benefits are by far the largest items,” Brockman said. “Salaries will total nearly $5.5 million, and employee benefits and related payroll costs add another $1.8 million. Together, these payroll-related costs constitute about 80 percent of the school district’s budget.”

Despite the revenue reductions, the district still expects to operate “in the black” for 202425.

The school district’s 2023-24 FY ended with a reported GF carryover balance of $1.6 million, which Brockman and the board considered a very healthy level. Current forecasts would increase that number by the end of this fiscal year.

Headcount

The board members unanimously approved the district transfer capacity for the second quarter. By state law, the board is required to periodically evaluate and report its capacity to receive transfer students. This process includes a headcount report of the number of students currently enrolled in each grade. Brockman reported that Vian’s headcount was up slightly over last year to 801 students (as of Oct. 1), unlike most area schools which have seen their student numbers drop.

The board discussed the desirability of receiving transfer students and the factors that might affect the decisions of students and parents deciding which area school to attend.

Other news

The board approved a resolution for a school election for seat No. 5, which has a 5-year term of office. Candidates interested in the position can file their candidacy between Dec. 2 and 4, at the Sequoyah County Election Board.

Cafeteria Manager Kristy Keck walked the board through a federally required Child Nutrition Procurement Policy. She explained that there were no changes from last year, but federal rules require the board to re-authorize the policy annually, which they did.

The board also agreed to approve a Procurement Plan for the 202425 school year.

During the Superintendent Report, Brockman said that the Vian Community Foundation had a landscape architect look at the new high school grounds with the possibility of funding substantial landscaping around the new building.

It was also noted that the installation of brick columns and iron fencing along U.S. Hwy. 82 around the east end of the football stadium is expected to begin by the end of October.

During the public comment portion of the meeting, Jake Sandlin thanked the board for taking time to address some confusion concerning the school’s homecoming policy affecting his daughter, Rachel.

The board revised their prior policy, stating a discrepancy between the rules for basketball and football had caused some confusion about eligibility. Going forward, in both homecomings, those positions can now be filled by students enrolled in Kindergarten, first or second grade.

The only large encumbrance approved was a $109,317.10 Building Fund payment to Beshears Construction for the near wrap-up of the new high school project.

Athletic facility improvements Following a discussion about campus buildings and facilities, the district is now looking to see what projects can be next.

Some board members suggested addressing some of the more dated athletic fields and facilities, most of which are older than even the oldest classroom buildings.

Johnny Teehee asked to share information on athletic facilities projects undertaken by other area schools and urged Vian to consider similar projects. In some nearby schools, private groups of alumni and community members have led efforts to raise donations or advertising money to build artificial turf fields or other facilities, so that the cost to the school was greatly reduced.

Board members, Brockman, Athletic Director Gary Willis, and Teehee all voiced a variety of opinions, ideas and questions, and how such potential upgrades would fit in with other priorities and upgrades in the school system.

Brockman was to schedule a walking tour for the board in upcoming weeks, so they could review the status of all facilities and buildings.

This news story is based on the unofficial minutes from the board meeting and could be in error if the minutes are changed prior to adoption.