● Welcome and framing the session 

● Grounding in LCAP, MOU, and fiscal priorities 

Objectives:  

● Reflect on how budgets have historically been developed, approved, and adjusted 

● Discuss challenges and lessons learned regarding budget planning, transparency, and alignment with strategic goals. 

Key Topics: 

● Budget adoption & revision timelines in recent years 

● Key compliance deadlines (e.g., LCAP, EPA, First & Second Interim) 

● Common pain points (e.g., late inputs, inaccurate spending, program funding gaps, lack of multi-year planning) 

● Brief overview of how restricted and unrestricted funds have been allocated 

Objectives:  

● Present a clear, structured Budget Development Calendar that aligns the fiscal year with the school year. 

● Clarify roles and responsibilities of Cabinet members (planning/implementation) and Board (governance/oversight). 

● Share process maps or flow charts showing how input, review, revision, and approval will unfold over time. 

A. Planning Calendar 

● Annual Budget Cycle: July–June fiscal year mapped to August–June school year 

● Integration points with: 

     ○ LCAP process 

     ○ Site-based planning 

     ○ School Site Councils 

     ○ State reporting deadlines 

B. Roles & Responsibilities 

C. Process Maps & Flow Charts

● Site-level program input → Cabinet prioritization → DBO consolidation → Drafting & revisions → Board workshops → Approval 

● Coordination across LCAP, MOU, grants, and general fund streams 

Goal: Review and receive feedback on the proposed templates and reporting rhythm for Board visibility and accountability. 

A. Quarterly Reports (Board Oversight) 

● Budget vs Actuals by major category 

● Highlighted variances ● Expenditure trends and adjustments 

B. Special Fund Reporting 

● LCAP & Restricted ==funds (e.g., Title I-III, ELOP, ASES, Prop 28, Educator Effectiveness) 

● Grant-specific reports 

● Credentialing & staffing cost tracking 

● Vendor contracts 

Comments are limited to two minutes per person and a total time allotted for all public comments will no exceed thirty minutes.

Pursuant to the Brown Act ( Government code section 54957.6) the following items will be discussed in closed session:

1. Public Employees: Discipline/ Dismissals/ Release

C. Closing Reflections  

● Reactions and requests from Board Members 

● Next steps and commitments 

The next regular meeting of the Board of Directors is scheduled to be held on Tuesday November 18th, 2025, at 5:00 pm. AIMS does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its programs or activities. Ahsjanae Hutchings has been designated to receive requests for disability-related modifications or accommodations in order to enable individuals with disabilities to participate in open and public meetings at AIMS. Please notify Marisol Magana at (510) 504-6898 at least 24 hours in advance of any disability accommodations being needed in order to participate in the meeting.
 

I, Ahsjanae Hutchings, hereby certify that I posted this agenda on the AIMS website at www.aimsk12.org, on or before November 9th, 2024, before 5:00 PM. 

Certification of Posting