WEISER SCHOOL DISTRICT NO. 431 BOARD OF TRUSTEES MEETING / MONDAY, JANUARY 9, PIONEER ROAD, WEISER, IDAHO 83672

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1 WEISER SCHOOL DISTRICT NO. 431 BOARD OF TRUSTEES MEETING / MONDAY, JANUARY 9, PIONEER ROAD, WEISER, IDAHO ******************** MINUTES ******************** TRUSTEES PRESENT: Cary Gibbs, Mark Pritchard, Margie Chipman and Lacey MacKenzie-Yraguen. Also present were Superintendent Overgaard and Clerk, Kyla Dickerson. TRUSTEES ABSENT: Kerry Nyce Chairman Gibbs led the assembly in the Pledge of Allegiance. The meeting was then called to order at 6:35 PM CONSENT AGENDA The reading of the Minutes was dispensed with due to the same being distributed to the Trustees prior to the meeting. The Agenda one deletion: Discussion of Unused Vacation Days for 12-month Classified Employees. Clerk, Kyla Dickerson reviewed the report ending December 31, The report shows expenditures coming at 49.65%, with 50% of the year completed. The Trustees reviewed the expenditure lines and discussed with Superintendent Overgaard and Clerk, Kyla Dickerson. Motion to accept the Consent Agenda made by Pritchard, seconded by Chipman. Motion carried. APPROVAL OF EMERGENCY SCHOOL CLOSURE DATES Superintendent Overgaard reviewed the protocols for determining snow days and the safety of staff and students during inclement weather conditions. The record amount of snow fall and subzero temperatures have been determined to warrant closure of school for the following days: December 15, 2016; January 6, 2017; January 9-11, Superintendent Overgaard distributed copies of a spreadsheet showing: The state s required hours of instruction (less the 11hours of emergency closure provided for in I.C (c) (ii), and the total hours of instruction in the Weiser school calendars adjusted for the five days of emergency closure. All grade levels, with the exception of Grade 12, will still meet the required hours of instruction. Grade 12 does not meet the required hours by 84 minutes. The high school will need to add one minute to each school day during the second semester to meet the instructional time requirement. Motion to approve the proposed emergency school closure days due to weather/temperatures and road conditions, with the addition of one minute to the high school bell schedule made by Chipman, seconded by MacKenzie-Yraguen. Motion carried. RETIREMENT LETTER: DON SCHULTZ WHS AUTO MECHANICS INSTRUCTOR Superintendent Overgaard read a letter from Don Schultz, Auto Mech teacher at the high school. Mr. Schultz states that he is planning on retiring at the end of this school year. Mr. Schultz thanked Superintendent Overgaard, the Trustees, Administration and staff at the high school for a much enjoyed tenure of employment with the District. He is ready to begin a new chapter in his life. Motion to accept Mr. Schultz s letter made by Pritchard, seconded by Chipman. Motion carried. REHIRE DISTRICT CLERK AND DEPUTY CLERK Superintendent Overgaard recommended the rehire of District Clerk, Kyla Dickerson and Deputy Clerk, Christy Stender. He commended both for their work and great service to the District. He praised Christy Stender for her work in the e- Rate position for the District. Superintendent Overgaard also commended the district clerk Kyla Dickerson for her selfless work for the staff and retirees of the district. He pointed out that she is willing to help staff members write grants for instructional improvement and is a wealth of knowledge and support for helping staff negotiate benefits and retirement when needed. She is doing an excellent job. Chairman Gibbs added his thanks for the work and years of service to both of the ladies. Motion made to rehire the District Clerk, and Deputy Clerk made by Chipman, seconded by Pritchard. Motion carried. Weiser School District No. 431 Page 1

2 RESOLUTION CALLING FOR TRUSTEE ELECTIONS MAY 16, 2017 ZONE II AND ZONE III Chairman Gibbs stated the next order of business would be the call for Trustee Elections for Zone II and Zone III to take place at the May 16 th elections. After a complete and full discussion, upon motion made by Chipman, seconded by MacKenzie-Yraguen, the following Resolution was presented: BE IT RESOLVED, the Board of Trustees of Weiser School District No. 431 Washington County, Idaho hereby declares the Trustee Elections for Zone II and Zone III shall be placed on the ballot on May 16, (See following Resolution Calling for Trustee Election) Motion to accept the call for Trustee Elections for Zone II and Zone III made by Chipman, seconded by MacKenzie- Yraguen. Chipman Gibbs Pritchard MacKenzie-Yraguen The vote being had on the above and foregoing resolution, and the same having been counted and found to be unanimously in favor thereof, Chairman Gibbs declared said Resolution adopted. WEISER SCHOOL DISTRICT NO 431 RESOLUTION CALLING FOR TRUSTEE ELECTION WHEREAS, in accordance with Section , Idaho Code, as amended, the Board of Trustees of Weiser School District No. 431 shall cause to be conducted its Trustee Election on the 3 rd Tuesday in May for the purpose of electing a Trustee for Zone II and Zone III. NOW THEREFORE, be it resolved by the Board of Trustees of School District No. 431, Washington County, Idaho as follows: Section 1. That a Trustee Election is hereby called to be held in the Weiser School District No. 431, Washington County, Idaho, on Tuesday, May 16, 2017 for the purpose of electing two Trustees (Zone II and Zone III). Section 2. Section 3. Section 4. Section 5. That on Tuesday, May 16, 2017 the polls shall be opened between the hours of 8 a.m. and 8:00 a.m. That said election shall be held as specified in Notice of Election, set out in Section 10 herein. That said election shall be conducted as other school elections and the persons to conduct said election, being two judges and one clerk at each polling place, shall be duly appointed by the County Clerk of Washington County. That the polling place of said election shall be as follows: Regular polling places held for May Elections Section 6. That no person shall vote at such Trustee Election who is not at the time of the election: Weiser School District No. 431 Page 2

3 1. A United States citizen, a qualified elector of the district for at least 30 days preceding the day of election, a registered voter of the district, and 18 years of age or older, within the meaning of Article 6, Section 2 of the Idaho Constitution; and 2. A registered elector within the District of Zone II and Zone III. Section 7. That no person shall be permitted to vote in said election until such person shall have executed in writing immediately before voting, an Elector s Oath attesting that he or she possesses the qualifications of an elector prescribed by Section , Idaho Code, as amended. The elector s Oath shall be prepared by the Clerk of the Board of Trustees and shall be in substantially the following form: OATH OF ELECTOR I do solemnly affirm that I am a United States citizen, that I have resided in the State of Idaho and the Weiser School District No. 431 at the address shown below, Washington County, Weiser, Idaho for thirty (30) days, that I am eighteen (18) years of age or over, that I am registered to vote in the Weiser School District, and that I have not voted at this election. Signature Print Name Print Address Date This oath shall be executed immediately before voting and submitted to Election Board. Section 8. That voting at said election shall be by secret and separate ballot, and each ballot shall be prepared by the Clerk of the Board of Trustees and shall be in substantially the following form: OFFICIAL BALLOT FOR MEMBER OF THE BOARD OF TRUSTEES OF WEISER SCHOOL DISTRICT NO. 431 WASHINGTON COUNTY, IDAHO VOTE FOR ONE TRUSTEE FOUR YEAR TERM ZONE CANDIDATE S NAME ( ) CANDIDATE S NAME ( ) (LINE FOR WRITE-IN) ( ) Weiser School District No. 431 Page 3

4 Section 9. Section 10. That immediately following the close of the polls, the Board of County Commissions shall conduct the canvass of the election results within ten (10) days after the election in the manner prescribed by IC , et seq. The County Clerk shall certify the election results to the Clerk of the Board of Trustees. The Board of Trustees shall subsequently issue the appropriate certificates of election. That the Clerk of the Board of Trustees shall have posted and published the Notice of Election as attached. NOTICE OF SCHOOL TRUSTEE ELECTION School District No 431 Washington County, Idaho Public Notice is hereby given according to law, and the requisite action of the Board of Trustees of Weiser School District No. 431, Washington County, and Idaho that the annual School Trustee Election will be held on Tuesday, May 16, Only those qualified electors residing in Trustee Zone II may vote for a Zone II candidate. Only those qualified electors residing in Trustee Zone III may vote for a Zone III candidate. The purpose of said election shall be to elect trustees, to serve for a period of four years from the date of the election, one who resides in Trustee Zone II and one who resides in Trustee Zone III. EXECUTIVE SESSION (I.C ) STAFF DISCIPLINE Cary Gibbs, Chairman, announced the next order of business would be to adjourn into Executive Session. Motion to move into Executive Session made by Pritchard, seconded by MacKenzie-Yraguen. Motion carried. BE IT RESOLVED that the Board of Trustees of Weiser School District No. 431 recess from a regular board meeting into executive session in the manner and for the purpose authorized by Section , Idaho Code to discuss Staff Discipline. The Chairman then called for individual vote which was as follows: Margie Chipman Mark Pritchard Cary Gibbs Lacey MacKenzie-Yraguen Vote being had on the above and foregoing resolution, and the same having been counted and found to be no less than two-thirds of the membership in favor thereof, Chairman Gibbs declared said resolution adopted. The Chairman declared the Board recessed in Executive Session at 6:55 PM. Those in attendance at the meeting were the Trustees, Superintendent Overgaard and Clerk, Kyla Dickerson. The purpose of the Executive Session was Staff Discipline. The Trustees then reconvened into Public Open Session at 7:00 PM. No action was taken at this time. EXECUTIVE SESSION (I.C ) SUPERINTENDENT EVALUATION Cary Gibbs, Chairman, announced the next order of business would be to adjourn into Executive Session. Weiser School District No. 431 Page 4

5 Motion to move into Executive Session made by Chipman, seconded by MacKenzie-Yraguen. Motion carried. BE IT RESOLVED that the Board of Trustees of Weiser School District No. 431 recess from a regular board meeting into executive session in the manner and for the purpose authorized by Section , Idaho Code to discuss Superintendent Evaluation. The Chairman then called for individual vote which was as follows: Margie Chipman Mark Pritchard Cary Gibbs Lacey MacKenzie-Yraguen Vote being had on the above and foregoing resolution, and the same having been counted and found to be no less than two-thirds of the membership in favor thereof, Chairman Gibbs declared said resolution adopted. The Chairman declared the Board recessed in Executive Session at 7:01 PM. The purpose of the Executive Session was Personnel Evaluation. The Trustees then reconvened into Public Open Session at 7:15 PM. The Trustees thanked Superintendent Overgaard for his hard work towards achieving all goals set by the District, his constant focus on academic achievement, the excellent stewardship of the District budgeting and finances, and his organization and personal interaction skills. Note from Trustee, Kerry Nyce, who was unable to attend tonight s meeting was read, thanking Superintendent Overgaard for his leadership of the District. A letter from Superintendent Overgaard was read stating he would like to retire on March 1, 2017 (please see the additional information below). Motion made by Chipman, seconded by MacKenzie-Yraguen to accept Superintendent Overgaard s letter of retirement. Superintendent Overgaard also included in his letter his interest in being rehired as of March 1, 2017 as a Retired Certificated Employee. According to Idaho Code (4), Superintendent Overgaard has met all four requirements for consideration of Employment of a Retired School Administrator (or Teacher): 1) Did not receive any early retirement incentive award; 2) Was employed as a certificated administrator at time of retirement; 3) Was at least 62 years of age; and 4) Had attained the Rule of 90 at time of retirement. The Trustees examined the conditions for eligibility to participate in the Reemployment Program. Motion to rehire Wil Overgaard as Superintendent of the Weiser School District effective March 1, 2017 made by Chipman, seconded by MacKenzie-Yraguen. The motion carried unanimously. According to Idaho Code (4), Superintendent Overgaard will be considered an at-will employee and will be offered a one year contract to be reviewed on an annual basis. No additional Service Credit or Sick Leave for PERSI benefit will accrue from March 1 st forward. APPROVAL AND PAYMENT OF BILLS The Trustees reviewed a list of the bills to be paid in December and the bills that were presented at the end of January. Motion to approve payment of the bills made by Chipman. Seconded by Pritchard. Motion carried. CONFERENCE AGENDA Superintendent Overgaard distributed thank you notes from Patty Hartnett, Angie & Wade Wilson, the family of Martha (Frost) Chipman Ascuena and Kyla Dickerson. Mr. Overgaard stated the District school buildings are bearing up pretty well under the amount of snow, ice and subzero temperatures. There are some minor roof leaks. Snow removal is being conducted by the district maintenance staff and with the help of contracted labor. Weiser School District No. 431 Page 5

6 Building administrators, custodial staff and Omar are checking the buildings daily. The damage in the Health Occupation Room at the high school is water damaged ceiling tiles, as well as insulation. Several other rooms have experienced some leaks. Weiser Middle School suffered a frozen/broken sprinkler pipe in the northeast entryway that has been repaired. The district s insurance carrier (Moreton & Co.) has been contacted. Although the District is covered for interior damage from the elements, the roof structure is not. The Middle School boiler will need to have some components replaced this year to address a leak. The Teacher Evaluation spreadsheet will be uploaded to the State Department for an annual review by the State Board of Education. Principal Dave Davies, from the Weiser District, has been selected to upload three (3) comprehensive files for review. All identifying information from the documents will be redacted. Governor Otter has proposed an increase of 6.7% for public education in the 2017 budget. Governor Otter supports the third year of implementation of the Career Ladder at a cost of $58 million. He stated his support for a 3% increase in wages for all employees NOT covered by the Career Ladder. Plans for the Pioneer Early Childhood Center are underway. Early contacts are being made with Dion Zimmerman, architect; Christian Anderson, bond counsel with Zions Bank; Pioneer Principal, Wade Wilson, Maintenance Supervisor, Omar Carnig and Superintendent Overgaard. An attorney is being contracted to assist with the legal framework needed for a lease-purchase contract. Construction of the project is estimated to be between $720,000. The project will be paid for through the Plant Facility Levy. Plans will proceed barring any unforeseen roof problems due to the inclement weather in the District. ADJOURNMENT There being no further business to come before the Trustees, motion to adjourn made by MacKenzie-Yraguen, seconded by Chipman. The motion carried. The meeting was adjourned at 7:35 PM. APPROVE// ATTEST// Weiser School District No. 431 Page 6