AUDIENCE 4. Communications/Audience SVO Presentation, Staff, Students and Parents Dave Moon Paperless Communication...

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1 SULTAN SCHOOL DISTRICT NO. 311 Regular School Board Meeting Sultan Elementary School Library Sultan, Washington Monday, April 28, 2008 Page No. 7:00 p.m. CALL TO ORDER 1. Roll Call 2. Flag Salute 3. Review of Agenda AUDIENCE 4. Communications/Audience SVO Presentation, Staff, Students and Parents Dave Moon Paperless Communication...3 CONSENT AGENDA 7. Approval of Minutes of Regular and Study Session Meetings 03/24/08, and 04/14/ Approval of Certificated & Classified Personnel Report Approval of March Vouchers & March Payroll Approval of the NWRLC PRESENTATIONS 11. Good News Association Reports Student Services Report BUSINESS 14. Approval of Donation SES PTO Approval of overnight travel SHS Spring Sports Approval of second reading and adoption revised Policies/Procedures P Overtime and/or Compensatory Time 6220/6220P Bid Requirements 3110/3110P Qualifications of Attendance and Placement 4260P Use of Facilities SUPERINTENDENT S REPORT 17. Committee/Conference Reports Financial Reports & Enrollment Other items EXECUTIVE SESSION Yes No National Security 2. Real Estate Acquisition/selling price 3. Negotiations on a publicly bid contract 4. Complaints/charges against an employee 5. Review the performance of a public employee 6. Qualifications of a candidate for elective office 7. Legal council or enforcement actions litigation or potential litigation. ADJOURNMENT APPENDIX 21. AP Voucher Register... 85

2 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: PERSONNEL INVOLVED: Communications and Audience Various BACKGROUND: Time is provided for communications and/or individuals to address the Board. RECOMMENDATION: Informational Only. Additional Information Attached BOARD ACTION: Fiscal Impact/Fund Source: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Roesler Sumpter Van Pelt 001

3 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Presentation Sky Valley Options High School BACKGROUND: Time is provided for Staff Students and Parents to present information regarding Sky Valley Options High School to the Board of Directors. RECOMMENDATION: Informational Only. Additional Information Attached BOARD ACTION: Fiscal Impact/Fund Source: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Sumpter Roesler Van Pelt 002

4 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Presentation Dave Moon will present the pros and cons of a paperless communication system. BACKGROUND: Time is provided for Dave Moon, Technology Coordinator to present information on paperless communications. RECOMMENDATION: Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Sumpter Roesler Van Pelt 003

5 Meeting Date SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Approval of Minutes of Regular and Public Input Board Meetings 03/24/08 Regular Board Meeting 04/14/08 Study Session Board Meeting PERSONNEL INVOLVED: Jackie Whaley BACKGROUND: Upon approval, the minutes represent official actions of the Board of Directors of the Sultan School District No. 311, Snohomish County, Sultan, Washington. Every effort is made to have these recommended minutes accurately portray the proceedings and procedures of the Board of Directors. RECOMMENDATION: It is recommended that the minutes of the 03/24/08 Regular Board Meeting and the 04/14/08 Public Input Board Meeting are approved and confirmed by the signature of the Board Chairman and Secretary to the Board. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Sumpter Roesler Van Pelt 004

6 SULTAN SCHOOL DISTRICT NO. 311 MINUTES OF REGULAR SCHOOL BOARD MEETING MARCH 24, 2008 SULTAN ELEMENTARY SCHOOL LIBRARY 501 DATE STREET, SULTAN, WA :00 PM The regular meeting of the Sultan School District No. 311 Board of Directors was held on Monday, March 24, The regular meeting began at 7:00 p.m., concluding with an executive session to review the performance of a public employee. Roll Call Board Members Present Russ Sumpter Craig Roesler Charles Van Pelt Tracy Cotterill Board Members Absent Patty Fountain Superintendent Present Dan Chaplik Student Rep Absent Courtnee Sinhlapasai Staff Members Present: Dave Harrington, Layne Anderson, Tracey Prpich, Scott Sifferman, Jerry Alles Visitors Present: None Call to Order Review of Agenda Consent Agenda Chairman Craig Roesler called the meeting to order at 7:00. The Directors were given a revised agenda that reflected a change in the personnel report adding Elizabeth Norton s resignation. Also added to the agenda by Superintendent Dan Chaplik was #20 Approval of request to post a bid for a security system. Tracy Cotterill made a motion to approve the Consent Agenda: 6) Approval of Minutes of February 25, 2008 regular board meeting, March 10, 2008 study session board meeting 7) Approval of Certificated & Classified Personnel Report 8) Approval of General Fund Vouchers for Feb/March Nos through in the total amount of $376,289.61; Feb/March ASB Fund Vouchers Nos through in the total amount of $45,993.51; and Feb/March Capital Projects Vouchers Nos through in the total amount of $55,877.50; 9) Approval of NWESD 189 Public Schools Cooperative 2008/ ) Approval of Coaches Salary Schedules & Charles Van Pelt seconded the motion. The motion carried unanimously. GOLD BAR ELEMENTARY SCHOOL: Bedtime Story Night- A Bedtime Story Night was held on March 20 th. We had nine volunteers reading books to our students. Everyone attending had an enjoyable evening listening to stories. COTTERILL/ VAN PELT UNANIMOUS 005

7 Minutes of Regular Board Meeting March 24, 2008 Page 2 Good News Scholastic Book Fair- our PTA sponsored the Scholastic Book Fair from March 17th-21st. Parents and students donated $ to our library and purchased two DVD players for our school. Spring Concert- on March 17th we held our spring concert directed by Gail Bowers featuring kindergarten and third grade classes. It was well attended by students, parents and community members. We had a variety of musical pieces with solos, drums and dancing. WASL Practicestudents and teachers in grades 3-5 are working diligently to prepare for the state assessments that will begin on April 14th. Technology Carts- we have received three carts with laptops and projectors to be checked out by teachers for instruction in our classrooms. SULTAN ELEMENTARY SCHOOL: March 25 th, SES Elementary Choir composed of students from First - Fifth grades will be presenting some choral pieces at Sultan High School's Music in Our Schools Evening concert. The students have been practicing with their music teacher, Mrs. Mentzos and are excited about their songs. Fifth graders will be out delivering Cookie Dough this week to all of the families who supported their Cedar Springs Camp fund raiser for 5th Grade camp. On Friday March 28 there will be 20 Students of the Month acknowledged for good citizenship and academic excellence, along with many, many Math, Reading, Playground, and Read at Home awards. We are always happy to see so many parents come to our Cougar Pride Assemblies to help us celebrate this good work. Teachers have been guiding students in grades 3-5 as they diligently study content areas and practice test format for the April Washington Assessment of Student Learning (WASL). All grades at SES are participating in a Science Fair on Wednesday, March 26 th. Students will be displaying their projects in the gym, where all classes will have opportunities to walk through during the day to look at each others work. Parents will have an opportunity to come to view the projects during Wednesday evening. Fourth and Fifth grades have been following the state s science GLE guidelines, for their experiment processes. SULTAN MIDDLE SCHOOL: The newly formed PTSO has elected officers and held their first board meeting. Ignite is a new program being implemented at SMS. This program will help ease the transition from 5th to 6th grade by planning meaningful transition activities this spring as well as setting up incoming 6th grade students with mentors for their 6th grade year. 7th/8th grade mentors will be trained and will support the 6th grade mentees all year long with planned and purposeful meeting times. SMS is getting ready for the WASL window to open. Proctors have had the first of two trainings. The second will occur tomorrow morning. The yellow-shirt wearing WASL support team members are lacing up their running shoes. Another parent education night was held last week. The main topic of discussion was cyber safety for teens. Many thanks to Ms. Kohl for her outstanding preparation and presentation on this topic. 178 SMS Skyhawk spirit wear items were sold and will be ordered shortly. It will be great to see all of that Skyhawk Pride. 006

8 Minutes of Regular Board Meeting March 24, 2008 Page 3 SULTAN HIGH SCHOOL: SHS recently sent a team of teachers on a site visit to Mt. Baker High School to observe their Navigation 101 program. Navigation is a program for connecting with students and families while increasing academic achievement. The visitation went very well. The staff members who went (Crystal Sportsman, Rebecca Campa, Jamie O Malley, and Sarita Whitmire) came back from Mt. Baker High School with a very positive report about the benefits of the Navigation 101. They are going to present to the staff on April 9 th and we hope to implement our own program starting next year. The freshman class is looking at implementing Rachel s Challenge at SHS. Rachel's Challenge is a national program committed to the message of Rachel Scott (the first victim of the Columbine Shootings) to start a chain reaction of kindness and compassion. The program promotes understanding/acceptance and works to eliminate prejudice and violence. A group of students who want to implement Rachel s Challenge are going to present to the staff this coming Wednesday morning at our staff meeting. We are also in the process of seeking Voc approval for our Rhino and Material Science classes. We are very excited to offer these to our students next year. Two people (one from science and one from history) are registered to go to the Bellevue AP training this summer. We are going to offer AP Environmental Science next year with English coming in the following year. International Week was last week and was a great success. The International Club planned activities throughout the week focusing on teaching about the countries and cultures of our foreign exchange students. Sultan HS will host the K-12 Spring Music concert tomorrow night in the gym. Students from all four schools have been preparing for the concert which is sure to be a great evening for all who attend. Student Services Report Tracey Prpich, Director of Student Services, reported to the board that the first round of WASL has gone well. Tracey discussed the idea of bringing students back in district who are currently served in Monroe and Snohomish School Districts. There will be no monetary saving with this change, but hopefully would help these students connect with the Sultan community. There are three students in Monroe and two students in Snohomish currently that could be brought back into district, if and when a program has been developed. This idea should be discussed again in mid 2008/ nd Reading & Adoption Revised Policy/Procedure P 2020P P Superintendent Dan Chaplik presented revised Policies/Procedures No Director Orientation 2161 Special Education & Related Services for Eligible Students 2161 P 1220 Board Officers & Duties of Board Members 2020 P Selection of Instructional Materials 2163 Response to Intervention 2163 P for second reading and adoption. Tracy Cotterill made a motion to approve the policies as presented. Charles Van Pelt seconded the motion. The motion carried unanimously. COTTERILL/ VAN PELT UNANIMOUS 007

9 1 st Reading Revised Policy/Procedure 5231P P P 4260P Minutes of Regular Board Meeting March 24, 2008 Page 4 Dan Chaplik Superintendent presented revised Policies/Procedure No. 5231P Overtime and/or Compensatory Time 6220/6220P Bid Requirements 3110P Qualifications of Attendance & Placement 4260P Use of Facilities for first reading. These policies/procedures will be presented on April 28, 2008 for second reading and adoption. Layne Anderson reported to the Directors that 5231 was revised to better reflect PSE contract language. Dan Chaplik Superintendent stated that the updates to 6220/6220P will make the bidding process somewhat less burdensome for the district and Jackie Whaley, Superintendent s Secretary, reported that currently the process for facility use is being done by each building. The updates to 4260 will move this process to the maintenance secretary and should give more continuity to the process. Superintendent Chaplik informed the Directors that the revisions to 3110P better clarifies the Early Entry providing testing sources for parents. Tracy Cotterill made a motion to approve the policies as presented. Charles Van Pelt seconded the motion. The motion carried unanimously. COTTERILL/ VAN PELT UNANIMOUS Approval of overnight student travel Cedar Springs Camp Approval of Alternative Ed. Curriculum Designation of Fast Pitch Season for SMS Superintendent Dan Chaplik presented the overnight travel request for Sultan Elementary and Gold Bar Elementary schools to participate in the Cedar Springs Fifth Grade Camp. Sultan Elementary students will travel to Cedar Springs on April 28 th and return on April 30 th, 2008 and Gold Bar Elementary students will travel to camp on April 30 th and return on May 2 nd, Charles Van Pelt made a motion to approve the overnight travel as presented. Tracy Cotterill seconded the motion. The motion carried unanimously. A list of alternative education curriculum was presented to the Board of Directors for approval. Charles Van Pelt made a motion to approve the curriculum as presented. Tracy Cotterill seconded the motion. The motion carried unanimously Sultan High School Assistant Principal, Scott Sifferman requested that the directors designate March 3, 2008-May 24, 2008 as Fast Pitch season for Sultan Middle School, although there is no suggestion to begin a Fast Pitch program. This request is due to WIAA rules. Tracy Cotterill made a motion to approve March 3-May 24, 2008 as Fast Pitch season for Sultan Middle School. Charles Van Pelt seconded the motion. The motion carried unanimously. VAN PELT/ COTTERILL UNANIMOUS VAN PELT/ COTTERILL UNANIMOUS COTTERILL/ VAN PELT UNANIMOUS 008

10 Approval to begin the bid process for SHS Roof Project Minutes of Regular Board Meeting March 25, 2008 Page 5 Jerry Alles, Director of Facilities, requested permission to begin the bid process for the SHS Roof Project. Chairman Roesler asked why the roof is leaking, Mr. Alles stated that it is twenty years old and that it had woven valleys that need to be replaced with metal flashing, he also stated that due to strong winds 25% of the shingles have been replaced. The specifications for the new roof will be laminated fiberglass shingles with metal flashing in the roof valleys. Expected life of this type of roof will be thirty to fifty years. The cost for a metal roof replacement is approximately 30% more and the architect of the building does not lend itself to a metal roof. There has been no structural damage to the building from the leaky roof. The Roof Project will be open for bids from April 15 through April 30, The roof will be expected to be finished by August 30, There will be a roof hatch added to on the east side of the gym roof for fire fighter access. Tracy Cotterill made a motion to approve the bid process for the Sultan High School Roof Project. Charles Van Pelt seconded the motion. The motion carried unanimously. SUMPTER/ VAN PELT UNANIMOUS COTTERILL/ VAN PELT UNANIMOUS Approval to begin the bid process for IP Surveillance Security System Superintendent Dan Chaplik requested that the Directors approve his request to begin the bid process for the IP Surveillance Security System. Some questions posed to Superintendent Chaplik were: where would the hard drive for the system be located, what about dimly lit areas and will there be training for Sultan and Gold Bar Police regarding the system. The location of the hard drive has not yet been determined, digital cameras are more expensive but lend themselves to better pictures in dimly lit areas and, yes, both police departments will be made aware of the system and how it works. Charles Van Pelt made a motion to approve the bid process IP Surveillance Security System. Russ Sumpter seconded the motion. The motion carried unanimously. VAN PELT/ SUMPTER UNANIMOUS Financial Report Conference Report Layne Anderson, Director of Fiscal Services, reviewed the financial reports for the district. Layne informed the board that the audit exit meeting has not yet been set. Budget preparation for 2008/2009 will begin in April. Layne discussed the leveling out of student enrollment. He also explained the decrease to the Debt Service Fund is due to the fact that $800,000 was move to the Capital Facilities Fund for Capital Projects. Current Capital Projects are SHS roof, surveillance system, bus barn fence project and SES plumbing project; Layne will present a Capital Facilities Fund balance to the directors when these projects are complete. Tracey Prpich reported that she had attended the Small Schools Conference in Yakima which centered on Legislative projections. 009

11 Minutes of Regular Board Meeting March 25, 2008 Page 6 Other Items Executive Session Reconvene/ Adjournment Superintendent Chaplik shared his concern regarding the legislation decision which will increase employer contributions to $275,000 in 2008/2009 which is an 8% increase. Superintendent Chaplik requested to discuss these implications in detail at the April 14 th Study Session meeting. Tracy Cotterill moved and Charles Van Pelt seconded a motion to meet in executive session for approximately one half hour at 9:06 p.m. to discuss: Administrative leave facts surrounding Erica Retter and the evaluation of the Facilities Director. The Executive session ended at 9:34 no action was taken. At 9:34 the meeting was reconvened in open session and being there was no further business Chairman Craig Roesler adjourned the meeting promptly at 9:35p.m., no action was taken. COTTERILL/ VAN PELT UNANIMOUS Jackie Whaley Recording Secretary Dan Chaplik Superintendent Craig Roesler, Chairman 010

12 SULTAN SCHOOL DISTRICT NO. 311 MINUTES OF STUDY SESSION BOARD MEETING April 14, 2008 SULTAN ELEMENTARY SCHOOL LIBRARY 501 DATE STREET, SULTAN WA 7:00 PM Roll Call Board Members Present Craig Roesler Tracy Cotterill Patty Fountain Charles Van Pelt Russ Sumpter Board Members Absent None Visitors Present : Brian & Debbie Copple Superintendent Present Dan Chaplik Student Rep Present Courtnee Sinhlapasai Staff Present: Layne Anderson, Dave Harrington, Laurel Anderson, Sherry Knox, Jamie O Malley, Sarita Whitmire-Skeith, Rosaleen Wilcox, Kris Hatfield, Shannon Haugstad, Crystal Sportsman, Marianne Naslund, Jerry Alles. Call To Order Public Input SHS Presentation SIP/TAP & Navigation 101 Chairman Roesler called the study session meeting to order at 7:00 p.m. None Due to a presentation glitch, SHS staff s presentation was first on the agenda followed by Rachel s Challenge. Mr. Harrington introduced the staff presenting and informed the board that they would be making presentations on the SIP/TAP process and the Navigation 101 program. Kris Hatfield and Shannon Haugstad did a PowerPoint presentation regarding the SIP/TAP process that SHS is currently doing. There are five areas of concentration in the process: data analysis, goal setting research, action plan, monitoring of the plan and evaluating the plan. The focus of the program is the nine characteristics of high performing schools. The presentation indicated that SHS is well on its way in the process. Sarita Whitmire-Skeith, Jamie O Malley and Crystal Sportsman spoke to the board regarding Navigation 101 and the impact they felt it could have at SHS. This team of teachers has done a site visit at Mt. Baker High School to see the program in action. The cost of the program will be approximately $5, Chairman Craig Roesler, asked that data be provided to the Board regarding schools that are currently participating in the program. Mr. Chaplik will send the requested information to the board in the board communication packets. 011

13 Study Session Board Meeting April 14, 2008 Page 2 Rachel s Challenge Presentation Students from Sultan High School presented information regarding the Rachel s Challenge program. The group is interested in purchasing option B of the program for September 2008/2009. Option B costs $3, and includes two presentations, an evening presentation for the community, peer training, and covers travel expenses for the trainers/presenters. Students are planning to use one of the two sessions for Sultan Middle School. Chairman Roesler asked if the students had requested funds from SHS ASB. They informed Chairman Roesler they had not, to date, but do plan to make a request to the SHS ASB. Capital Facilities Plan Mr. Jerry Alles gave a PowerPoint presentation on, and discussed updates to, the Capital Facilities Plan with the Board of Directors. Mr. Alles suggested that the Reiter Road Middle School project be removed from the CFP replacing it with plans for an additional elementary school. Mr. Alles also discussed new school construction costs; they are currently at $ per sq. foot to build. Mr. Alles will report back to the Board on the cost of a new school building in Monroe built using metal infrastructure rather than wood. Mr. Alles will again present the CFP in July. At that time, the Board must formally adopt the CFP. Adoption of Resolution Request of Waiver for Gr Day Year Preliminary Budget Information Superintendent Dan Chaplik, presented Resolution # for Board adoption. Mr. Chaplik informed the Board of Directors that the 08/09 calendar which included four waiver days was agreed upon during negotiations and that the time is being used to build strong educational teams throughout the district. Tracy Cotterill made a motion to approve Resolution No as presented. Patty Fountain seconded the motion. The motion carried unanimously. Superintendent Chaplik along with Director of Fiscal Services, Layne Anderson, presented the Board with preliminary budget information. Layne indicated that the enrollment number for 2008/2009 will be 2010 noninclusive of CVA enrollment. Layne also indicated that he would be heavily into budget analysis for the next two weeks. He has not yet started on the Food Service or Transportation budget. There were several informational spreadsheets handed out for the board to look over; Mr. Chaplik and Mr. Anderson informed the Board of Directors if they had any questions regarding the information to give either of them a call. Director Van Pelt, requested that the interim Police Chief be invited to address the board at the next study session regarding city issues. Superintendent Chaplik informed him he would contact the Police Chief and invite him to the meeting. Superintendent Chaplik also informed the Board that students, staff and Parents from Sky Valley Options High School would be present at the next board meeting. COTTERILL FOUNTAIN UNANIMOUS 012

14 Study Session Board Meeting April 14, 2008 Page 3 Adjournment Being there was no further business Chairman Roesler adjourned the meeting at 9:20 pm. Jackie Whaley Recording Secretary Dan Chaplik, Superintendent Craig Roesler, Chairman 013

15 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Approval of Personnel Report Certificated and Classified PERSONNEL INVOLVED: Dan Chaplik BACKGROUND: All recommendations are made as a result of careful consideration of Board Policy and federal and state law. All staff members selected for employment shall be recommended by the Superintendent. Staff members must receive an affirmative vote from the majority of all members of the board. However, should any board member question the qualifications of an applicant for employment or wants to review the performance of an employee, this item should be transferred to Executive Session. RECOMMENDATION: The administration recommends the Board of Directors approve the Personnel Report as presented. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Sumpter Roesler Van Pelt 014

16 CERTIFICATED: PERSONNEL ACTION REPORT April 28, 2008 EMPLOYMENT OFFER: Name Effective Date Position Location Murphy, Darci 8/25/2008 Health Teacher SMS SUPPLEMENTAL CONTRACT/STIPEND Name Effective Date Position Location Stipend Allen, Kathi 4/28/08-4/30/08 5th Grade Outdoor Ed SES $ Broughton, Blair 3/25/08-5/22/08 Asst. Track Coach SMS $ 1, Brumley, Sadie 4/30/08-5/2/08 5th Grade Outdoor Ed GBE $ Crossman, Carlene 4/30/08-5/2/08 5th Grade Outdoor Ed GBE $ Gilman, Kevin 4/30/08-5/2/08 5th Grade Outdoor Ed GBE $ Gushwa, Jeff 3/25/08-5/22/08 Asst. Track Coach SMS $ 1, Koehler, Matt 4/28/08-4/30/08 5th Grade Outdoor Ed SES $ Martin, Erica 3/25/08-5/22/08 Head Track Coach SMS $ 2, Riehle, Pete 3/25/08-5/22/08 Asst. Track Coach SMS $ 1, Sifferman, Mary 4/28/08-4/30/08 5th Grade Outdoor Ed SES $ Skadan, Kim 4/30/08-5/2/08 5th Grade Outdoor Ed GBE $ Smith, Darlene 4/28/08-4/30/08 5th Grade Outdoor Ed SES $ Smith, Kimbra 4/28/08-6/5/08 7th Hr Study Skills Instructor SMS $35.21/hr Weide, Bill 4/28/08-4/30/08 5th Grade Outdoor Ed SES $ CHANGE OF POSITION Name Effective Date Position Location Schauer, Jody 4/7/08-6/13/08 Heath Teacher SMS Replacing Holly VanWeezendonk for the remainder of the 07/08 year. LEAVE OF ABSENCE Name Effective Date Position Location Gossett, Rachel 3/18/08-5/23/08 6th Grade Teacher SMS LONG-TERM SUBSTITUTE Name Effective Date Position Location For Broughton, Laura 4/7/08-6/13/08 PE Teacher SMS Jody Schauer Knight, Wanda Kay 12/17/07-6/13/08 English Resource Room Teacher SHS Jeff Hagen Moore, Jesse 3/18/08-5/23/08 6th Grade Teacher SMS Rachel Gossett RESIGNATION: Name Effective Date Position Location MacDicken, Jim 4/14/2008 History Teacher SHS CLASSIFIED: EMPLOYMENT OFFER: Name Effective Date Position Location Sprague, Holly 3/14/08-6/13/08 Paraeducator I hrs/week SES/SMS SUPPLEMENTAL CONTRACT/STIPEND Name Effective Date Position Location Stipend Croshaw, Gloria 9/07-6/08 Safety Patrol SES $ MacDicken, Garth 2/27/08-5/24/08 Asst Fastpitch Coach SHS $ 2, /23/2008

17 PERSONNEL ACTION REPORT April 28, 2008 LEAVE OF ABSENCE Name Effective Date Position Location O'Brian, Donna 3/20/08-4/30/08 Paraeducator I GBE LONG-TERM SUBSTITUTE Name Effective Date Position Location For Ahles, Rowena 3/20/08-4/30/08 Paraeducator I GBE Donna O'Brian RESIGNATION: Name Effective Date Position Location Irwin, Doug 4/15/2008 Electronic/Hardware Technician Maint/Tech Morey, Margaret 8/31/2008 Paraeducator I GBE 016 4/23/2008

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21 Meeting Date SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Approval of March 2008 & April 2008 AP Vouchers & Warrants Approval of April 2008 Estimated Payroll PERSONNEL INVOLVED: Janie Miller, Accounts Payable Anita Bickler, Payroll BACKGROUND: Upon approval of the warrants dated March 24, 2008, March 31, 2008, April 7, 2008, and April 15, 2008, the listing of warrants shall be placed on file as a matter of public record. RECOMMENDATION: The administration recommends the Board of Directors approve the payment of warrants in the following amounts: ACCOUNTS PAYABLE Paydate Fund Voucher Dollars Voucher Numbers Accounts Payable Totals 03/24/08 GEN $ 64, Voucher Totals: 03/31/08 GEN $ 77, =$252, /07/08 GEN $ 12, /15/08 GEN $ 97, /24/08 ASB $ 3, =$30, /31/08 ASB $ 6, /07/08 ASB $ 16, /15/08 ASB $ 3, /24/08 CAP $ 6, =$6, APRIL 2008 ESTIMATED PAYROLL: $1,318, Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Sumpter Van Pelt Roesler 020

22 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: PERSONNEL INVOLVED: Approval of 2008/2009 Northwest Regional Learning Center Interlocal Agreement Tracey Prpich BACKGROUND: This agreement will allow the Sultan School District to continue to place a selected number of students in the ESD program for secondary students with severe behavior disabilities. RECOMMENDATION: The administration recommends the Board of Directors approve the Interlocal Cooperative Agreement with Northwest ESD 189, 2008/2009 as presented. Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Roesler Sumpter Van Pelt 021

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29 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: PERSONNEL INVOLVED: Good News Tracey Prpich BACKGROUND: Time is provided for administration to present Good News of the district. RECOMMENDATION: Informational Only Additional Information Attached BOARD ACTION: Fiscal Impact/Fund Source: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Roesler Sumpter Van Pelt 028

30 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: PERSONNEL INVOLVED: Association Reports Various BACKGROUND: Time is provided for various associations to give reports to the Board of Directors. Sultan Education Association (SEA) Public School Employees (PSE) Teamsters PTA/Booster Clubs Associated Student Body (ASB) RECOMMENDATION: Informational Only. Additional Information Attached BOARD ACTION: Fiscal Impact/Fund Source: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Roesler Sumpter Van Pelt 029

31 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: PERSONNEL INVOLVED: Student Services Report Tracey Prpich BACKGROUND: Time is provided for student services to give a report to the Board of Directors. RECOMMENDATION: Informational Only. Additional Information Attached BOARD ACTION: Fiscal Impact/Fund Source: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Sumpter Roesler Van Pelt 030

32 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: PERSONNEL INVOLVED: Approval of donation from Sultan Elementary PTO Laurel Anderson BACKGROUND: The Sultan Elementary PTO will be donating $6, to SES to be deposited into the building s General Fund. The purpose of the donation is to offset transportation costs for field trips. RECOMMENDATION: The administration recommends that the Board of Directors accept the donation of $6, from Sultan Elementary PTO. Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Roesler Sumpter Van Pelt 031

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36 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Approval of overnight travel - Sultan High School Spring Sports Track & Field, Boy s Soccer, Baseball, Golf and or Fast Pitch PERSONNEL INVOLVED: Scott Sifferman BACKGROUND: In preparation for playoffs and or state games in Track and Field, Soccer, Baseball, Golf and or Fastpitch we are requesting approval for overnight travel should we need to travel a substantial distance such events. RECOMMENDATION: The administration recommends that the board of directors approve the overnight travel as presented. Additional Information Attached Fiscal Impact/Fund Source: Athletics BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Roesler Sumpter Van Pelt 035

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39 Meeting Date SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Second reading: Revised Procedure No. 5231P Overtime & or Compensatory Time Revised Policy/Procedure No. 6220/6220P Bid Requirements Revised Procedure 3110P Qualifications of Attendance and Placement Revised 4260P Use of Facilities PERSONNEL INVOLVED: Dan Chaplik BACKGROUND: Revised Policy/Procedure No. 5231P Overtime & or Compensatory Time has been revised to better reflect the district s current procedure; Policy/Procedure 6220 has been revised to reflect changes as per WSSDA recommendations, Procedure 3110P has been revised to better clarify and outline a procedure concerning early kindergarten/first grade entry and Procedure 4260 Use of Facilities has been completely revised creating user friendly guidelines for facilities use that will be administered by facilities rather than by each building, creating a consistent fee schedule etc. These recommended revisions have been developed by Dan Chaplik, Superintendent and Layne Anderson Director of Fiscal Services. The revised Policies/Procedures were presented for first reading on March 24, RECOMMENDATION: Administration recommends that the Board of Directors accept revised Procedure No. 5231P Overtime & or Compensatory Time, Policy/Procedure 6220 Bid Requirements, Procedure 3110 Qualifications for Attendance and Placement and Procedure 4260P Use of Facilities for second reading and adoption. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Sumpter Roesler Van Pelt 038

40 Procedure 5231P Overtime and/or Compensatory Time To comply with the Fair Labor Standards Act and the laws and rules of the State of Washington, the following procedures shall be established: A. Exempt or non-exempt status: All certificated staff are exempt from the 40-hour work week. The district will determine the status of classified employees based upon the criteria established for defining executive (WAC ) or professional (WAC ) status and any additional FLSA standards. B. Work week: Seven consecutive 24-hour periods make up the work week. Non-exempt s Staff members are entitled to 1-1/2 times the regular rate of pay for all hours worked in excess of 40 hours per week. A staff member may elect to take compensating "time off" (straight time) in lieu of overtime pay. Compensating "time off" shall be at the rate of 1-1/2 times the overtime hours worked or the staff member may accumulate up to 240 hours of compensating time at which time the staff member must either take compensating "time off" or receive pay for such excess hours. Such employees, at their option, may request in writing compensatory time off in lieu of pay. Compensatory time off, if granted, may be accrued; provided, records are maintained and there must be a reasonable expectation that employees will be provided an opportunity to expend the accrued time during the current or succeeding pay period in which it was accrued. Compensatory time shall be accrued at straight time (one hour for each hour worked) or overtime (one and one-half (1½) hours for each hour worked). Compensatory time must be expended prior to the end of the subsequent pay period following accrual. If not, it shall be paid the employee in the next payroll. Unused compensatory time will be paid at termination. Staff members shall not perform any work during lunch periods or before or after work hours regardless of the voluntary nature of their work. Staff members who violate this regulation are subject to disciplinary action. C. Travel time: Travel time to a meeting is compensable if done in a private vehicle and when it is required by the district. D. Meal periods: Staff members shall not perform any duties during the employee s meal period. E. Non-working time: Time between shifts shall be free of responsibilities or obligations. Standby time can be negotiated but must be at the rate of the minimum wage or more. F. Records: Records must be kept for a minimum of three years. A staff member's signature must appear on the time slip or sheet, which shows the daily arrival and departure time. U. S. Department of Labor posters must be posted at each site. Date:

41 A. Purchases BID REQUIREMENTS Policy No Management Support 1. Whenever in the opinion of the board the cost of any furniture, equipment or supplies(except books), shall equal or exceed $50,000$75,000, formal bids shall be called for by issuing public notice placed in at least one newspaper of general circulation within the district once each week for two consecutive weeks, unless a statutory exception permits another contracting option. Clear and definite specifications shall be prepared and made available to all vendors interested in submitting a bid. For purposes of this policy, a lease-purchase agreement, whereby the district may own the property at the end of a lease term, shall be subject to the same conditions as an outright purchase. 2. When the cost of any supplies, equipment or furniture (except books) shall exceed $15,000 40,000 but be less than $50,000 75,000, informal bids shall be solicited from responsible vendors. The superintendent shall establish bidding and contract awarding procedures for all purchases of furniture, equipment, or supplies (except for books), the cost of which is estimated to be in excess of $15,000 40, No bid procedure is required for purchases of furniture, equipment or supplies under $40,000. B. Public Works Projects 1. Whenever in the opinion of the board the cost of any public work project shall equal or exceed $50,000$100,000 formal bids shall be called for by issuing public notice placed in at least one newspaper of general circulation within the district once each week for two consecutive weeks, unless a statutory exception permits another contracting option. Clear and definite specifications shall be prepared and made available to all vendors interested in submitting a bid. 2. When the cost of a public works project equals or exceeds $15,000 40,000 but is less than $50,000 $100,000 informal bids shall be solicited from responsible vendors. The superintendent shall establish bidding and contract awarding procedures for all public works projects, the cost of which is estimated to be in excess of $15,000 40,000. However, all such projects building improvement, repair or other public work projects estimated to be less than $200,000 may be awarded to a contractor on the small works roster, pursuant to state s uniform small works roster process. 3. Public works projects that are less than $40,000 may be performed by district personnel. The competitive bid process shall be used for every building improvement, repair or other public works project, the cost of which is estimated to be in excess of $15,000 if the district has more than 15,500 students, or if more than one craft or trade is involved; or the cost of which is estimated to be in excess of $10,000 if the district has fewer than 15,500 students and only one trade or craft is involved. Limited public works projects are those estimated to cost less than $35,000. The district may award contracts for limited public works pursuant to the state limited public works process. With prior board approval for limited public works, the district may waive the payment and performance bond requirements and the retainage requirements of law, thereby assuming liability for a contractor s nonpayment of laborers, mechanics, subcontractors, materialmen, suppliers and taxes. The district shall have the right of recovery against the contractor for any of these payments made on the contractor s behalf. 040 Page 1 of 2

42 Policy No Management Support For any public works contract expected to cost over $1,000, the bids shall include the names of subcontractors who will do the heating, ventilation and air conditioning, plumbing or electrical work. Failure to name a subcontractor or the bidder for each category of work renders the bid nonresponsive and void. Naming more than one subcontractor for a category of work, unless different contractors are named in alternative bids, also voids a bid. Bid procedures shall be waived when the board declares an emergency for purchases involving special facilities or market conditions, for purchases of insurance or bonds or when purchases are clearly limited to a single source of supply. Any time bid requirements are waived pursuant to this provision, a document explaining the factual basis for the exception and the contract shall be recorded and open for public inspection. The board may by resolution reject any and all bids and make further calls for bids in the same manner as the original call. The board reserves the right to purchase through an inter-local cooperative agreement with another governmental agency provided such agency has complied with the bidding requirements that are applicable to school district. The board shall include in each contract a proviso requiring the contractor to prohibit any of its employees who has ever been convicted of or pled guilty to any of the child related felonies from working where he/she would have contact with public school children. The contract shall also provide that failure to comply with this requirement is grounds for immediate termination of the contract. Legal References: RCW 28A Advertising for bids Bid procedure- Telephone solicitation, limitations Emergencies RCW 28A Crimes Against Children Contractor Employees Termination of Contract RCW Small Works roster Contract award Process RCW Competitive Bidding Requirements Exemptions RCW Bids on public works Subcontractors must be identified When RCW Competitive Bids Notice Of Modification Or Cancellation Cancellation Requirements Lowest Responsible Bidder Preferential Purchase Life Cycle Costing AGO No. 2 Competitive Bidding on School District Transportation Contracts Management Resources: Adoption Date: School District Name Revised: ; ; Classification: Essential Policy News, October 2005 Policy News, June Competitive Bid Process Changes Legislation Further Simplifies Bid Compliance Page 2 of 2

43 Procedure 6220P Bid Requirements The following procedures shall be in effect for purchasing through the bidding process: A. Formal bids shall be opened at the time and place stated in the official advertisement for bids, and any interested member of the public may attend the bid opening. It shall be the bidder's sole responsibility to see that his/her bid is delivered to the district prior to the time set for opening of bids. Any bid received after the time set for opening the bids shall be returned to the bidder unopened and shall receive no consideration by the district. B. Formal bid tabulations shall be presented at the next regular meeting of the board for study purposes. C. Formal bid awards shall be made by the board on the basis of staff recommendations at the second meeting after the bid opening except that the board can waive this requirement when time is of the essence. D. Brand names and manufacturers' catalog numbers used in specifications are for the purpose of identification and to establish a standard of quality. Bids on equal items shall be considered providing the bidder specifies brand and model and furnishes descriptive literature. The acceptance of alternative "equal" items shall be conditioned on the district's inspection and testing after receipt. If not found to be equal, the material shall be returned at the seller's expense and the contract canceled. E. The district shall reserve the right to reject any or all bids, waive any formalities and cancel the solicitation, if a compelling reason exists. F. On construction projects, the bidder shall include a notarized statement agreeing to comply with prevailing wage and affirmative action requirements and shall provide a performance bond. G. The superintendent may solicit bids by telephone and/or written quotation for furniture, equipment and supplies which have an estimated cost between $40,000 and $75,000. At least three telephone or written bids shall be secured prior to the date established by the superintendent. All telephone quotations must be confirmed in writing within seven days in order to constitute a valid quotation. H. For public works projects estimated to cost less than $200,000, the superintendent may solicit bids by telephone, electronic means and/or written quotations from contractors who have requested to be placed on the small works roster. The district will not break a project into units or phases in order to come within the scope of the small works roster. The small works roster shall be revised at least once each year by publishing a notice of such opportunity in at least one newspaper of general circulation in the district. Also, responsible contractors shall be added to the small works roster any time they submit a written request and necessary records. The application form shall be designed to collect such information as (l) name of contractor, (2) state of Washington contractor's license number, (3) bonding verification, (4) liability coverage, (5) related contracts completed, and (6) references (bond and clients). Contractors desiring to be placed on or remain on the small works roster are required to keep current records of applicable licenses, certifications, registrations, bonding and insurance on file with the district. 042 Page 1 of 3

44 Procedure 6220P The following steps shall be employed to engage a contractor for a small works project: 1. Written specifications shall be prepared which describe the work to be completed and the materials to be used. Completion date; contractor's assurances (prevailing wages, fair employment, etc.); bid and performance bond requirements; opportunity to visit the work site; closing date; and bid form may be provided detailed plans and specifications need not be included in the invitation. 2. All qualified small works contractors may receive written invitation to bid. In the alternative, quotations may be invited from at least five contractors on the roster qualified to do the work being contracted in a manner that will equitably distribute the opportunity among qualified contractors on the roster. If the estimated cost of the work is between $100,000 and $200,000 and five or more contractors are invited to offer quotations, all other contractors on the roster shall be notified of the quotations being sought by publishing notice in a legal newspaper in general circulation in the district. (Implementation note: Districts may choose to provide notification by mail, facsimile or other electronic means instead of publication. Administrators should choose the ONE method that is most efficient under the circumstances in the local district--availability of an appropriate newspaper, size of the roster, availability of facsimile or communications with local contractors, etc.--and place that means in this paragraph instead of the reference to publication in a newspaper.) 3. After the closing time, bids shall be opened, recorded and made available for inspection or telephone inquiry. 4. The superintendent shall award the contract to the lowest responsible bidder. The district shall post a list of contracts awarded pursuant to the small works roster once every two months, including the name of the contractor or vendor, amount of the contract a brief description of the work done or items purchased and the date awarded. The notification must also include the location where quotations for the contracts listed are available for public inspection. The following factors shall be considered in determining the lowest responsible bidder: 1. The ability, capacity and skill of bidder to perform the work required; 2. The character, integrity, reputation, judgment, experience, and efficiency of the bidder; 3. The ability of the low bidder to perform the work in the time specified; 4. The quality of performance of previous contracts or services; 5. The previous and existing compliance of the bidder with laws relating to public works; and 6. Such other information related to the performance of the contract as the superintendent deems advisable. I. For limited public works projects estimated to cost less than $35,000 the superintendent may solicit electronic or written quotations from a minimum of three contractors from the small works roster. The contract may be awarded to the lowest responsible bidder pursuant to the factors listed above. After an award is made, the quotations received are open to public inspection and are available by electronic request. The superintendent shall attempt to distribute opportunities for limited public works projects equitably among contractors willing to perform in the district. The district will maintain a list of the contractors contacted and the contracts awarded during the previous twenty-four months under the limited public works process, including the name of the contractor, the contractor s registration number, a brief description of the work and the date the contract was awarded. A project may not be divided into parts in order to qualify for the limited public works process. 043 Page 2 of 3

45 Procedure 6220P J. An acceptable bid or offer and a district purchase order shall constitute the only contract necessary for the purchase of supplies, equipment, and minor repairs of construction projects, except that the successful bidder shall meet all conditions included in the specifications. K. Formal written contracts shall be prepared for all major construction and repair projects. Such contracts shall be signed by the board president/chair and secretary on behalf of the district after the contracts have been awarded by a majority vote of the board with action recorded in the minutes of the board meeting. All contracts shall provide that, in the event of a suit by the district to enforce the terms of the contract, venue for the suit shall be laid in the county in which the district is located and that, if the district is successful in the suit, the court may order reimbursement of the district's attorney's fees and court costs in such amount as the court deems reasonable. The contract shall contain a proviso requiring the contractor to prohibit any of its employees who has ever been convicted of or pled guilty to any of the child related felonies from working where he/she has contact with public school children. The contract shall also provide that failure to comply with this requirement is grounds for immediate termination of the contract. Date: ; ; Page 3 of 3

46 3110P PROCEDURES FOR KINDERGARTEN AND FIRST GRADE EARLY ENTRANCE KINDERGARTEN 1. An early entrance candidate for kindergarten is defined as a child whose fifth birthday falls between (and including) September 1 and October 31. Proof of age is required. 2. Parents may apply for permission to enter such child by contacting the district office who will advise them of the procedures. 3. Children who are candidates for early entrance must be screened in the following areas: a. Mental ability b. Gross motor skills c. Fine motor skills d. Visual discrimination e. Auditory discrimination f. Social/emotional development The child must pass the screening in all areas at a level equal to the average entering student ( five and one-half years in all areas). 4. An outside evaluation which meets the aforementioned requirements must be done by a Washington State licensed psychologist or Washington State certified psychologist. Families meeting the free and reduced meal requirements may apply for hardship. If eligible, testing will be provided by the district in August. 5. Test results and applications for early entrance will not be considered after August 15 th. 6. The teacher and principal will observe the child during a trial period of the first 25 days that the kindergarten class is in session. The principal will report to the parent on the child's adjustment and progress, and make a final determination in regard to continuation in school. 7. If a child is denied early admission to school, an appeal of such denial is subject to the hearing process of the district. 8. A student shall be admitted to kindergarten if the student has been attending a public-school kindergarten or first grade while residing in a district other than Sultan and thereafter transfers to the Sultan School District during that school year. 045

47 FIRST GRADE 3110P 1. An early entrance candidate for first grade is defined as a child whose sixth birthday falls between (and including) September 1 and October 31. Proof of age is required. 2. Parents may apply for permission to enter such child by contacting the district office who will advise them of the procedures. 3. Children who are candidates for early entrance must be screened in the following areas: a. Mental ability b. Gross motor skills c. Fine motor skills d. Visual discrimination e. Auditory discrimination f. Social/emotional development The child must pass the screening in all areas at a level equal to the average entering student (six and one half years in all areas). 4. An outside evaluation which meets the aforementioned requirements must be done by a Washington State licensed psychologist or Washington State certified psychologist. Families meeting the free and reduced meal requirements may apply for hardship. If eligible, testing will be provided by the district in August. 5. Test results and applications for early entrance will not be considered after August 15 th. 6. The teacher and principal will observe the child during a trial period of the first 25 days that the kindergarten class is in session. The principal will report to the parent on the child's adjustment and progress, and make a final determination in regard to continuation in first grade. 7. Any child not otherwise eligible for entry to first grade who successfully has completed a kindergarten program in a public or private school shall be permitted entry to the school program: provided, that the kindergarten program standards substantially equaled or exceeded the applicable basic education program requirements. 8. If a child is denied early admission to first grade, an appeal of such denial is subject to the hearing process of the district. Updated 4/08 to include forms 046

48 Early Entrance for Kindergarten or First Grade School Year 3110P-Letter Dear Parent/Legal Guardian: Early Entrance into Kindergarten or First Grade: The Sultan School District (pursuant to WAC ) established a procedure making students whose fifth or sixth birthday falls between September 1 and October 31, 2008 eligible for an assessment to determine kindergarten or first grade readiness. Children with birth dates after October 31 are not eligible. Assessment: An assessment by a Washington state certified/licensed psychologist is required before your child can be considered for early entrance. To qualify, your child s performance must demonstrate above average ability* in each of the following areas: mental ability, gross motor skills, fine motor skills, visual discrimination, auditory discrimination, and social/emotional development. *Developmental Age Equivalent of 5 years 6 months in all areas (kindergarten) and 6 years 6 months (first grade). A list of psychologists is attached. Scheduling and paying for the assessment is the responsibility of the parent. A free district evaluation may be given if the household meets free or reduced lunch eligibility requirements. If you feel you may qualify, please complete the enclosed District Testing Application and return it to the address shown above as soon as possible. Proof of income (a recent paystub and/or verification of child support, DSHS, or unemployment) must also be submitted before a district test is scheduled. District tests are typically scheduled the first week in August. Steps required to complete the Early Entrance process: Assessment: Contact a psychologist licensed in the state of Washington to schedule your child s assessment or, if you feel you may qualify based on your income level, apply for a free district assessment. The psychologist must send the results of the assessment to Superintendent s Secretary, Sultan School District, th Street, Sultan, WA by August 15, Notification to Parents: You will receive a letter from the district within 10 working days of receipt of assessment results authorizing conditional early entrance into kindergarten or first grade. Your home school will also be notified. Registration: Please go to your home school after approval has been received. Bring a certified copy of your child s birth certificate, proof of residency, current immunization information, and the names and phone numbers of 3 emergency contacts in order to complete the registration process. Early entrance candidates must register before the first day of school in September. Evaluation period: Early entrance into kindergarten or first grade is conditional pending the successful completion of a 25 school day evaluation period. The school team may decide at any time during this evaluation period if early entrance is appropriate for your child. First Grade Early Entrance: Parents of first grade early entrance candidates must also sign and return the First Grade Information Letter enclosed with this packet. Additionally, testing may be waived and the student considered for early entrance into first grade if s/he successfully completes the kindergarten year at an OSPI accredited private kindergarten, or the teacher has a valid Washington state teaching certificate. 047

49 TO BE COMPLETED BY PARENT SULTAN SCHOOL DISTRICT #311 EARLY ENTRANCE ASSESSMENT FORM 3110P-1 Student Name: Parent Name: Date of Birth: Phone: Address: Service Area School: TO BE COMPLETED BY PSYCHOLOGIST Psychologist: Phone: I give permission for to release my child s test results to the Sultan School District. Parent signature: A student must pass the screening in all areas at an age equivalent to the average entering student. (Kindergarten - 5 years 6 months; First Grade - 6 years 6 months.) *alternative tests must have prior approval by the Superintendent. Developmental Test Administered (Please Circle Test Used). *These tests are the only ones Area Assessed* Age Equivalent accepted all alternative tests must have prior approval by the Superintendent. Mental Ability 1. Wechsler Preschool Primary Scale of Intelligence SS 110+ (3rd EDITION) Gross Motor Skills Fine Motor Skills Visual Discrimination Audio Discrimination Social/Emotional Development 1. Peabody Developmental Motor Scales (2nd Edition) 2. Vineland Adaptive Behavior Scale (2nd Edition, Gross Motor) 1. Beery Test of Visual Motor Integration (5th Edition) 2. Vineland Adaptive Behavior Scales (2nd Edition, Fine Motor) 1. Test of Visual-Perceptual Skills (Revised) 2. Motor-Free Visual Perception Test (3rd Edition) 1. Test of Auditory-Perceptual Skills (Revised) 2. Test of Language Development - Primary (3rd Edition, Auditory Discrimination) 1. Preschool and Kindergarten Behavior Scale (2nd Edition) 2. Vineland Adaptive Behavior Scale (2nd Edition, Social Domain) *Added Fine Motor Skills -Bruininks-Oseretsky Test of Motor Proficiency *An assessment must be conducted in each area listed Psychologist Signature: Date: Clinical Impressions (please use back of form for additional comments): When completed, this form must be mailed by the Psychologist and received no later than August 15, 2008 by: Attn: Superintendent s Secretary~ Sultan School District #311 ~ th Street, Sultan, WA IMPORTANT NOTE: Students passing the initial screening will be reevaluated by the child s school the first 25 days that school is in session. The parents will be notified before the end of the trial period of the final decision on the child s eligibility to remain in the kindergarten/first grade program. FOR DISTRICT USE Date Evaluation Received: 048 Passed: Yes No Initials: Revised February 2008

50 3110P-2 Sultan School District #311 Application for Free District Early Entrance Evaluation Scheduling and paying for evaluations for early entrance into kindergarten or first grade is the responsibility of the parents. However, the district will evaluate a child free of charge if the family meets the criteria for free and reduced price meals, and provides proof of income. Please fill in the information below, and return this form to the Superintendent s Secretary c/o Sultan School District, th Street, Sultan WA 98294, as soon as possible. This form will not be reviewed or a district test scheduled unless proof of income is also submitted (a recent paystub and/or verification of child support, DSHS, or unemployment.) District evaluations will be scheduled during the first week of August. We will contact you about your eligibility for a free district test. Please list the GROSS MONTHLY earnings (before deductions) from the following sources for all adult members living in your household: Source(s) of income First and last names of ALL household members (adults Gross monthly income of (employment, welfare, and children - please include yourself) all family members child support, etc.) 1. $ 2. $ 3. $ 4. $ 5. $ 6. $ 7. $ 8. $ Child s Name: Mailing Address: Work Telephone: Birth Date w/year: City & Zip Code Home Telephone: Printed Name of Parent: Signature of Parent: For District Use Date received: Meets criteria: Yes No Date parent notified of status: Date/time of evaluation: Evaluation confirmation sent: 049

51 3110P-3 Early Entrance Testing Resources The following is a list of psychologists who provide early entrance testing. This list does not constitute a recommendation by the Sultan School District #311, but is provided as a resource only. You may also contact an independent Washington State certified/licensed psychologist who can administer the assessment; however, we must be able to verify current certification within the state of Washington. Fees and service may vary among psychologists. Julie K. Adams, Psy.D Karen E. Clark, Psy.D 543 Main St Suite th Ave NE Edmonds WA Shoreline WA (206) Jennifer Antony, Ph.D Glenna Clouse, M.A th Ave NE, Suite th Ave W Suite 207 Woodinville, WA Lynnwood WA (425) , Ext. 10# (206) Carolyn Ballinger, Ph.D Gwen A. Lewis, Ph.D th Avenue S.E., Suite 221 Heritage Building Bellevue, WA Dayton Ave., Suite D (425) Edmonds, WA (425) Kristine Berrett, Ph.D E. Larry McKnight, M.S. Sunridge Professional Center th St SW th Pl NE, Suite 300 Edmonds, WA Woodinville, WA (425) (425) Belle Chenault, Ph.D Amy Melick, Ph.D, LMHC 170 Power Ave Sunridge Professional Center Seattle, WA th Pl NE, Suite #300 (206) Woodinville, WA (425)

52 4260P Community Use of School Facilities Is Encouraged Non-profit organizations can rent school facilities Community Use of School Facilities School buildings are built with taxpayer dollars. Sultan School District believes those buildings belong to the community and should be available for community use when it does not conflict with the district s mission of educating kids. Building use applies to one-time facility use or regular use for up to one year. Building users can re-apply each year to continue their use for the subsequent year. Long-term usage must be made by special arrangement with the Maintenance Supervisor or the Superintendent. In order to ensure that school buildings are always available for school programs, long-term usage is unusual. Buildings may be used by non-profit organizations; for profit or commercial groups are not permitted without the prior approval of the Sultan School District Board of Directors. Building users are divided into five classifications and fees for the classifications differ. The classifications are: I. School-oriented groups II. Non-profit Youth Organization for those residing within the Sultan School District area. III. Non-Profit Adult Organizations for those residing within the Sultan School District area. IV. Other Non-Profit Organizations outside the Sultan School District area. V. For-Profit Organizations **Persons interested in using school facilities for personal gatherings (not for profit) of friends and family should contact the facilities director for availability of facility and fee calculation. District employees may not use district facilities for a for-profit enterprise. District employees who operate summer camps for a non-profit organization must pay the use fee appropriate for that organization. To conserve energy, building users are expected to end activities by 9:30 p.m. Please keep that in mind as you determine if a school or other district building is the best site for your meeting or event. The Sultan School District has an absolute right of cancellation without liability. Every effort will be made to provide the user a 24-hour notice. Determine first what school or district building your group would like to use. The building use application form is available online or at the Sultan School District Maintenance Department. It can be filled out and sent electronically: or submit in person. If sending electronically please confirm your application has been received by calling (36) Please follow these instructions: 1. Fill out the application and submit it to the Facilities Director or their designee. 2. Submit the application at least 15 calendar days before the intended use. 3. Include in the application the name of the person who will be responsible for sponsorship, supervision, indemnification and facility security. That applicant must sign the form, acknowledging agreement with the district rules and requirements. 4. Provide documentation of your organization s non-profit status (upon request). 5. Provide a membership roster or a statement of what percent of your members reside within the Sultan School District boundaries (upon request). 6. Provide a certificate of insurance. If you do not have one, such insurance is available at the user s expense through Sultan Insurance at The Facilities Director or their designee approves or rejects the application. If accepted, they also make custodial arrangements. The Facilities Director or their designee will make the determination based on criteria including: 051 Page 1 of 2

53 4260P eligibility of the group to use district facilities how the building use fits in with or impacts scheduled school activities at the site or previously approved building use activities whether custodial help will be needed and, if so, if it is available if a district employee is available to operate specialized equipment needed for the requested equipment/building. Class I groups have priority over all other groups when determining building use schedules and handling conflicts. The continued use of a building is not automatically guaranteed. Building use fees Building use fees are charged according to the current year s rates. All estimated facility use fees must be prepaid. Payment is collected by the Administrative Secretary of the Maintenance Department. Group I users, may use any district facility free of charge. If there is an additional cost to the district, such as a custodian s time, special equipment arrangements, etc., that cost will be charged to the group involved. The Cities of Sultan and Gold Bar also use school buildings or grounds free of charge, though the energy surcharge fees apply. These city users will be charged for custodial costs for all building use as necessary. Custodial fees are charged only when a custodian is not normally on duty. The custodian s time will be paid for by the user group. Each event use will be charged a minimum of two hours additional current custodial overtime rate, custodial time for opening and closing the facility. A custodian working on the weekend is paid a minimum of two hours additional current custodial overtime rate. A custodian working on a district recognized holiday will be paid a minimum of two hours additional time at twice their regular rate of pay. A food service employee must be present whenever a kitchen facility is used. There will be an additional $25 per hour charge for kitchen supervision. Fees may be refunded if the user cancels six days or more before the use. Building users who cancel five days or fewer before the scheduled use will not be eligible for a refund. All refund requests must be requested in writing on the district required forms and will take a minimum of three weeks to process the refund. Any damage, broken equipment, vandalism or other acts of destruction of buildings and or grounds caused by a user group will be billed to that user group. The school board or its designee reserves the right to cancel any request previously granted and to reimburse any payment made for the use of school buildings or grounds where it deems such action advisable and for the best interests of the school district or to modify its policies at any time. Building Use Rules Listed below are some basic rules the district has established governing proper conduct when using it s building s/grounds. The application of material to walls, ceilings or floors is prohibited unless previously approved. Burning of candles is prohibited. Proper footwear must be worn on appropriate surfaces. For example, soft-soled shoes must be worn on gym floors. Users must remove their excess materials, equipment, furnishings and rubbish after using the facilities. Return room furniture to the original set-up. Building users shall not practice discrimination of any kind. Alcoholic beverages, tobacco, narcotics, or other dangerous drugs are not permitted in school facilities or on school property at any time. 052 Page 2 of 2

54 4260P/Fees Building Fees/Hourly Rental Rates * School Year Fees for building use are based on user group classifications Building Use Fees Hourly Rental Rates * School Year Group I Group II Group III Group IV Group V** Energy Surcharge Sultan High School Commons/Stage $0 $0 $30 $35 $85 $5 Gym Home Ec Room Library 0 0 N/A N/A N/A 0 Sultan Middle School Commons/Stage $0 $0 $30 $35 $85 $5 Gym Home Ec Room Library 0 0 N/A N/A N/A 0 Sultan Elementary School 0 0 Gym Library 0 0 N/A N/A N/A 0 Gold Bar Elementary 0 0 Gym Library 0 0 N/A N/A N/A 0 All Schools Kitchen 0 0 A/C A/C N/A 5 Computer Lab All Schools Grounds/Fields Fee by negotiation Energy Surcharge: The energy surcharge will be added to the hourly rates for Group ll through Group V users. Labor Charges: Custodial **60.00 to open & close facility. Actual labor costs will be billed to user based on the service required. Any/all additional expenses incurred due to emergency callout of district employees will be charged directly to the user group and or department/building that caused the callout expense. Kitchen Supervision is required when any building s kitchen is in use at $25.00 per hour. Actual labor costs will be billed to user based on the service required. Rates will reviewed annually and adjusted depending on actual cost incurred by the district to maintain the facilities. **Private or Commercial use is not permitted unless prior approval by the Board of Directors. ***One additional hour may be charged for custodian clean-up. Classroom use: fee negotiable and by prior arrangement with the Superintendent and/or Building Administrators. 053

55 4260P/Fees Equipment Use Schedule Fees for equipment use are based on user group classifications Equipment Use Schedule Group I Group II Group III Group IV Group V** Projector $0 $0 $0 $10/event $20/event P.A /event 15/event Chairs (additional) up to /event 50/event Scoreboards (w/district operator) Fee by Negotiation CD/DVD 5/event 15/event TV/w DVD /event 20/event Piano /event 20/event Deposit required on all equipment (not to exceed $60 per piece of equipment) for Classifications IV and V. **The responsibility for replacement of damaged equipment lies with the group(s) reserving the facility. Settlement for damage must occur within ten (10) working days. 054

56 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: PERSONNEL INVOLVED: Committee/Conference Report Various BACKGROUND: Time is provided for conference and committees to give reports to the board of directors. RECOMMENDATION: Informational Only. Additional Information Attached BOARD ACTION: Fiscal Impact/Fund Source: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Roesler Sumpter Van Pelt 055

57 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 28, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: PERSONNEL INVOLVED: Financial Reports & Enrollment Dan Chaplik/Layne Anderson BACKGROUND: Time is provided for the Board of Directors to review the monthly financial reports. Our 2007/2008 budget FTE is 2069 which includes 9.00 FTE Running Start. April Enrollment - See spreadsheet next page RECOMMENDATION: Informational only Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Sumpter Roesler Van Pelt 056

58 ENROLLMENT TRENDS / /08-- Comprehensive-- Sep Oct Nov Dec Jan Feb Mar Apr May Average B Kindergarten First Second Third Fourth Fifth Sixth Seventh Eighth Ninth Tenth Eleventh Twelth SVO Running Start D Sep Oct Nov Dec Jan Feb Mar Apr May Average /22/ :27 AM4/22/2008 FTE 057

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