SAYDEL COMMUNITY SCHOOL DISTRICT 5740 NE 14 th STREET DES MOINES, IA 50313

Transcription

1 SAYDEL COMMUNITY SCHOOL DISTRICT 5740 NE 14 th STREET DES MOINES, IA REGULAR BOARD MEETING MINUTES 6:00 PM Saydel District Office Boardroom February 11, 2013 I. Call the Meeting to Order Meeting called to order by President Paul Breitbarth at 6:00 PM. A. Roll Call Brian Bowman, Buddy Hicks, Ray Livingston, Melissa Sassman, Henry Wood, Paul Breitbarth. Rob Stephenson arrived 6:03PM. B. Approve the Agenda Motion to approve by Buddy Hicks, seconded by Brian Bowman. Motion carried 6/0. II. III. Public Comments Elonda Bacon, 100 NE 54 th Avenue, spoke to the Board about her concerns when a sub was driving her son route during the absence of the regular driver. She reported that the subs rely on the students to tell the driver where to stop and two students stand up by the driver to help. The cameras on the bus are not working and need to be fixed. Her son has not had any safety or emergency drills on the bus and she feels this should be taught at an early age. She said the students arriving at Woodside may get off the bus if they eat breakfast, but those not eating need to stay on the bus. She has talked to the school counselor and also to Jason about this but received no results. Brian Bowman told her that there were usually bus surveys to fill out during conferences and to take advantage of that opportunity to express her concerns. Board Reports A. The Promise and Pitfalls of Superintendent Evaluation Team Discussion Tool Buddy Hicks gave a brief review of the content of this document. Several different scenarios were given as to evaluating a superintendent in and out of closed session. Our Board does this in closed session and usually in the month of May. This works well for all concerned. Henry Wood reported that the father/daughter dance held on Saturday night was a big success and he attended the event with his daughter. Brian Bowman noted that the girls basketball team had an improved season from last year and that we have four wrestlers going to compete in the state tournament and the boys are still paying. Henry had attended the fun night for parents and kids at Cornell and said it was a very fun night. Paul reported that he and Dr. Buck had attended the IASP Legislative Conference on February 4 th and felt it was an interesting and informative day. They had the opportunity to speak to various legislators and also heard from Governor Branstad and Lieutenant Governor Reynolds on their education

2 vision. After their speech there was opportunity to speak to them and to also talk to people from other districts. Allowable growth is the big item for all concerned. Ray thank Paul and Dr. Buck for going to the meeting as our representatives and for bringing back useful information. IV. Superintendent s Report A. Superintendent Goal(s) Update Dr. Buck went over his goals and the progress in each area for the Board to review. The first goal listed is Student Achievement implementing a cohesive system for increased student this year by using the TAP system is being investigated Improving the Image, Culture and Relationships Dr. Buck wishes to form a committee to help market our district to the public this is in the early stages Resource Allocation and Management this is to use our funding stream in improving facilities and keeping them in good working order. V. Discussion/Action Items A. Consent Agenda Motion to approve by Buddy Hicks, seconded by Rob Stephenson. Motion carried 7/0. 1. Minutes of Previous Meetings 2. Bills for Payment 3. Financial Reports B. Personnel 1. Resignations/Terminations Motion to approve by Brian Bowman, seconded by Buddy Hicks. Motion carried 7/0. Name Position/Bldg. Reason Mark Block Industrial Technology/SHS Personal Terri Conley Kitchen Aide/Cornell Elementary Personal 2. New Hires Licensed Employee Contract Issued by the Superintendent (Policy #405.3): Rick Blake Asst. Boy s Track Coach/SHS $3, C. Open Enrollment Motion to approve by Melissa Sassman, seconded by Henry Wood. Motion carried 7/0. 1. In Student Name Grade From Reason Addyson Pinion K Ankeny Met Deadline for

3 Colton Ellsworth K SE Polk Met Deadline for Presented for Board Review: 1. In Student Name Grade From Reason Lyric Torres K Ankeny Continuation Dylan Reinier 3 DSM Continuation Taylor Clark 4 Colfax-Mingo Continuation Raegan Fitch 6 Ankeny Continuation Dohnovan Bailey 6 DSM Continuation Kassie Bailey 9 DSM Continuation Alyssa Sunga 9 Colfax-Mingo Continuation D. Contracts and Agreements 1. Server Virtualization Vital Support Systems Motion to approve by Henry Wood, seconded by Buddy Hicks. Motion carried 7/0. Currently we have 13 computer servers in the district that are in varying states of repair and are in need of updating and eventual replacement. Initially we considered a process in which we would begin to replace them on an annual cycle. However, we also sought information on moving to a virtualized server environment. In that model we would use 2-3 servers instead of the current 13 servers. In addition to requiring fewer servers, virtualization provides more flexibility and savings for adding server capacity, reduces Saydel CSD technology support time, and better prepares us from a technology perspective for a disaster. In doing the legwork on transitioning to virtualization, Chris Stammerman, District Technology Director, received two bids. One of the bids was from Vital Support Systems and one was from Heartland Technology Solutions. In evaluating the bids, both were essentially equivalent in cost. It was decided that we would go with the proposal from Vital Support Systems due to their inclusion of VMware for virtualization which is used by many local school districts, their choice of a simple back-up solution, and their chosen hardware configuration. As a part of the process a hosted solution was also considered and is likely the future for the district, but is not the best solution in the present. The total amount of the bids exceed the threshold for a sealed bid process as defined through Board policy. However, due to the variance in the approaches to the solutions, a bid process in which Chris could discuss and negotiate was necessary. This information has been reviewed by the Board Finance Committee. This will be funded through money that is available/ budgeted in the PPEL/SAVE technology account. The Superintendent supports the recommendation of the Technology Director to move forward with the virtualization process through Vital Support Systems. This is at a total cost of $58,

4 2. Internet Contract ICN Motion to approve by Brian Bowman, seconded by Henry Wood. Motion carried 7/0. Chris Stammerman, District Technology Director, placed a posting for additional internet support (minimum 100 Mbps with a 3- year contract) on a website that functions as a clearinghouse for a bid process on phone, internet, and other similar services. The length of the posting is 28 days. This is a required part of the e-rate funding program, and is in alignment with policy and good practice. At the completion of the posting, the ICN was the only bidder to respond. By way of reminder, we currently pay just over $800.00/month, before e- rate discount, for 70 Mbps of internet. We have been bumping up against our 70 Mbps capacity and usage is likely to continue to increase. We received two proposals from the ICN. For 100 Mbps internet the cost would be $954.00/month before e-rate discount and for 140 Mbps internet the cost would be $ /month before e-rate discount. Essentially, for a little over $300.00/month, before e-rate discount, we can double our capacity. The Superintendent supports the recommendation from Chris Stammerman to engage in a 3-year contract with the ICN for 140 Mbps/month. 3. Local and Long Distance Phone Services CenturyLink Motion to approve by Henry Wood, seconded by Brian Bowman. Motion carried 7/0. Chris Stammerman, District Technology Director, placed our Local and Long Distance Services on a website that is a clearinghouse for a bidding process on phone, internet, and other, similar services. The length of the posting is 28 days. At the completion of the posting, Centurylink was the only bidder to respond. The monthly cost to Saydel for access to analog phone lines (these are necessary for fax machines and fire alarm systems, for example) will remain at $224.00/month and $.05/minute for long distance with an $18.00/month minimum. However we will receive a 20% discount each month for signing a three year contract. Over the last year our long distance bills have ranged from $44.00-$88.00/month. This contract will save us approximately $50.00/month. The Superintendent supports the recommendation from Chris Stammerman to enter into this contract with CenturyLink. 4. PRI Digital Phone Service CenturyLink Motion to approve by Buddy Hicks, seconded by Rob Stephenson. Motion carried 7/0.

5 Chris Stammerman, District Technology Director, placed our Digital Phone Service on a website that is a clearinghouse for a bidding process on phone, internet, and other, similar services. The length of the posting is 28 days. At the completion of the posting, Centurylink was the only bidder to respond. The background is that this configuration is how the district has been setup for some time and it continues to be the preferred approach. Schools need multiple phone numbers and the ability to have simultaneous calls occur. PRI provides one physical line into the district and from there it is able to have the system work as multiple lines. However, the digital service is not able to support some of the analog services that are in Exhibit VD.3 on the February Board Agenda. The cost remains $600.00/month. The Superintendent supports the recommendation from Chris Stammerman to enter into this contract with CenturyLink E. Board Policy Fiscal Management Motion to approve by Ray Livingston, seconded by Brian Bowman. Motion carried 7/0. A few weeks back the Superintendent and Business Manager met with a representative from Piper Jaffray regarding bonding and the bond referendum process. As a part of that conversation we were given advice to formalize our fiscal management practices through policy. Specifically, as the bond process moves forward, the ability to point to a policy that guides fiscal decision-making may be the difference in a bond rating and ultimately the saving of money in terms of the interest rates available to the district. In addition to this coaching, this is something that Ryan Eidahl, Business Manager, has been investigating and discussing over the last few months. The policy being presented is intended to support what Ryan has found in his research as well as to attend to the issue presented by the bond advisor. For a number of years we have had guidance from the Board regarding fiscal targets that relate to solvency ratio and other financial indicators. This policy is intended to formalize that guidance going forward. Both the Finance Committee and the Board Policy Committee have had an opportunity to review and provide feedback on this policy. The Superintendent supports Ryan Eidahl in the recommendation of the approval of Policy Fiscal Management. F. Board Policy Review/Revision Motion to approve by Rob Stephenson, seconded by Buddy Hicks. Motion carried 6/1. Henry Wood voting no. In cooperation with Amy A Hearn, Director of Nutrition Services, and Ryan Eidahl, Business Manager, the Board Policy Committee has reviewed these policies and the following revisions are proposed:

6 Make revisions to the Table of Contents so they are in line with the numbering system that has been proposed over the last several revisions No changes proposed Remove the final sentence (This is not current practice and this crosscheck occurs through the work with the auditors, annually) No changes proposed Change superintendent to Superintendent Change superintendent to Superintendent (9 instances). - Correct spelling of control Change superintendent to Superintendent (5 instances). - Change sentence 2 to: Records are kept and preserved according to the schedule contained in 708R (remove the bulleted list currently in the policy). - Change second to last sentence from microfilm or microfiche school to create electronic copies of. - Change last sentence by removing microfilmed. 708R Insert this document, written by an attorney from Ahlers, as the regulations for the retention of records. 709 Change superintendent to Superintendent (2 instances) Delete the second sentence of paragraph number 2. - In paragraph 2, insert the sentence For more information regarding the National School Lunch and National School Breakfast Program requirements visit: - Delete paragraph number 3. - In paragraph 7 change the word periodically to annually Change superintendent to Superintendent Insert at the start of paragraph 1: Food served or purchased during the school day by students other than the reimbursable meal must follow guidelines set forth by the Iowa Healthy Kids Act and National Standards for Food Sold in Competition with School Meals (Competitive Food Standards). - Delete and will be turned off during breakfast and lunch serving hours. - Change superintendent to Superintendent Change title to Child Nutrition Program Charges and Notification Guidelines - In sentence 1 change hot lunch to Child Nutrition Program. - In sentence 1 change negative $6.15 to three charged lunches - Insert a new 2 nd sentence that reads: A la carte (snacks, drinks, additional entrees) can only be purchased if a student s account has adequate funds. There is no charging of a la carte items. - In sentence 2 replace $2.05 with $ In sentence 3 replace negative $6.15 balance to three charged lunches

7 - In sentence 3 alter the second half of the sentence to be a complimentary sack lunch of peanut butter and jelly sandwich plus milk will be given and a $1.00 charge will be assessed. Parents will be contacted to make arrangements for their student s lunch. - Add: A $15.00 (three charged lunch plus breakfasts and complimentary meals) charge is the maximum allowable per student. Once the $15.00 limit has been reached, a student (K-12) will no longer be able to eat breakfast or lunch. The Director of Food Service and building principal will be notified. - Add: Adults will be allowed to charge three adult meals before being denied to eat until payments are made No changes proposed Change videotapes to real and electronic files. - Change superintendent to Superintendent R1- Delete on the school bus from the 1 st paragraph. - In the first item 1 remove bus - In the first item 3 change bus to vehicle - In the first item 7 remove bus - In item 10 change bus to vehicle - In item 12 change bus to vehicle - In item 14 remove bus - In the second item 1 remove bus (2 instances) - In the second item 2 remove the first bus and change the 2 nd bus to vehicle - In the second item 3 remove bus - In the second item 4 remove the first bus and change the 2 nd bus to vehicle - In the second item 5 remove bus - in the second item 6 change bus to vehicle 711.2R2- Change Buses to Vehicles in the title - Paragraph 1 change buses to vehicles (2 instances) - Paragraph 1 change videotapes to real and electronic files - Paragraph 2 change videotapes is a to real and electronic files are - Paragraph 2 change videotapes to files - Paragraph 3 change first videotapes to real and electronic files - Paragraph 3 change videotapes to files - Change superintendent to Superintendent Add guardian to paragraph 3. - Change superintendent to Superintendent Change superintendent to Superintendent (3 instances) Change superintendent to Superintendent (4 instances) Change superintendent to Superintendent Change vehicle to bus in paragraph 3. - Change superintendent to Superintendent Insert and administration follow The Board in sentence 1 - Delete the Board and administration deem appropriate in sentence 1

8 - Replace of with or in the last sentence Delete or his/her designee - Insert weather in sentence 1 - Change emergency to situation in sentence 1 - Change superintendent to Superintendent. G District Calendar a. Hearing on Start Date Waiver Request President Paul Breitbarth declared the hearing open reading the following: As specified in Iowa Code section subsection 1, a school district must hold a public hearing on an Early Start Calendar waiver request. This waiver allows the Board of Education of a school district to make a request to the Director of the Department of Education to commence classes for regularly established elementary and secondary schools prior to the earliest date which is no sooner than a day during the calendar week in which the first day of September falls Since the proposed District Calendar identifies Tuesday, August 20 th, 2013 as the first day of school, a Public Hearing on the Start Date Waiver Request will be declared at this time. Anyone wishing to speak to the Board on this topic may sign up to do so at this time. No one asked to speak to the Board on this topic. President Breitbarth then declared the hearing closed. b. Calendar Recommendation - Motion to approve the Calendar Recommendation by Ray Livingston, seconded by Melissa Sassman. Motion carried 7/0. The District Calendar Committee recently met to develop a calendar for the school year. Committee members who served as representative liaisons to the Superintendent included: Dana Smith Cornell Elementary School Ami Sinnott Woodside Middle School Pamela Hagen, Jennifer Williams, and Kevin Schulte High School The committee considered many factors including the following: - the Iowa State Fair - Graduation NOT being on Memorial Day weekend - teacher work day to immediately follow the end of the first semester - trying to get first semester completed before winter break - MLK Day or not - conferences and the comp days associated with them The main change in the calendar would be a return to more typical conference dates that are closer to the quarter. However, they are a week later than they might otherwise be in the fall as we are also trying to pay attention to the collection of DIBELS data.

9 This calendar also has a two week Winter Break that is favored by faculty due to Christmas and New Year s being on Wednesday. Another change is the move of the fall conference comp day to the Friday before Spring Break. There are always a number of challenges when working together on a calendar. This process was no exception. The Superintendent supports the recommendation of the Calendar Committee for the school year. H. Early Graduation for Motion to approve by Brian Bowman, seconded by Melissa Sassman. Motion carried 7/0. The following list of senior students completed graduation requirements at the end of first semester of the school year and are requesting early graduation from Saydel High School: Jaime Birmingham Tiffany Dagett Kayla Durnell Matthew Frantz Kayla Greiman Kaylynn Hutton Kaysi Stout Melinda Whitney The Superintendent recommends Board Approval of these early graduation requests. I. Nutrition Employee Substitute Rate Motion to approve by Henry Wood, seconded by Buddy Hicks. Motion carried 7/0. Amy A Hearn, Director of Nutrition Services, investigated our substitute rates for nutrition employees. Her concern began from the significant discrepancy (over $3.00/hour - $9.35 compared to $12.71) between the sub rate and the lowest wage employee in her department. It was also reinforced in that she has, at times, had difficulties finding substitute workers for the kitchens. In reviewing some data from local schools, she observed that our lowest wage dollar amount is near the middle of the pack at $ However, our sub wage is the lowest that she observed. As a result, she is recommending that the rate change to $11.00/hour which is a little better than the middle of the pack for sub wages in nutrition and may be a help to us on the worker shortage side of the equation.

10 Often-times our current employees work a few extra hours to cover the need for a sub, so this isn t a significant additional expense. Also, our Nutrition Fund is well-situated in terms of solvency and revenues versus expenses. The Finance Committee of the Board has reviewed this conversation. The Superintendent supports this recommendation from Amy A Hearn. J. Copier Purchase Agreement Midwest Office Technology Motion to approve by Rob Stephenson, seconded by Ray Livingston. Motion carried 7/0. The copier at Saydel High School is in need of replacement. In addition, there is interest in the buildings to provide internal copying services (as they are much cheaper than the copies currently being run on desktop machines) via networked machines. Ryan Eidahl, Business Manager, conducted an investigation of the building needs as well as a bid process to purchase copiers. In the bid process the following specifications were outlined: - Copier (prefer 50+ pages per minute) - Printer networked - Scanner color preferred - 2/3 hole punch/stapler (normal not saddle stitching) - Software (print manager) need to be able to hold the print until the employee is at the machine to release the job Bids were received from three vendors: Company Brand Copier Cost for 3 Copiers Color PPM Proposed: Midwest Office Technology Lanier MP 5002 $19, b&w 50 M&M Sales Bizhub 552 $20, b&w 55 WSCA (state pricing) Bizhub 552 $22, b&w 55 Midwest Office Technology Canon ImageRunner 4051 $23, b&w 50 The cost of the replacement toner is also observed to be lower over the life of the copier with the machines (Lanier) being promoted by Midwest Office Technology. This company is in the district. They also work with a number of other districts in the area including Des Moines.

11 The copier conversation has occurred with both the Building and Grounds Committee (this is a budgeted expense out of PPEL/SAVE) and the Finance Committee. At both of those committee meetings Ryan presented M&M Sales as the likely provider of the copiers. They are who we currently work with and they were going to be able to beat state pricing. However, in circling back with Midwest Office Technology, they were able to provide even better pricing. The Superintendent supports Ryan Eidahl s recommendation to purchase 3 Lanier MP5002 copiers from Midwest Office Technology. VI. Resolution Ordering a Special Election on the Issuance Of $7,980, General Obligation School Bonds The Facility Committee made a list of recommendations that have been accepted by the Board. A number of the members of the committee have collected signatures on a petition and those have been presented to the Board President. President Breitbarth announced the following: 1. the number of signatures on the petition meets the requirement of numbering at least 25% of those voting at the last election of school officials. 2. The petition requests that an election be called on the issuance of bonds in an amount not to exceed $7,980,000, to provide funds to renovate, repair, remodel, improve, furnish and equip the existing Middle and High School buildings, and to improve those sites; to improve, remodel, renovate, repair, furnish and equip the Stadium, and to improve the site; to make security and technology upgrades and improvements at all existing facilities; and to construct, build, improve, furnish and equip a maintenance facility, and to improve the site. Brian Bowman motioned the resolution be approved as presented, this motion was seconded by Buddy Hicks. The roll call vote was as follows: Brian Bowman-yes, Buddy Hicks-yes, Ray Livingston-yes, Melissa Sassman-yes, Rob Stephenson-yes, Henry Wood-yes, Paul Breitbarth-yes. Motion carried 7/0. This Resolution will support the call for a vote on a: RESOLUTION ORDERING A SPECIAL ELECTION ON THE ISSUANCE OF $7,980,000 GENERAL OBLIGATION SCHOOL BONDS WHEREAS, there has been filed with the President of this Board a Petition of eligible electors of this School District asking that an election be called to submit the question of contracting indebtedness and issuing bonds of the School District in an amount not to exceed $7,980,000 to provide funds to renovate, repair, remodel, improve, furnish and equip the existing Middle and High School buildings, and to improve those sites; to improve, remodel, renovate, repair, furnish and equip the Stadium, and to improve the site; to make security and technology

12 upgrades and improvements at all existing facilities; and to construct, build, improve, furnish and equip a maintenance facility, and to improve the site; and WHEREAS, this Board has examined the Petition and finds that it is signed by eligible electors of the School District numbering at least 25% of those voting at the last election of school officials and that the purposes set forth in the petition cannot be accomplished within the limit of one and one-quarter percent of the assessed value of the taxable property in the School District; and WHEREAS, the proposal for the issuance of Bonds or any other proposal incorporating any portion of it has not or will not have been submitted to the qualified electors of the School District for a period of at least six months prior to the date of election being called in these Proceedings; NOW, THEREFORE, IT IS RESOLVED BY THE SAYDEL COMMUNITY SCHOOL DISTRICT, IN THE COUNTY OF POLK, STATE OF IOWA: Section 1. That an election is called of the qualified electors of the Saydel Community School District in the County of Polk, State of Iowa, on Tuesday, April 2, The following Proposition is approved, and the Secretary is authorized and directed to submit and file the Proposition for the Ballot with the Polk County Commissioner of Elections at least 46 days prior to the election: YES [ ] NO [ ] SHALL THE FOLLOWING PUBLIC MEASURE BE ADOPTED? PROPOSITION A Shall the Board of Directors of the Saydel Community School District in the County of Polk, State of Iowa, be authorized to contract indebtedness and issue General Obligation Bonds in an amount not to exceed $7,980,000 to provide funds to renovate, repair, remodel, improve, furnish and equip the existing Middle and High School buildings, and to improve those sites; to improve, remodel, renovate, repair, furnish and equip the Stadium, and to improve the site; to make security and technology upgrades and improvements at all existing facilities; and to construct, build, improve, furnish and equip a maintenance facility, and to improve the site? [END OF BALLOT LANGUAGE] Section 2. That the notice of the election and ballot form used at the election shall be prepared in accordance with the provisions of the Iowa Code and Iowa Administrative Rules. The District requests the polls will open at 7:00 o'clock A.M. and close at 8:00 o'clock P.M.

13 Section 3. That the Election Board for the voting precinct or precincts be appointed by the County Commissioner of Elections, not less than 15 days before the date of the election, a certified copy of which appointment must be officially placed on file in the office of the Secretary. Section 4. The Commissioner of Elections is requested and directed to make publication of the Notice of Election at least once, not less than four days nor more than twenty days prior to the date of the election, in a legal newspaper, printed wholly in the English language, as defined by Iowa Code section Section 5. The Des Moines Register, a legal newspaper, has substantial circulation within the District and is hereby designated to make the publication of the Notice of Election. Section 6. That the County Commissioner of Elections shall prepare all ballots and election registers and other supplies as necessary for the proper and legal conduct of this election and the Secretary of the Board is authorized and directed to cooperate with the Commissioner of Elections in the preparation of the necessary proceedings. Section 7. That the Secretary is directed to file a certified copy of this Resolution in the Office of the County Commissioner of Elections to constitute the "written notice" to the County Commissioner of Elections of the election date, required to be given by the governing body under the provisions of Iowa Code Chapter 47. PASSED AND APPROVED this 11th day of February, Paul Breitbarth, PRESIDENT, Board of Directors ATTEST: Jane Prange, SECRETARY, Board of Directors VII. Adjourn Motion to adjourn by Buddy Hicks, seconded by Melissa Sassman. Motion carried 7/0. Meeting adjourned at 7:50 PM. Paul Breitbarth, Board President Jane Prange, Board Secretary The next Board meeting will be Monday, March 11 and the next Board work session will be Monday, February 25. Both will start at 6:00PM and will be held in the Board Room at the Saydel District Office.