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1 SULTAN SCHOOL DISTRICT NO. 311 Regular School Board Meeting Sultan Elementary School Library Sultan, Washington Monday, April 20, 2009 Page No. 7:00 p.m. CALL TO ORDER 1. Roll Call 2. Flag Salute 3. Review of Agenda AUDIENCE 4. I-728 Public Hearing Communications/Audience... 2 CONSENT AGENDA 6. Approval of Minutes of Regular and Study Session Meetings 03/16/09, and 04/06/ Approval of Certificated & Classified Personnel Report Approval of March Vouchers & March Payroll Approval of 2009/2010 Summit Program Approval of 2009/2010 Learning Resource Agreement PRESENTATIONS 11. Good News Association Reports BUSINESS 13. Approval of second reading and adoption Revised Policy/Procedure No Curriculum Development & Adoption of Instructional Materials Revised Policy No. 3421P Removal of Child During School Day Revised Policy No Program Planning, Budget Preparation, Adoption & Implementation New Policy No Financial Management Fund Balance Presentation and Approval of 2009/2010 I-728 Plan SUPERINTENDENT S REPORT 15. Financial Reports & Enrollment Committee/Conference Reports Other items Budget discussion RIF Resolution 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 ADJOURNMENT APPENDIX 19. AP Voucher Register Financial Report

2 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 20, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Public Hearing I-728 PERSONNEL INVOLVED: Dan Chaplik/Tracey Prpich BACKGROUND: Time is provided on the agenda for a public hearing regarding I-728 funds/budget. A report providing detailed information on how the I-728 monies were spent in the school year will be presented providing an opportunity for public input. RECOMMENDATION: Informational only Additional Information Attached BOARD ACTION: Fiscal Impact/Fund Source: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Fox Roesler Sumpter 001

3 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 20, 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 Fox Roesler Sumpter 002

4 Meeting Date SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Agenda Item No. April 20, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Approval of Minutes of Regular and Public Input Board Meetings 03/16/09 Regular Board Meeting 04/06/09 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 03/16/09 Regular Board Meeting and the 04/06/09 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 Fox Roesler Sumpter 003

5 SULTAN SCHOOL DISTRICT NO. 311 MINUTES OF REGULAR SCHOOL BOARD MEETING MARCH 16, 2009 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 16, 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 Tracy Cotterill Patty Fountain Board Members Absent Steve Fox Superintendent Present Dan Chaplik Student Rep Absent Leslie Losleben Staff Members Present: Layne Anderson, Tracey Prpich, Scott Sifferman, Jerry Alles Visitors Present: Bob Martin, City Planner, City of Sultan Call to Order Review of Agenda Presentation New P/I Zoning for the City of Sultan Consent Agenda Chairman Craig Roesler called the meeting to order at 7:05. No Changes Bob Martin, City Planner from the City of Sultan presented changes in zoning for the City of Sultan. There will be a new zone for Public/Institutional properties. Mr. Martin gave handouts to the Board of Directors of a draft overview of PI zoning for the city. Russ Sumpter asked what impact this would have if the district purchased land and needed to have the property rezoned to PI. Mr. Martin assured him that the impact would be minimal and that it would only require a legislative action from Sultan city council to amend the zone. There will be no charge or permits required but there will be a public hearing required where any objections can be heard. The time frame for rezoning will be approximately 120 days from start to completion. Superintendent Chaplik also stated that should the district purchase properties in the future, a feasibility study would be completed prior to purchase. The Board of Directors was encouraged to immediately begin the search for relocating Sky Valley Options High School to assure that the process is complete before the 2009/2010 year begins. Tracy Cotterill made a motion to approve the Consent Agenda: 6) Approval of Minutes of February 17, 2009 regular board meeting, March 2, 2009 study session board meeting 7) Approval of Certificated & Classified Personnel Report 8) Approval of General Fund Vouchers for February Nos through in the total amount of $254,442.87; February ASB Fund Vouchers Nos through in the total amount of $25,927.13; COTTERILL/ FOUNTIAN UNANIMOUS 004

6 Minutes of Regular Board Meeting March 16, 2009 Page 2 February Capital Projects Vouchers Nos through in the total amount of $1,784.25; and February Transportation Vehicle Fund No in the amount of $58, ) Approval of Microsoft Giving Campaign Donation Patty Fountian seconded the motion. The motion carried unanimously. Scott Sifferman presented the Board of Directors with T-Shirts signed by the boys basketball team prior to presenting good news for the district. GOLD BAR ELEMENTARY SCHOOL: Extended Day Program- Tamara McNew is directing our tutoring and homework club. We now have 36 students receiving assistance before or after school in reading, writing and math. Waiver Day- on March 6 th music, library and P.E. specialists met to discuss K-12 programs. During our morning staff meeting we gave an update on the Leadership Academy and discussed the Theory Into Practice Template with more detail. Sadie and Carlene gave us a Science Update regarding our Foss Kits and aligning them with the new Science Standards. P.E. Central Challenge- out of 117 fourth and fifth grade students, we have fifty-two students that have earned bronze, silver, or gold awards in the P.E. Central Challenge. The PE Central Challenge helps students learn skills such as throwing, catching and encouraging students to work together and cooperate. WASL Practice- students and teachers in grades 3-5 are working diligently to prepare for the state assessments that will begin on April 13 th. Teachers have been utilizing the NWESD Classroom-Based Assessment site for WASL-like practice in reading and math. Jump Rope for Heart- all of our students are working very hard at jump roping and raising money for the American Heart Association. SULTAN ELEMENTARY SCHOOL: On March 5, Sultan Elementary teachers saw over 300 parents who came in for parent teacher conferences. Teachers worked a long day to fit so many parents in and realized how valuable these conferences are. Parents enjoyed seeing samples of their student's work and learning how to support them better to reach standards. Report cards went home to all 543 students the day before. Waiver Day work on March 6 was set up for each grade level team to work on areas of our Reading, Writing, and Math School Improvement (SIP) goals and activities. Teams were able to spend this time to get some deep alignment with their curricula and also to create anchor papers for student writing assessments. This work on SIP activities will be further expanded on the May LID day, where we will evaluate our successes and our challenges and plan and revise our SIP goals for next year. Last weekend, our Unicycle Team had its annual sleep over in the gym and fun was had by all. Our SES PTO will be having a meeting on Tuesday evening this week, where Principal Anderson will show a Power Point about school activities and initiatives as a Title Schoolwide school. We are looking forward to Family Reading and Story Teller Night this Thursday and Family Fun Bingo Night on Friday. The week after that, students are gearing up for their production of our annual Science Fair during the day for all students and during the evening for students to explain their experiments to families and friends. March is a very busy month for Sultan Elementary, and our students and families are enjoying these rich learning and community opportunities. 005

7 Minutes of Regular Board Meeting March 16, 2009 Page 3 SULTAN MIDDLE SCHOOL: The ASB Cookie Dough fundraiser is up and running. There are 15 flavors of dough to choose from. Students are reporting good sales so far. Venture Out! continues to be a positive program with all available spots filling quickly when the opportunity is presented. In February, a brave group of students went crosscountry skiing near Snoqualmie Pass and this month, a group of students will be learning how to row on Lake Sammamish. SMS is currently involved in a toothbrush drive for children in Guatemala. The generosity so far has been amazing with over one-thousand toothbrushes collected so far. The toothbrush drive ends this Thursday. In February, students who participated in Community Connection were wowed by Retro Rods. Students learned all about restoring and enhancing vintage cars. Last Wednesday, the Skyhawks were treated to an excellent assembly by the Taproot Theatre Group. The actors presented a play entitled "New Girl" which deals with the negative effects of bullying and cyber bullying in schools. On March 25th, the community is invited to come to SMS for a spaghetti feed. Proceeds will benefit student activities. This is a great opportunity to come for the last home girls basketball game, and then stay for a great dinner. Recently, 7th and 8th grade students attended an assembly about college bound scholarships. This lively assembly sparked interest in attending college as well as gave information to eligible students on what they can do now, to get their college tuition paid for at the point they are ready to start. Both wrestling and girls basketball have enjoyed a great season. Games wrap-up next week. Track begins after spring break. SULTAN HIGH SCHOOL: On March 5, the Juniors, Sophomores, and Freshmen all participated in Student-Led Conferences, as part of the Navigation 101 program we began this year. On the day, 397 out of 444 students completed the activity, which was 89%. Of those students, 99% brought at least one parent or parent-like person to conference with. Feedback was collected by both students and parents that day, and overwhelmingly both groups want this to continue next year. The sophomore class, and identified juniors and seniors, took Day 1 of the Reading WASL today. We went back to the model of a few years ago, with tables set up in the gym. The testing environment was good, and the whole process worked very well today. The downside is that with the weather the way it is, the PE class needed to be outside. Spring sports have begun at Sultan HS. Today, the boys golf team hosts King s at Blue Boy while the girls play King s at Jackson in Seattle. The varsity baseball game was moved from Sultan to South Whidbey due to our field not being playable today. We are scheduled to host varsity games now on Wednesday and Friday. Softball has its first home game on Wednesday, boys soccer plays its first home game on Friday, and the first of two home track meets will be next Thursday, March 26. The SHS drama department presented this year s musical, The Music Man. There were 4 shows from February During the presentation, 1,015 people paid to watch the shows. In the entire production, 12 students played in the Pit, 13 students worked on the Tech Crew, and 47 students had one or more parts in the play. One of those students is a student with special needs, having suffered a stroke at birth. Her grandmother was so overjoyed in watching her granddaughter sing and dance with other students in the musical, she wrote a nice note and included a small but generous donation to the music department. 006

8 Minutes of Regular Board Meeting March 16, 2009 Page 4 The Winter Sports season wrapped up last week. Overall, it was a tremendous season for the Turks. The wrestling team won a share of the Conference title, then won the Conference tournament and sent 3 kids to State, with Mikey Varnell placing 8 th. The girls basketball team was the 3 rd seat at Districts and is posed to make a run at the State tournament next year. The boys basketball team took 3 rd at Districts and earned its first trip to State since While the team lost its first two games, it was a wonderful experience for the players, coaches, students, and community. The Turks had 3 rooter busses the first day of the tournament that included our Pep Band. Our pep band was so wonderful; other schools asked if we could have our band come back, regardless of whether our team was playing. The Yakima newspaper had a nice note in the sports page about our band, which included a statement that our pep band is larger than some of the schools that played in the B State tournament in Yakima two weeks earlier. The Band parents will be hosting their annual Jazz Dinner this Saturday. This was changed from last Saturday, as the parents wanted to take away any conflict that could arise if the basketball team had won two games and played for a trophy on Saturday, knowing that most of the band students wanted to go to play for the team in Yakima. The dinner is always a great event with wonderful food and terrific music. Student Services Report Tracey Prpich, Director of Student Services, reported to the board that the first round of WASL has gone well. Tracey informed the Board that she was very excited to report that the district has performed so well on prior audits and on the CPR that there will not be a Title I audit this year! Tracey also informed the Board of Directors that the district s own Laura Moa, Personnel Specialist was honored last week with a special recognition from the Personnel Association for her contributions to the association. 1 st Reading WSSDA Policy/ Procedure 2020/2020P 3421P Donation-1984 Ford with Manlift Approval of Alternative Ed. Curriculum Superintendent Dan Chaplik presented new and revised Policies/Procedures No. 2020/2020P Curriculum Development & Adoption of Instructional Materials 3421P Removal of Students During the School Day 6000 Program Planning, Budget Preparation, Adoption & Implementation New 6001 Financial Management Fund Balance for first reading. These policies/procedures will be presented on April 20, 2009 for second reading and adoption. Tracy Cotterill made a motion to approve the policies as presented. Patty Fountain seconded the motion. The motion carried unanimously. Jerry Alles, Director of Facilities presented the donation of a 1984 Ford with attached man lift valued at $2, to the Board of Directors for approval. Tracy Cotterill made a motion to approve the donation as presented. Patty Fountain seconded the motion. The motion carried unanimously. A list of alternative education curriculum was presented to the Board of Directors for approval. Patty Fountain made a motion to approve the curriculum as presented. Tracy Cotterill seconded the motion. The motion carried unanimously COTTERILL/ FOUNTAIN UNANIMOUS COTTERILL/ FOUNTAIN UNANIMOUS FOUNTAIN/ COTTERILL UNANIMOUS 007

9 Minutes of Regular Board Meeting March 16, 2009 Page 5 Approval to begin the SES Off Street Bus Loading Project bid process Jerry Alles, Director of Facilities, requested permission to begin the bid process for the SES Off-Street Bus Loading Project. Mr. Alles presented drawings of the project and stated that in lieu of an emergency two buses could fit through the drive at the same time allowing for buses to pass one another should it become necessary. Mr. Alles also stated that there would be gates added for security that would be opened and closed daily. An area of concentration will be on signage; very good directional signage will be added to prevent parents from picking up and dropping off students. Jerry Alles, Director of Facilities, Dan Chaplik, Superintendent and Laurel Anderson, SES Principal will work on the signage for the project together. It seems that bidding on the project will be favorable for the district due to the slump in the economy. Mr. Alles anticipates that July 30, 2009 will be the completion date for the project. Tracy Cotterill made a motion to approve the bid process for the SES Off-Street Bus Loading Project. Patty Fountain seconded the motion. The motion carried unanimously. COTTERILL/ FOUNTAIN UNANIMOUS Financial Report Conference Report Other Items WSSDA Paperless Board system project Executive Session Layne Anderson, Director of Fiscal Services, reviewed the financial reports for the district. Layne informed the board that the auditors are currently in the district. Layne discussed the leveling out of student enrollment. He also explained that the TVF was in the negative but that buses have been ordered. Layne also explained that he is currently working with Scott Sifferman and the ASB Advisor at SHS to clear up negative balances in the ASB Fund by designating funds from other sources into the negative accounts. Superintendent Chaplik will be researching the income from the state playoff game in Yakima to see if the district doesn t have additional revenues coming. None Layne Anderson, Director of Finance presented a Budget Development spreadsheet to the Board of Directors. The spreadsheet presented three different scenarios all indicating a need for staff reductions. The Board of Directors asked if Layne could breakout NERC s into activity accounts. Layne will provide the activity breakout to the board. Jackie Whaley, Superintendent s Secretary asked if the Board of Directors would be interested in being a pilot district for a new paperless board system through WSSDA. After a brief discussion it was decided that the board would participate in the paperless board system project through WSSDA. Tracy Cotterill moved and Patty Fountain seconded a motion to meet in executive session for approximately ten minutes at 9:52 p.m. to discuss the evaluation of a public employee. COTTERILL/ FOUNTAIN UNANIMOUS 008

10 Minutes of Regular Board Meeting March 16, 2009 Page 6 Reconvene/ Adjournment At 10:05 the meeting was reconvened in open session and being there was no further business Chairman Craig Roesler adjourned the meeting promptly at 10:06 p.m., no action was taken. Jackie Whaley Recording Secretary Dan Chaplik, Superintendent Craig Roesler, Chairman 009

11 SULTAN SCHOOL DISTRICT NO. 311 MINUTES OF STUDY SESSION BOARD MEETING April 6, 2009 SULTAN ELEMENTARY SCHOOL LIBRARY 501 DATE STREET, SULTAN WA 7:00 PM Board Members Present Superintendent Present Roll Call Craig Roesler Dan Chaplik Tracy Cotterill Patty Fountain Steve Fox Russ Sumpter Board Members Absent None Student Rep Absent Leslie Losleben Visitors Present: None Staff Present: Layne Anderson, Dave Moon Call To Order Public Input Paperless Board Communication Presentation Chairman Roesler called the study session meeting to order at 7:00 p.m. None There was a presentation by Jackie Whaley, Superintendent s Secretary and Dave Moon, Technology Coordinator regarding a paperless board communication process as offered by John Decker at WASA. A current agenda will be posted online with links to the backup documentation housed in Transact. Dave Moon presented to the board the tablet PC and how it would be used during the meeting. Some items that will be researched and reported back to the board of directors: Network connections at each board members home Wireless SES Printer SES The amount of tech maintenance that will be required to make the system work smoothly Cost for equipment Cost and preparation of electrical supply to be made available at the board tables Software that allows board members to view what is being presented on the screen Training sessions/direction sheets for each seat at the table It was decided to begin the paperless system during the summer months along with training sessions The PC tablets that will be ordered will have the ability to have the screens customized Approximate cost of PC tablets will be $ there will need to be 8 PC s one for each board member, one for the Superintendent, one for the Director of Finance and one for the Superintendent s Secretary. This information will be presented at the April 20, 2009 board meeting for board approval 010

12 Study Session Board Meeting April 6, 2009 Page 2 Budget Discussion The Board of Directors were provided with a hard copy of the newly developed Budget Planning Tool. Layne Anderson created the tool for balancing budget numbers. The tool was also previewed electonically. Layne to send an electronic copy of the file to each director. Superintendent Chaplik informed the board that it is certain a reduction in educational programs will happen in the 09/10 year. There are several reasons for this situation, decrease in enrollment, expenditures are greater than the revenues and the state budget crisis and cuts. To follow is a table indicating the means of communication to our district staff and the community regarding the budget crisis: Event How Advertized/Communicated Date of Event Community Budget Meetings SEA Seniority List PSE Seniority List Teamsters Seniority List Met with buildings During staff meetings SEA/PSE meetings Flyers Posted at each USPO (Sultan/Startup/Gold Bar) Flyer home with all elementary students Notice to all employees & PowerSchool Parents with notification enabled Reader Boards: Sultan & Gold Bar District Webpage All building bulletins-powerschool Parents/Students/Staff & Community Members were invited & encouraged to attend. Laura Moa sent list via to Andrea Fuller Hard copy provided to President & PSE officers during a meeting 2/25 SES Library 3/3 GBE-Gym Laura Moa sent via 4/6/09 SMS 2/24/09 SES 2/3/09 SHS 2/4/09 GBE 2/10/09 3/6 Met with Classified Administrators 2/27 Met with Andrea Fuller 3/7 Met with PSE & Teamsters 3/13 Met with Coaches Feb 2009 Communication to all staff who would be returning in the 09/10 year 011 Follow-up Communication Follow-up Communicati on 3/4/09 Thank you 3/5/09 1/30/09 1/30/09 Seniority Wendy Scollard/ after review of personnel file it was established that the seniority was correct Laura Moa 2-won t be back 5-unsure None to date

13 Executive Session Reconvene Adjournment Study Session Board Meeting April 6, 2009 Page 3 Superintendent Chaplik informed the Board of Directors that input from district staff has been welcomed and that each building has been instructed to send all budget suggestions/ideas to Mr. Chaplik this week. Superintendent Chaplik asked if the Board had received any budget questions from the community. The Board of Directors reported that there had been very little community questions exception; one person who was asked if parents should consider home schooling. There was a discussion surrounding the decrease in enrollment. It was determined that there is a variety of reasons and the data indicating why students are transferring out of the district would be reported to the board. There should be some sort of budget numbers from the state by April 25 April 30, The Budget will be discussed at the May 4, 2009 study session. The board was asked by Superintendent Chaplik and Director of Finance Layne Anderson to look over the items in column C of the planning tool and to rank items, indicating priority items and should not be cut if at all possible. Tracy Cotterill moved and Patty Fountain seconded a motion to meet in executive session to discuss a the review of the performance of a public employee. Chairman Roesler stated that the board would meet in Executive Session for approximately 30 minutes. Tracy Cotterill moved and Patty Fountain seconded to reconvene the regular meeting at 9:15 p.m. Being there was no further business Chairman Roesler adjourned the meeting at 9:15 pm. COTTERILL/ FOUNTAIN UNANIMOUS COTTERILL/ FOUNTIAN UNANIMOUS Jackie Whaley Recording Secretary Dan Chaplik, Superintendent Craig Roesler, Chairman 012

14 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 20, 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 Fox Roesler Sumpter 013

15 PERSONNEL ACTION REPORT April 20, 2009 CERTIFICATED: SUPPLEMENTAL CONTRACT Name Effective Date Position Location Stipend Broughton, Blair 4/8/09-6/3/09 Asst. Track Coach SMS $ 1, Brumley, Jeff Post Season - 3 wks Asst Boys Basketball Coach SHS $ Campa, Rebecca Post Season - 2 wks Winter Cheer Coach SHS $ Chism, Kristy 4/27/09-6/11/09 7th Hr Language Arts Instructor SMS Hourly Rate Gushwa, Jeff 4/8/09-6/3/09 Asst. Track Coach SMS $ 1, Hagen, Jeff 10/08-6/09 Senior Advisory SHS $ Harder, Heidi 2/9/09-6/11/09 7th Hr Math Instructor SMS Hourly Rate Harkins, Sarah 10/08-6/09 Gay-Straight Alliance Advisor SHS $ Martin, Erika 4/8/09-6/3/09 Head Track Coach SMS $ 2, Riehle, Pete 3/19/09-5/11/09 Asst. Fastpitch Coach SHS $ 2, Robbins, Kelsey 10/08-6/09 Gay-Straight Alliance Advisor SHS $ Sportsman, Crystal 10/08-6/09 Gay-Straight Alliance Advisor SHS $ Trichler, Nate Post Season - 3 wks Head Boys Basketball Coach SHS $ Revised Supplemental Contracts: Brumley, Jeff 9/08-6/09 Pep Club Advisor SHS $ Fuller, Andrea 9/08-6/09 Junior Class Advisor SHS $ Hatfield, Kris 9/08-6/09 Link Crew Co-Advisor SHS $ Haugstad, Shannon 9/08-6/09 Knowledge Bowl/HiQ Club Advisor SHS $ Haugstad, Shannon 9/08-6/09 National Honor Society Co-Advisor SHS $ Knox, Sherry 9/08-6/09 Link Crew Co-Advisor SHS $ Kube, Sally 9/08-6/09 International Club Advisor SHS $ McIver, Terry 9/08-6/09 Sophomore Class Advisor SHS $ Robbins, Kelsey 9/08-6/09 National Honor Society Co-Advisor SHS $ Robbins, Kelsey 9/08-6/09 Senior Class Advisor SHS $ Sportsman, Crystal 9/08-6/09 Freshman Class Advisor SHS $ RESIGNATION/RETIREMENT Name Effective Date Position Location Devault, Mary 8/31/2009 Resource Room Teacher SHS Hagen, Jeff 6/18/2009 Resource Room Teacher SHS Riehle, Pete 3/20/2009 Asst Track Coach SMS Walker, Leslie 10/31/2009 Senior Advisory SHS CLASSIFIED: SUPPLEMENTAL CONTRACT Name Effective Date Position Location Stipend Bekins, Craig Post Season - 2 wks Asst Girls Basketball Coach SHS $ Cramer, Minday 4/8/09-6/3/09 Asst. Track Coach SMS $ 1, McElveen, Boyce Post Season - 3 wks Asst Boys Basket ball Coach SHS $ Walker, Rodney Post Season - 2 wks Head Girls Basketball Coach SHS $ CHANGE IN HOURS/DAYS Name Effective Date Position Location Change Maddocks, Charlie 3/2/2009 Bus Driver Transp 1.8 hrs midday to 1.5 hrs McCann, Elizabeth 11/1/2008 Bus Driver Transp 5.0 to 5.4 hrs TEMPORARY SUB POSITION Name Effective Date Position Location Peterson, Benjamin 4/20/09-6/1/09 Temp Sub Technology Asst Tech 014 4/17/2009

16 PERSONNEL ACTION REPORT April 20, 2009 RETURN FROM LEAVE Name Effective Date Position Location Peers, Sandy 4/6/2009 Paraeducator I GBE RESIGNATION Name Effective Date Position Location For McElveen, Vanessa 3/6/2009 Fall Cheer Coach SHS McElveen, Vanessa 3/6/2009 Winter Cheer Coach SHS Comfort, Nicole 3/27/2009 Long-term Paraeducator I Sub GBE Sandy Peers 015 4/17/2009

17 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date April 20, 2009 Agenda Item No. 8 Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Approval of March 2009 and April 2009 AP Vouchers & Warrants Approval of April 2009 Estimated Payroll PERSONNEL INVOLVED: Janie Miller, Accounts Payable Anita Bickler, Payroll BACKGROUND: Upon approval of the warrants dated March 20, 2009, March 25, 2009 and April 03, 2009, 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 03/20/09 GEN $ 3, GEN FD: $399, /25/09 GEN $ 312, /03/09 GEN $ 83, /25/09 CAP $ CAP PROJ FD: $103, /03/09 CAP $ 102, /25/09 ASB $ 39, ASB FD: $42, /03/09 ASB $ 2, APRIL 2009 ESTIMATED PAYROLL: $TBA Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Sumpter Fox Roesler 016

18 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 20, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: PERSONNEL INVOLVED: Approval of 2009/2010 Interlocal Agreement for the Summit Cooperative. Tracey Prpich BACKGROUND: This agreement will allow the Sultan School District to continue to place a selected number of students in the Summit Cooperative. RECOMMENDATION: The administration recommends the Board of Directors approve the Interlocal Agreement with Northwest ESD 189, for the 2009/2010 Summit Program as presented. Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Fox Roesler Sumpter 017

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34 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 20, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Approval of Interlocal Cooperative Agreement 2009/2010 PERSONNEL INVOLVED: Dan Chaplik BACKGROUND: This district has been a member of the Learning Resource Center Cooperative NWESD 189 annually since it's beginning. The membership fee is based on FTE enrollment. The cooperative develops maintains and expands a library of instructional media materials to be used by its members. This agreement shall be effective from September 1, 2009 through August 31, RECOMMENDATION: The administration recommends the Board of Directors approve the Interlocal Cooperative Agreement with Northwest ESD 189, as presented. Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Fox Roesler Sumpter 033

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47 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 20, 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 Fox Roesler Sumpter 046

48 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 20, 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 Fox Roesler Sumpter 047

49 Meeting Date SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Agenda Item No. April 20, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Second reading: Revised Policy/Procedure No Curriculum Development & Adoption of Instructional Materials Revised Policy No. 3421P Removal of Child During School Day Revised Policy No Program Planning, Budget Preparation, Adoption & implementation New Policy No Financial Management Fund Balance PERSONNEL INVOLVED: Dan Chaplik BACKGROUND: Revised Policy/Procedure No Curriculum Development & Adoption of Instructional Materials has been revised to better reflect the district s current procedure; Procedure 3421 Removal of Child During School Day has been revised to reflect changes as per WSSDA recommendations, Policy 6000 Program Planning, Budget Preparation, Adoption & implementation has been revised to include the board directed fund balance and New Policy 6001 Financial Management Fund Balance will be adopted in order to establish the board directed district fund balance These recommended revisions have been developed by Dan Chaplik, Superintendent and Layne Anderson Director of Fiscal Services. These revised Policies and Procedures were presented for first reading at the March 16, RECOMMENDATION: Administration recommends that the Board of Directors accept revised Policy/Procedure No. 2020, Procedure 3421, Policy 6000 and Policy 6001 for second reading and adoption. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Fox Roesler Sumpter 048

50 CURRICULUM DEVELOPMENT AND ADOPTION OF INSTRUCTION MATERIALS COMMUNITY INVOLVEMENT IN DECISION-MAKING Policy No Instruction It is the policy of the Sultan School District to endorse the concept that community participation in the affairs of the schools is essential if the school systems and the community are to maintain a mutual confidence and respect and work together to improve the quality of education for students. The District, therefore, intends to exert every effort to identify the desires of the community and be responsive, through its actions, to those desires. All citizens are encouraged to express ideas, concerns and judgments about the schools to the school administration, the staff, and to any appointed advisory committee. Residents, who feel they are qualified because of interest, training, experience, or personal characteristics are encouraged to assume an active role in school affairs. From time to time such persons may be invited by the District to act as advisors either individually or in groups (see app. Procedures #2311P). The District and its staff will give serious consideration to the advice received from individuals and community groups interested in schools. ACADEMIC FREEDOM AND RESPONSIBILITY District staff is expected to apply highest standards of professional responsibility within the framework of District policies and administrative procedures and the laws and rules of the State of Washington. Learning is fostered and promoted in an atmosphere in which there is freedom to provide for the free and orderly flow and examination of ideas so that students may gain the skills to gather and synthesize facts, discriminate between fact and opinion, discuss differing viewpoints, analyze problems, and draw conclusions. The information, learn in an environment free from prejudice, and to hold, and express their own opinions without personal prejudice or discrimination. Teachers will exercise professional judgment when presenting subject matter. The appropriateness of the subject matter and maturity of the students shall be considered. Teachers are expected to make professional judgments regarding the selection of methods or techniques to be used. The teacher is expected to maintain a high professional standard of teaching to employ the most effective teaching techniques to meet the District s mission. INSTRUCTIONAL GOALS The superintendent shall ensure that each school and educational program establish a basis and means for determining and monitoring the District s mission and the instructional requirements of the state. 049 Page 1 of 3

51 Policy No Instruction COMPLIANCE PROCEDURES FOR INSTRUCTIONAL GOALS To ensure compliance with the state requirements for teaching the basic skills and work skills and for total instruction hours: A. Each secondary building principal shall: 1. Analyze any proposed course schedule to ensure compliance with the state s requirements for basic skills, work skills, and total hours of instructional hours. 2. Retain as a permanent record the final schedule of course offerings to verify compliance with state and local requirements. 3. Maintain a record of temporary deviations from the regular schedule, (e.g. assemblies), in order to monitor compliance with instructional requirements. B. Each elementary building principal shall maintain a record of the total hours of instruction for each elementary grade. The record shall identify any instructional activities that do not qualify as basic skills. The elementary building principal shall also ensure that the total instructional time for students is met. C. Each school site is encouraged to pursue continued school improvement through the superintendent and the Board. Any innovations, which would require waivers of district or state regulations, shall be sought. Legal Reference: RCW 28A RCW 28A STUDENT COMPETENCIES The Board of Directors will determine the competencies to be achieved by students. The professional staff has the responsibility to select and develop instructional materials, develop and implement appropriate teaching methods, and develop an implement authentic assessment measures to ensure that students are attaining the District s mission. INSTRUCTIONAL MATERIALS Instructional materials shall be selected to assist students in attaining the District s learning standards. Instructional materials include major instructional material, specialized material, teacherselected resources for individual classes, student material lists, library materials, and the District s media collection. Patrons and staff shall be selected by the superintendent or designee to participate in the committees formed to recommend the selection of major instructional materials and to consider citizen requests for removal of any instructional materials (selection of committee): policy 2311P). The instructional materials committee s role shall be to ensure that the procedural considerations are met prior to making recommendations to the Board. 050 Page 2 of 3

52 Policy No Instruction The Board of Directors shall approve or disapprove all major instructional materials recommended for selection and any instructional materials recommended for removal. Procedures for instructional materials selections and for receiving, considering, and acting upon written complaints regarding instructional materials shall be developed by the superintendent or the superintendent s designee. The Board recognizes its responsibility for the improvement and growth of the educational program of the schools. To this end, the curriculum shall be evaluated, adopted, and developed on a continuing basis and in accordance with a plan for curriculum growth by District adoption committees. The Superintendent or designee shall select and purchase instructional materials for use at Sky Valley Options High School. The Board finds that the rapidly changing circumstances and unique needs of this program make prior review by the committee unworkable and contrary to the best interests of the students in the program, who benefit from the flexibility of staff to modify learning materials in accordance with student need. Such materials may be selected without initial review by the committee or Board approval, but shall be subject to removal pursuant to the citizen protest procedures set forth in Procedure 2020P. Such materials shall be consistent in quality with those available to the district s overall student population. Materials determined by the committee and the Board to be inappropriate for use at Sultan High School will not be adopted for use at Sky Valley Options High School. Cross References: Board Policy 7251 Surplus property Legal References: RCW 28A Course of study and regulations 28A Instructional materials Instructional materials committee 28A Basic Education Act of 1977 District School Directors as accountable for proper operation of district Scope Responsibilities Publication of Guide 28.A.640 Sexual Equality Mandated for Public Schools WAC Textbooks and instructional materials Responsibilities related to instruction Adoption Date: June 22, 1998 School District Name: Sultan School District Revised: Classification: Essential 051 Page 3 of 3

53 Procedure 2020P SELECTION OF INSTRUCTIONAL MATERIALS 1. District Curriculum Adoption Committee A. Membership 1. The CAC shall consist of the following members: 4 Certificated staff 4 Community members 2 Administrators 2. Specialty area adoptions are defined as an area of a particular field of study that is taught by a specialist, or instructional areas that are not taught district wide. Specialty area adoptions will only occur when there are multiple adoptions happening in the same year. Specialty area adoptions include World Languages, Family & Consumer Sciences, Music, and Electives. These committees shall consist of a minimum of the following members: 2 Certified staff 2 Community members 1 Administrator The appointed members shall each serve a term that lasts the duration of the adoption. 3. Selection of members The chairperson of the CAC (appointed by the superintendent with board concurrence) shall advertise any openings on the CAC. The advertisement shall include duties and responsibilities of the CAC members and be sent to community and staff groups within the school district. The CAC chair shall encourage applications and nominate members based upon school geographical location, content balance and community representation, as well as a willingness to serve as indicated on all applications. The district reserves the right to limit committee membership to one member per household to better represent the interests of the community. The CAC chair shall submit the names of persons nominated to the superintendent who is responsible for the recommendation of the committee members to the Board. The appointed members will each serve a term lasting for the duration of the research and ultimate adoption of curriculum materials. 052 Page 1 of 11

54 Procedure 2020P 4. Replacement/Addition of Members The chair will nominate replacement members if needed to the Superintendent for recommendation to the Board for approval. A quorum shall consist of 2/3 of the members. B. The duties and responsibilities of the CAC shall include the following: Month 1 Month 2 Month 2 Month 3 Month 4 Month 4 Month 5 Month 6 Month 7 Month 8 Ongoing Review curriculum needs in alignment with district goals. Gather current reference materials from the national, state and district standards, and from other districts. Integrate needs assessment data with standards. Complete K-12 curriculum and student competencies. Staff review. Public review. Revise curriculum and student competencies as necessary. Obtain sample materials from publishers. Utilize approved screening guide to evaluate materials and select top choices. Hold public meetings to review the top choices (included evaluation form for public comment). Gather feedback from community surveys Make any revisions, if necessary and a final selection of materials. Present recommendation to the IMC. Define staff development needs for staff in-service. Make presentations to the school board of committee progress. Suggested Fast Track Curriculum Adoption Timeline Month 1 Month 1-2 Month 3-4 Month 5 Advertise, recruit and select committee members. Conduct needs assessment of current curriculum. Define recommendations for proposed curriculum. The same procedures would follow the long process except tasks would be completed in the month of August which include: review state ELARS, review district needs, review current research, obtain sample materials, hold public meetings and gather feedback, make recommendations to the IMC, define professional development, and make presentations to the school board of committee progress. A course study of which is offered to students shall include a description of: A. Objectives to be achieved in an outlined scope and sequence by students according to content strands. B. Materials and/or equipment to be used to reach the objectives; and C. Procedures to be used to evaluate student achievement. (Description above will address the needs for all students i.e., highly capable, special need students). 053 Page 2 of 11

55 Procedure 2020P In addition, any proposal for a new course of study must include estimated start up costs and projected annual costs. The superintendent prior to implementation must approve all new courses or major modifications to existing courses. The superintendent, in turn, shall inform the board before the new course or major revision to an existing course is implemented. The superintendent shall establish procedures for curriculum development, which provide for involvement of community representatives and staff members at appropriate times, the annual review of selected areas on a cyclical basis, and any suggested changes that should be made as a result of the curriculum study. Such review shall take place at least once during each seven-year period. The curriculum of the district shall be review on a regularly scheduled basis. The following elements of a curricular are will be studied: A. The appropriateness of the objectives in relation to district goals. B. The materials and/or equipment. C. The results as determined by formal and informal diagnosis. D. Effective instruction and learning theory, and E. The articulation between grades and schools. The cycle for curriculum review is as follows: K-12 Science TBD K-12 TBD TBD K-12 TBD TBD 2. District Instructional Materials Committee A. Membership 1. The IMC shall consist of the following members: 4 Certificated staff 4 Community members 2 Administrators The appointed members shall each serve terms for the duration of the research and curriculum adoption. 2. Selection of Members The chairperson of the Curriculum Committee (appointed by the superintendent) shall advertise any opening any opening occurring on the IMC in the spring for the upcoming assigned school year. This advertisement shall include the duties and responsibilities of the IMC chair shall encourage applications and nominate members based upon school geographical location, content balance and community representation, as well as willingness to serve as indicated on all applications. 054 Page 3 of 11

56 Procedure 2020P 3. Replacement/Addition of Members The chair will nominate replacement members if needed to the superintendent for recommendation to the Board for approval. A quorum shall consist of 2/3 of the members. B. The duties and responsibilities of the Instructional Materials Committee pertaining to the selection of instructional materials and curriculum shall include the following: 1. A suggested timeline for the instructional materials review by the adoption committees will be reviewed. 2. Review major instructional material and curriculum recommendations made by the adoption committee or other representative committees will be reviewed, revised, and distributed to staff and community yearly by the Instructional Materials Committee. 3. Ensure that materials selected are consistent with the learning standards of the District and state. 4. Ensure that the opportunity exists for teachers who will use the materials to participate in selection recommendations. 5. Ensure that the opportunity exists for patrons to review and participate in selection recommendations. 6. Recommend major selection materials for approval or disapproval to the Board of Directors. 3. Criteria for Selection of Instructional Materials (Goals and Principles). The following criteria will guide the selection of instructional materials, including but not limited to major selections, specialized materials, teacher selected individual classroom resources, student material list, library materials, and the District media collection: A. Instructional materials and curriculum shall enrich and support students in attaining the District s K- 12 learning standards, taking into consideration the various instructional needs, developmental abilities, interests, and maturity levels of the students. B. Instructional materials and curriculum shall include sufficient variety to represent various views of issues in order that students may develop the skills of analytical thinking and informed decision making. C. Instructional materials and curriculum shall contribute to the development of an understanding of the ethnic, cultural, and occupational diversity of the United States and the world. 1. Instructional materials shall objectively present the concerns and build upon the contributions, current and historical of both sexes, and members of several specific religious, ethnic and cultural groups. 055 Page 4 of 11

57 Procedure 2020P 2. Instructional materials shall provide models, which may be used as a vehicle for the development of self-respect and appreciation of cultural differences. D. Instructional materials and curriculum shall evidence respect for the worth, dignity, and personal values of every individual. E. Under certain conditions, it is appropriate to use biased materials in presenting contrasting and differing points of view. 4. Procedures for Selection of Instructional Materials A. Major Instructional Material recommendations 1. Definition Instructional materials designed for use by students as principle learning resources in meeting the District s learning standards shall be recommended by a representative group of teachers and patrons. 2. Criteria The criteria described in Section II and III shall be used to screen materials before recommending materials for selection. 3. Procedures a. Prior to recommending instructional materials and curriculum, student Grade Level Expectations will be reviewed and revised as necessary by the appropriate adoption committee. The approved screening guide will be used to evaluate the materials. Public input is sought and encouraged. Community members are not limited to the screening guide as the sole evaluation tool. b. Committee members are expected to place principle and reason above prejudice in the selection of materials of the highest quality in order to assure a comprehensive collection appropriate for the instructional program. Instructional materials selected shall include, but are not limited to those which: Approved Screening Guide 1. Enrich and support the curriculum, taking into consideration the varied instructional needs, developmental abilities, interests, and maturity levels of the students. 2. Stimulate student growth in conceptual thinking, factual knowledge, physical fitness literacy and ethical standards. 3. Provide sufficient variety so as to present opposing views of controversial issues in order that young citizens may develop the skills of critical analysis and informed decision-making. 056 Page 5 of 11

58 Procedure 2020P 4. Contribute to the development of an understanding of the ethnic, cultural, and occupational diversity of American life. 5. Present objectively the concerns of and build upon the contributions, current and historical, of both sexes, and members of the several specific religious, ethnic and cultural groups. The district recognizes that under certain conditions biased materials may represent appropriate resources in presenting contrasting and differences, based on respect for the worth, dignity, and personal values of every individual. The following checklist is provided to help text selectors follow the above criteria. Selections which receive 2 (fair) or 1 (poor) ratings on any items should be avoided. Based Content: 1. Presents more than one viewpoint of controversial issues N/A 2. Presents minorities realistically N/A 3. Includes contributions of minority authors N/A 4. Presents non-stereotypical models N/A 5. Facilitates the sharing of cultural differences N/A 6. Promotes the positive nature of differences N/A 7. Includes the contributions, inventions or discoveries of women N/A 8. Includes the contributions, inventions or discoveries of women N/A 9. Presents minorities in a manner that promotes ethnic pride N/A 10. Facilitates an environment open to discovery and experimentation N/A c. The selection recommendations from the adoption committees or building committees alternatives shall be submitted to the Instructional Materials Committee for approval. The approved screening guide must accompany the committees recommendation of the buildings alternative. d. The Instructional Materials Committee will ensure that the criteria and procedures have been followed and forward the request for approval by the superintendent and the Board of Directors. e. The Board of Directors may review selected materials to ensure that the criteria have been followed. 057 Page 6 of 11

59 Procedure 2020P Exceptions Trial-use texts of an experimental, pilot nature may be authorized for use by the superintendent for a period of no more than one school year prior to board approval for general use throughout the district. Pursuant to Board Policy 2020, materials adopted for use at Sky Valley Options High school may be selected without initial review by the committee or Board approval due to the rapidly changing circumstances and unique needs of that program, but shall be subject to the removal by the citizen protest procedures set forth herein. Materials determined by the committee and the Board to be inappropriate for use at Sultan High School will not be adopted for use at Sky Valley Options High school unless the Board determines, after IMC review, that special circumstances exist making such materials appropriate in the context in which their use is sought. The Superintendent or designee may purchase other instructional materials from time to time in order to meet other unique needs or rapidly changing circumstances. Such materials shall be subject to the removal and citizen protest procedures set forth herein. B. Specialized Materials 1. Definition f. The Board of Directors has final approval on major instructional materials used in the district. It is expected that the district curriculum adopted materials shall be used whenever possible to meet the adopted scope and sequence of the said curriculum. Specialized materials shall be used to complement but not replace the district curriculum adopted materials. Examples of supplemental materials may include but is not limited to a story from a book other than the class text, a novel, a book of math, library books, brain teasers which are not a part of the curriculum, a video disk, or other media that complement a lesson, a unit, a chapter or the curriculum objectives. 2. Criteria for Selection The criteria for selection of instructional materials (section III) shall be the basis for the selection of any specialized material (s). 3. Procedures a. Specialized materials shall be reviewed and recommended by teachers and approved for purchase by the appropriate supervisor. b. Individual teachers are responsible for the initial selection of these materials. Teachers may choose to have these materials reviewed by the appropriate Materials Committee. 058 Page 7 of 11

60 Procedure 2020P c. The principal will define a process and ensure that the supplementary materials selected complement the district curriculum adopted materials. The building principal will be responsible for implementing these procedures. d. Supplementary materials or materials other than major instructional materials shall not require committee approval but are subject to removal and citizen protest procedures. C. Teacher-selected Resources for Individual Classrooms 1. Definition Those resources, which are topical or have interest or of value for a short time shall be considered teacher-selected resources for individual classrooms. Example includes articles from a newspaper or a weekly magazine, teacher-made games, pamphlets, media material or resource speakers for a classroom. 2. Criteria Criteria for selection of instructional materials (section III and IV) shall be the basis for the selection of any teacher resource. 3. Procedures a. Teacher selected resources shall be reviewed and recommended to the principal by teachers and may be approved for purchase within budget allocation by the appropriate manager. b. Individual are responsible for the initial selection of these materials. Teachers may choose to have these materials reviewed by the Instructional Materials Committee. c. The building principal will be responsible for implementing these procedures. D. Student Material Lists 1. Definitions Any list of items from which students may select items to meet classroom requirements or to enhance learning shall be considered student material lists. Lists may include such items as books, selections from books, magazine articles, films, audio recording, video recording, and computer programs. 2. Criteria Criteria for selection of instructional materials (Section III and IV) shall be the basis for the selection of any teacher-selected resource. 3. Procedures a. Student materials lists shall be reviewed and recommended by teachers. 059 Page 8 of 11

61 Procedure 2020P E. Library/Media Materials 4. Definitions b. No item on a student materials list shall be interpreted as required reading, viewing or listening. c. Individual teachers are responsible for the initial selection of these materials. Teachers may choose to have these materials reviewed by instructional Materials Committee. Teachers shall consult with the building principal. Final responsibility for selection of materials rests with the principal. Library material, including audio-visual, video recordings, and electronic software or those items accessible through the library media center which provides support for an area of the curriculum, information for independent study or sources for enrichment and recreational interest. 5. Criteria of Selection Criteria for selection of instructional materials (Section III and IV) shall be the basis for selection of any learning resource. 6. Procedures a. The primary responsibility for material selection belongs to the library media specialists; Students, teachers, and administrators may participate in the recommendation of materials for purchase. Selection will be based on: (1) Published evaluations or review; or (2) Recommendation by an adoption committee, instructional material committee, librarian, individual teacher; or (3) Recommendation by the curriculum department. 7. Donated, Free and Sponsored Materials Material donated, granted, or sponsored by another entity must meet the same selection of standards as purchased materials prior to being added to the learning resource collection. 5. Review and Reconsideration Process A. Many issues, in a diverse multi-cultural community are viewed differently. Community and family parameters about appropriateness may vary. Teachers and building principals may not always accurately anticipate when differing views will become an issue, but efforts shall be made to communicate with parents in advance about potentially sensitive course materials so parental wishes for their child can be accommodated. B. Patrol requests to review instructional materials or materials recommended for selection 060 Page 9 of 11

62 Procedure 2020P resources for individual classrooms, student material lists, library material, and district media collection shall be made to the principal. Such requests to review materials shall be granted within three working days. C. Patrons wishing to review materials shall make arrangements to do so by contracting the building principal and/or the appropriate district administrator. A citizen wishing to protest use of any instructional materials in the school system must use the form for requesting reconsideration of instructional materials. These forms are available from the district curriculum office. The complainant will deliver the completed request form to the instructional materials committee secretary, who will take the following steps to assure timely consideration of requests. A. Set a time and place for an open hearing of the complaint by the instructional materials committee. Such hearing shall be within 30 days for the committee secretary s receipt of the completed request form. B. Notify the complainant and appropriate staff, including those using the materials of the time and place of the meeting. Such notification shall include an invitation to present relevant information, oral or written. C. Assemble such data, including reviews and professional opinions of the materials, the staff member s objectives in using the materials, and the specific objections of the complainant, as may be necessary for the committee to properly judge the request for reconsideration. Hearings of a citizen s request for reconsideration shall be open to the public. The committee shall consider all matters presented and give reasonable credit to such matters according to weight to which they are reasonably entitled. Decisions shall be my majority vote of the committee. Decisions of the committee shall be delivered in writing to the complainant and affected staff within 10 days. 6. Maintenance and Control of Instructional Materials A. Textbooks and other instructional materials shall be available for loan upon approval of the teacher or building principal. Students may be required to purchase some specialized materials. B. The principal or designee shall maintain an accurate building inventory of major instructional materials, specialized materials, and library media. C. Students will have materials available to them even during extended absences so that loss of credit does not occur. Adoption Date: Revised: : 2.08 Sultan School District No Page 10 of 11

63 Procedure 2020P CITIZENS REQUEST FOR RECONSIDERATION OF INSTRUCTIONAL MATERIALS Type of material (library book, magazine, film, textbook, tape, etc.): Title Author Publisher or Producer (if known) Phone Patron represents: Him/Herself Address Organization Identify other group 1. To what material do you object and what is the basis for your objection? 2. Is this material, to your knowledge, on a student reading list? 3. Did you read, hear, or see the entire content? If not, what parts? 4. Is there anything about this material you would recommend? 5. For what age group would you recommend this material? 6. What do you feel might be the result of reading, seeing, or using this material? 7. Can you suggest other materials which might be more appropriate for the same instructional purposes And grade level? 8. What would you suggest your school do about this material? Do not assign to my child. Withdraw it from all students as well as from my child. Seek more suitable materials for this purpose. (This form should be signed, mailed or taken to the Superintendent.) Date Signature Building where challenge occurred: Adopting Date: June 22, 1998 School District Name: Sultan School District Revised: Page 11 of 11

64 Removal of Student During School Day Procedure 3124P Schools must exercise a high order of responsibility for the care of students while in school. The removal of a student during the school day may be authorized in accordance with the following procedures: A. Law enforcement officers, upon proper identification, may remove a student from school without a warrant provided that the law enforcement officer signs a statement that he/she is removing the student from the school. Residential parents should be contacted as soon as possible when a student is taken into custody. B. Any other agencies must have a written administrative or court order directing the school district to give custody to them. Proper identification is required before the student shall be released. C. A student shall be released to the residential parent or the nonresidential parent, unless the residential parent provides the school with a certified copy of a court order restricting and/or prohibiting the student s contact with the nonresidential parent. When in doubt as to who has custodial rights, school enrollment records must be relied upon as the parents (or guardians) have the burden of furnishing schools with accurate, up-to-date information. D. The school should always receive notification or authorization from make a reasonable effort to notify the residential parent before releasing the student to a nonresidential parent. E. Prior written authorization from the residential parent or guardian is required before releasing a student into someone else's custody unless an emergency situation justifies a waiver. F. Police should be called if a visitor becomes disruptive or abusive. G. State law requires that school personnel not remove, cause to be removed or allow to be removed a student from school grounds during school hours without the consent of the student s parent or guardian, unless the employee is the student s parent or guardian, the employee is providing bus transportation, the employee is supervising an extra-curricular activity and providing transportation for the student, or the student requires transportation for emergency medical care and the parent cannot be contacted. School security personnel may remove a student from school without parental authorization for disciplinary reasons, and anyone officially responding to a 911 emergency call may remove a student without prior parental authorization. School personnel should exercise discretion as to whether the student shall be transported by ambulance or private automobile to a doctor or hospital in case of an emergency, (i.e. accident or illness when the school is unable to reach the parent or their authorized representative). Date:

65 Policy No Management Support PROGRAM PLANNING, BUDGET PREPARATION, ADOPTION AND IMPLEMENTATION A district's annual budget is tangible evidence of the board's commitment toward fulfilling the aims and objectives of the instructional program and providing for the efficient and effective operation of the district. The budget expresses in specific terms the services to be provided, consistent with immediate and long-range goals and resources available and establishes priorities within broad program areas such as basic education, other separately funded programs and support services. Each year a budget shall be prepared for the ensuing fiscal year. The budget shall set forth the complete financial plan of the district for the ensuing school year. Prior to presentation of the proposed budget for adoption, the superintendent shall prepare for the board's study and consideration appropriate documentation supporting his/her recommendations, which shall be designed to meet the needs of students within the limits of anticipated revenues consistent with reasonable management practices. Program planning and budget development shall provide for staff participation and the sharing of information with patrons prior to action by the board. In addition, the budget should provide for a sufficient cash reserve to assure a positive cashflow and to take care of unanticipated legislative changes and / or emergencies. A minimum unreserved, undesignated fund balance of 4% 3% of the prior year s expenditures should be used for budgeting purposes. Notice and Conduct of Budget Hearings Upon completion of the proposed district budget for the ensuing school year, notices shall be published in a local paper of general circulation in two successive weeks announcing the date, time and place of the budget hearing as required by law. The notice shall also state that any person may appear and be heard for or against any part of such budget. The last notice shall be published no less than seven days prior to the hearing. Copies of the proposed budget shall be made available at the district office by July 10 th unless the superintendent of public instruction has delayed the date because of the state operating budget was not adopted by June 1st. The district shall submit one (1) copy of its budget to its educational service district for review and comment. Budget: Adoption and Filing The budget for the ensuing school year shall be adopted by board resolution following a public hearing. Such action shall be recorded in the official minutes of the board. [First Class District Provision: Copies of the budget as adopted shall be filed with the education service district for review.] [Second Class District Provision: Copies of the budget as adopted shall be filed with the educational service district for review, alteration, and approval by the budget review committee.] Copies of the budget will be filed with the state superintendent of public instruction. The dates for adoption and filing are as follows: 1st Class Districts: Budget adopted by 8.31 Budget filed with ESD by Page 1 of 3

66 Budget filed with OSPI by nd Class Districts: Budget adopted by 8.1 Budget forwarded to ESD for review, alteration and approval by budget review committee by 8.3 Budget review committee approves budget by 8.31 Budget returned to school district and filed with OSPI by 9.10 Budget Implementation Policy No Management Support The board places responsibility with the superintendent for administering the operating budget, once adopted. All actions of the superintendent in executing the programs and/or activities as set forth in the adopted operating budget are authorized subject to the following provisions: A. Expenditure of funds for the employment and assignment of staff meet the legal requirements of the state of Washington and adopted board policies; B. Funds held in reserve accounts (General fund # ) for self-insurance and other such contingencies may not be expended unless approved for purposes designated by the board; C. Complete listing of expenditures for supplies, materials and services is presented for board approval and/or ratification; D. Purchases are made according to the legal requirements of the state of Washington and adopted board policy; E. Funds may be transferred between funds as approved in the Annual Budget from one budget classification to another subject to such restrictions as may be imposed by the board and the State of Washington F. The superintendent shall be responsible for establishing procedures to authorize and control the payroll operations of the district. The board may act on behalf of individual staff to deduct a certain amount from the staff member's paycheck and remit an agreed amount to a designee of the staff member. No involuntary deduction may be made from the wages of a staff member except for federal income tax, social security, medical aid, and state retirement, or in compliance with a court order such as garnishment; and G. Financial reports are submitted to the board each month. Cross References: Board Policy 5005 Employment Board Policy 6213 Reimbursement for Travel Expense Legal References: RCW 28A Studies and adoption of classifications for school district budgets Publication 28A Corporate powers 28A Liability for debts and judgments 28A Hiring and discharging employees Seniority and leave benefits, transfers between school districts 28A Preparing & distributing information on district's instructional program, 065 Page 2 of 3

67 Policy No Management Support operation and maintenance Limitation 28A Additional powers of the board 28A.505 School Districts Budgets 28A Budget Notice of completion Copies Review by ESD 28A Budget Hearing and adoption of Copies filed with ESDs 28A Budget Disposition of copies Budgeted expenditures as appropriations Interim expenditures Transfer between budget classes Liability for nonbudgeted expenditures 28A.510 Apportionment to District District Accounting WAC Time Schedule for Budget Adoption Date: June 27, 1998 School District Name Sultan Shool District Revised: 10/23/2006 Classification: Priority 066 Page 3 of 3

68 Policy No Fund Balance FINANCIAL MANAGEMENT Fund Balance The Board of Directors of the Sultan School District recognizes the importance of a sufficient fund balance in each of its funds to assure sound financial practices, provide program stability, and obtain excellent bond ratings. The fund balance in the Debt Service Fund, Transportation Vehicle Fund, Capital Projects Fund and Associated Student Body Fund is primarily a function of the scope of the projects and activities found within the operation of each fund. Stability of revenue and predictability of expenditures in these funds enables the district to establish an appropriate budgeted fund balance. With regard to the General Fund, the complexities of funding and other economic uncertainties in the operation require a different approach in setting the fund balance level. Some of the uncertainties affecting the fund balance for the General Fund include: A. Enrollment fluctuations. B. Unanticipated changes in tax and appropriation levels by state and federal agencies. C. Legislative mandates having financial impacts on school systems. D. Passage/failure of voter referendums. E. Financial impacts of labor agreements including arbitration judgments. F. Litigation. G. Energy cost increases and weather related damage. H. Timing differences between the payment of expenditures and receipt of the associated revenue. To provide stability of the instructional program and comply with sound financial practices, the district will maintain a prudent fund balance level in the General Fund. This will be accomplished through three components of the budgeted fund balance: 1. Reserved Fund Balance 2. Unreserved, Designated for Other Items Fund Balance 3. Unreserved, Undesignated Fund Balance The reserved fund balance will set aside sufficient funds for inventory and self-insurance reserves, as well as those dictated by grant constraints. This is often the result of contractual agreements. The unreserved, designated for other items fund balance will recognize funds set aside for future purposes, with Board approval. The unreserved undesignated fund balance is the net result of operations and is the compensating source for economic uncertainties. The combined total of the last two of these three unreserved, undesignated reserve account will be targeted at 3% to 5% of the prior year s expenditures. The fund balance target should be regularly reevaluated by the board of directors for the General Fund with regard to changes in the economic environment over time. This will help ensure that the amount continues to be sufficient to cover the purposes set forth above. 067

69 Policy No Fund Balance Legal References: RCW 28A RCW 28A RCW 28A.505 School District as Self-insured - Authority Budget - Requirement for Balancing Estimated Expenditures School District Budgets Adoption Date: District: Revised: Classification: Sultan School District Optional 068

70 Meeting Date SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Agenda Item No. April 20, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: PERSONNEL INVOLVED: Presentation and approval of 2009/2010 I-728 Plan Dan Chaplik/Tracey Prpich BACKGROUND: I-728 funding allocations were voter approved in 2001 for extended learning opportunities and reduction of class size. A yearly expenditure plan must be approved by the Board of Directors. RECOMMENDATION: The Administration recommends that the Board of Directors approve the 2009/2010 I-728 expenditure plan, as presented. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Fox Roesler Sumpter 069

71 Initiative 728 Public Hearing-- School District April 20, 2009 Sultan School District 070

72 Thank You for Being Here!!! Your input is valued Don t t hesitate to ask questions! 071

73 Background Info I-728 appeared on Nov. 2, 2000 ballot Voters approved the measure by almost 72% Provides additional $ to help students reach new state learning standards 072

74 Legislative Update Current Budgeting talks indicate that there will be some impact to voter approved I-728 I funding. Until final budgets are determined, I-728 I funds may be cut by as much as 93% to school districts 073

75 Allowable uses of these funds... Reduce class sizes in grades K-4 Make selected class size reductions in grades 5-12 Provide extended learning for students in K

76 Allowable uses of these new funds (continued) Provide additional professional development for educators Provide early assistance for children who need pre-kindergarten support Provide improvements or additions to school facilities which are directly related to class size reductions and extended learning opportunities Indirect expenses 075

77 How much $ can we count on for ? 2010? $31.00-$ $ per FTE* *Note: $ per avg. FTE of PREVIOUS school year 076

78 How much money is allotted per student? $ $ $ $ $ $ $ $ $ $50.00 $0.00 $ $ $450 $

79 How much money per year is actually apportioned? $1,000,000 $800,000 $600,000 $400,000 $200,000 $ $630K $800K $952K $968K $60K $713K ($300.00) ($375.00) ($450.00) ($459.00) ($31.00) ($364.00) 078

80 Expenditures Approximately $800,000 in staff salaries to reduce class sizes Approximately $110,000 in extended learning opportunities Approximately $50,000 in indirect costs Approximately $100,000 in carryover fund balance 079

81 Anticipated Expenditures Will be determined as soon as final budget is established Carryover will apply 080

82 Deciding & Reporting Local school boards decide how to use these funds because district needs vary Local board must hold a public hearing on the proposed uses by May 1st By Aug. 31, a final plan must be adopted as part of the district s s budget 081

83 Reporting Requirements Annually, each school district must provide a public accounting of these funds to OSPI and to district patrons 082

84 Public Comment/Input Oral comments Written comments Prioritizing 083

85 Question/Answer Session 084

86 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 20, 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 2008/2009 budget FTE is Budget Report is an appendix. 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 Fox Roesler Sumpter 085

87 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 20, 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 Fox Roesler Sumpter 086

88 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 20, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: PERSONNEL INVOLVED: Other Items Budget Discussion Rif Resolution Dan Chaplik BACKGROUND: Time is provided on the agenda for the Superintendent to discuss with the Board of Directors any items, concerns, correspondence, future agenda items and announcements. RECOMMENDATION: Informational only Additional Information Attached BOARD ACTION: Fiscal Impact/Fund Source: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Fox Roesler Sumpter 087

89 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 20, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: Executive Session Yes No 1. National Security 2. Real Estate Acquisition/selling price *all action must be in open session 3. Review negotiations on a publicly bid contract 4. Complaints/charges against an employee *Must be in open session at accused s request. 5. Review the performance of a public employee or evaluate the qualifications of an applicant 6. Review qualifications of a candidate for elective office 7. To discuss enforcement action, current or potential litigation and or legal risks of current practice or proposed action with legal council. PERSONNEL INVOLVED: Board of Directors/Dan Chaplik BACKGROUND: Time is provided for the Board of Directors and Superintendent to meet in Executive Session to discuss the Superintendent s evaluation for approximately one hour. RECOMMENDATION: Informational Only. Additional Information Attached BOARD ACTION: Fiscal Impact/Fund Source: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Fox Roesler Sumpter 088

90 SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington BOARD AGENDA ITEM Meeting Date Agenda Item No. April 20, Study Consent Supt. s Session Action Business Informational Report AGENDA ITEM: PERSONNEL INVOLVED: AP Voucher Register Accounts Payable BACKGROUND: AP voucher register is provided for review. RECOMMENDATION: Informational Only. General Fund Capital Projects ASB and Transportation Funds Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: Other Abstain Nay Aye Second Motion Cotterill Fountain Fox Roesler Sumpter 089

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