HIAWATHA VALLEY EDUCATION DISTRICT BOARD OF DIRECTORS ORGANIZATIONAL MEETING WEDNESDAY, JANUARY 25, :32 8:59 p.m.

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1 HIAWATHA VALLEY EDUCATION DISTRICT BOARD OF DIRECTORS ORGANIZATIONAL MEETING WEDNESDAY, JANUARY 25, :32 8:59 p.m. HIAWATHA VALLEY EDUCATION DISTRICT WINONA, MN Approved by the Board on February 22, 2017 PRESENT Spencer Yohe (Caledonia) Scott Backer (Chatfield) Ron Pagel (Dover-Eyota) Wade Welper (La Crescent-Hokah) David Ruen (Lanesboro) Jenny Koverman (Lewiston-Altura) Rita Young (Plainview-Elgin-Millville) Valarie Howe (Rushford-Peterson) Aaron Solum (Spring Grove) Philip Rosendale (Wabasha-Kellogg) Present from Hiawatha Valley Education District: Letty Hornberg, Sarah Huerta, Leslie Johns, Terri Kersting, Deb Marcotte, Don Scheckel, Mark Stone, and Amy York. CALL TO ORDER David Ruen, Board Chair, called the organizational meeting of the Hiawatha Valley Education District Board of Directors to order at 7:32 p.m. ROLL CALL Leslie Johns, Office Manager/Executive Assistant, took roll call four members were absent: Mary Feathergill (Charter Schools), Josh Norlien (Houston), Chris Loppnow (Mabel-Canton), and Peter Snyder (St. Charles). Jenny Koverman is our new Board Representative from Lewiston-Altura. Jenny is serving her first term on the Lewiston-Altura School Board. PUBLIC COMMENTS The audience was given the opportunity to address the Board with any public comments there were none. ELECTION OF OFFICERS Chairperson: Spencer Yohe nominated David Ruen for Board Chair. There were no other nominations for the position of Chairperson. By unanimous vote of members present, David Ruen was elected Chairperson for Vice-Chairperson: Scott Backer nominated Rita Young for Vice-chair. There were no other nominations for the position of Vice-Chairperson. By unanimous vote of members present, Rita Young was elected Vice- Chairperson for Clerk: Scott Backer nominated Spencer Yohe for Clerk. There were no other nominations for the position of Clerk. By unanimous vote of members present, Spencer Yohe was elected Clerk for

2 Treasurer: Aaron Solum nominated Wade Welper for Treasurer. There were no other nominations for the position of Treasurer. By unanimous vote of members present, Wade Welper was elected Treasurer for PRESENTATION/ACTION: Craig Popenhagen, CPA from the CliftonLarsonAllen Accounting Firm, reviewed HVED Financial Statements and an Executive Audit Summary for the SFY 16 period ending June 30, It was moved by Spencer Yohe, and seconded by Philip Rosendale, and carried unanimously to accept the Financial Statements and Executive Audit Summary as presented. HVED UPDATES/ACTION Don Scheckel, Assistant Director: The WIN program has added a student to their MS/HS program. They now have six students in the MS/HS program. An additional student is being considered. The elementary program has four students. The SPECTRUM program also has four students. The Assistant Directors and Coordinators are working with the districts to review the file review finding and work to make the necessary corrections. The restrictive procedures policies for all of the districts are being finalized. MDE is planning on visiting the southern districts in April. We will be beginning the work load analysis for all of the districts in the coming weeks. B-3 is currently serving 55 children with 14 evaluations Amy York, Assistant Director: SAIL currently has 17 students. We have hired a new paraprofessional to help meet the needs of the additional students in SAIL as well as support the students in RVA with IEPs. Darrin Hegland continues to serve the RVA students on IEPs as well as the SAIL high school students. RVA has 12 students enrolled. We are sad that the Spring Grove satellite site didn t go through. There were not enough students to make it fiscally feasible. Wabasha-Kellogg has a satellite for credit recovery after school. There are about 10 students there. In the districts, the file review process is done. Corrections will be worked on over the next two months. Overall the files were good. Workload analysis is beginning in February and will continue through the month of February. This helps district teams to make staffing decisions. It should be considered as only one piece of the decision process. Letty Hornberg, Business Manager: Letty adjusted the district billing to the current Board revised budget. She is finalizing tuition billing reports and state aid for fiscal year She is also working on the Tuition billing reports and state aid. Mark Stone, IT Systems Coordinator: The server room has been organized and secured. Mark also gave an update on E-rates. Sarah Huerta, Human Resources Manager: In December, the Human Resources Manager surveyed all 82 Hiawatha Valley Education District employees to gage their level of satisfaction on the job and within the organization. The survey results indicated that 61 of the 82 employees participated in the survey resulting in 74% participate rate. The questions were grouped into four categories: supervisor, team and administration, position, and insurance/benefit satisfaction. Of the questions, 40% of majority answers resulted in Excellent/Almost Always rating, 55% of majority answers resulted in Good/Usually, 5% of majority answers resulted in Fair/Sometimes, and 0% of majority votes were Poor/Never. 2

3 Personnel Committee Rita Young, Chair: Reported by Rita Young - The committee discussed Deb Marcotte s performance evaluation, an administrative assistant for the school psychologists, current HVED employment openings, and reviewed the results of the employee satisfaction survey. The next meeting is February 22, 2017, 5:30 p.m. Technology Committee Mary Feathergill, Chair: No report. The next meeting is March 16, 2017, 7:00 p.m. Insurance Committee Rita Young, Chair: Reported by Rita Young The committee discussed if there are other insurance products on the market that may be a better fit for our organization, discussing employee education on insurance, and surveying employees on what their needs are. The next meeting is April 20, 2017, 5:30 p.m. Finance Committee Wade Welper, Chair: No report. The next meeting is February 14, 2017, 4:00 p.m. Building & Grounds Committee Aaron Solum, Chair: No Report. The next meeting is March 16, 2017, 5:30 p.m. HVED Special Education Advisory Council Valarie Howe, Chair: The Advisory Council hopes to have a brochure ready to hand out at parent-teacher conferences. The next meeting is February 6, 2017, 5:30 p.m. Curriculum/Program Development/Policy Review Committee Philip Rosendale, Chair: No Report. The next meeting is February 16, 2017, 5:30 p.m. Teacher Development and Evaluation Committee - Philip Rosendale, Board Presentative: Reported by Philip Rosendale - The committee has continued work on the teacher evaluation. The next meeting is February 7, Continuing Education Committee Philip Rosendale, Board Representative: No Report. The next meetings are February 15, 2017, 3:30 p.m.; April 19, 2017, 3:30 p.m.) Policy Use of Electronic Signatures was presented for a first reading. The policy will be presented to the Board on February 22, 2017 for adoption. CONSENT AGENDA December 21, 2016 meeting minutes January 25, 2017 agenda Authorization of payment of accounts payable Payroll transfers Wire transfers It was moved by Ron Pagel, seconded by Philip Rosendale, and carried unanimously to approve the consent agenda. ORGANIZATIONAL BUSINESS 3

4 A. The Board set meeting dates and times for the fourth Wednesday of each month, meeting at Hiawatha Valley Education District, with the following exceptions: The October Board meeting will be held on Tuesday, October 24, 2017 so as not to conflict with the Minnesota MASE Conference held from October 25-27, The November Board meeting will be held on Tuesday, November 21, 2017 so as not to conflict with the Thanksgiving holiday. The December Board meeting will be held on Tuesday, December 19, 2017 so as not to conflict with the Christmas holiday. It was moved by Philip Rosendale, seconded by Wade Welper, and carried unanimously to approve the Board meeting dates and times for 2017 as listed above. B. Review and Update Agreement and Bylaws. The Board recommended the Curriculum/Program Development/Policy Review Committee bring updates to February Board meeting. It was moved by Rita Young, seconded by Aaron Solum, and carried unanimously to bring the Agreement and Bylaw updates to the February Board meeting. C. Appointments to Committees: Board Members were appointed to the committees listed below for the 2017 calendar year as follows: BUILDING & GROUNDS Aaron Solum (Chair) Jenny Koverman Peter Snyder Aaron Solum Leslie Johns* Mark Stone* TECHNOLOGY CURRICULUM/ PROGRAM DEVELOPMENT/POLI CY REVIEW Philip Rosendale (Chair) Chris Loppnow Valarie Howe Amy York* Dawn Kullot* Don Scheckel* HVED SPECIAL EDUCATION ADVISORY COUNCIL FINANCE PERSONNEL INSURANCE Wade Welper (Chair) Philip Rosendale Ron Pagel Krin Abraham Mike Carolan Matt Schultz Letty Hornberg* TDE COMMITTEE Rita Young (Chair) Scott Backer Philip Rosendale Ron Pagel Dave Ruen Sarah Huerta* CEU COMMITTEE Rita Young (Chair) David Ruen Karen Polyard Sarah Huerta Camie Black Mary Feathergill (Chair) Peter Snyder Wade Welper Mark Stone* Valarie Howe (Chair) Jenny Koverman Dawn Kullot, Facilitator Deb Marcotte Amy York Philip Rosendale, Board Rep Philip Rosendale, Board Rep It was moved by Ron Pagel, seconded by Aaron Solum, and carried unanimously to accept the appointments to Board Committees for 2017 as listed above. 4

5 E. The Board approved the Per Diem and Mileage for Education District Board Members for the 2017 school year at $ per regular and/or special meeting (1-5 hours), $150 per regular and/or special meeting in excess of 6 hours per day, and the IRS rate for mileage reimbursement from district office to district office. F. The Board approved designating the Law Firm Ratwik, Roszak & Maloney, P.A. to handle legal affairs. G. The Board granted authority to the Executive Director and/or Business Manager to make investments with Education District funds, with corroboration by the HVED Board Chair, Clerk and Treasurer. Past practice has indicated that making investments is primarily a transfer of revenue to MSDLAF+. H. The Board approved authorization to Merchant s Bank (savings account) and Minnesota School District Liquid Asset Fund Plus (for investment and primary checking account) as its official depositories. I. The Board authorized the HVED Executive Director to sign all HVED contracts, leases, or other agreements into which the managing Board has entered. J. The Board authorized the use of facsimile signatures for payroll and finance. K. The Board approved the Winona Post and Shopper to be designated as the official newspaper for the Education District. L. The Board approved the bonding for the positions of the Business Manager, Board Treasurer, Executive Director, Payroll & Benefits Coordinator, and the Office & Program Assistant and/or others in the range of ($5,000 - $500,000) at a cost to be determined after discussion with the provider. It was moved by Ron Pagel, seconded by Spencer Yohe, and carried unanimously to approve Organizational Business Items E through L. M. The Board approved the HVED Learning Year Program Agreements to Reimburse for Student Membership received to date. It was moved by Philip Rosendale, seconded by Rita Young, and carried unanimously to accept the Learning Year Program Agreements received to date. N. The Board approved the HVED Learning Program Agreements to Purchase Education Services received to date. (Dover-Eyota) It was moved by Aaron Solum, seconded by Scott Backer, and carried unanimously to accept the Learning Year Program Agreements received to date. O. The Board adopted a resolution proposing placement of staff on unrequested leave of absence or nonrenewal of teaching contract in the event there is a need to place teachers on ULA pursuant to M.S. 122A.40 for the school year. 5

6 It was moved by Ron Pagel, seconded by Wade Welper, and a roll call vote was taken. The following Board members voted in favor of the resolution: Spencer Yohe, Scott Baker, Ron Pagel, Wade Welper, David Ruen, Jenny Koverman, Rita Young, Valarie Howe, Aaron Solum, and Phillip Rosendale. No Board members voted against the resolution. The following Board members were absent and did not vote: Josh Norlien, Chris Loppnow, and Peter Snyder. PERSONNEL ITEMS A. The Board approved employment of Raini Staudacher-Jacobs, Special Education Paraprofessional for the SAIL Program. Ms. Staudacher-Jacobs will be employed 8 hours per day, 185 days per year at an hourly rate of $17.53, effective date January 11, It was moved by Ron Pagel, seconded by Philip Rosendale, and carried unanimously to approve employment of Raini Staudacher-Jacobs. B. The Board approved employment of Noah Priebe, Special Education Paraprofessional for the WIN Program. Mr. Priebe will be employed 8 hours per day, 185 days per year at an hourly rate of $17.53, effective date January 12, It was moved by Ron Pagel, seconded by Philip Rosendale, and carried unanimously to approve employment of Noah Priebe. C. The Board approved an increase in hours for Bradley Budnick, Computer Support Technician, to support the I.T. Department and End Users. Mr. Budnick s hours will increase from 20 hours per week up to 40 hours per week effective January 9, It was moved by Rita Young, seconded by Philip Rosendale, and carried unanimously to approve an increase in hours for Bradley Budnick. D. The Board approved a child care leave for Megan Kuhn, Emotional Behavior Disorder (EBD) Teacher for the SAIL Program. The leave will begin on or about August 1, 2017 and end January 1, It was moved by Spencer Yohe, seconded by Ron Pagel, and carried unanimously to approve a child care leave for Megan Kuhn. E. The Board approved a child care leave for Leslie Rolph, Certified Occupational Therapy Assistant (COTA). The leave will begin on or about May 10, 2017 and end on June 7, It was moved by Spencer Yohe, seconded by Ron Pagel, and carried unanimously to approve a child care leave for Leslie Rolph. F. The Board approved a child care leave for Christine Kruse, Early Childhood Special Education (ECSE) Birth-3 Teacher. The leave will begin on or about April 2, 2017 and end June 30, It was moved by Spencer Yohe, seconded by Ron Pagel, and carried unanimously to approve a child care leave for Christine Kruse. 6

7 G. The Board approved a lane application change for Tracy Brunkow, Early Childhood Special Education (ECSE) Birth-3 Teacher, effective February 1, Placement on the salary schedule is Lane MA Step 13. It was moved by Ron Pagel, seconded by Philip Rosendale, and carried unanimously to approve a lane application change for Tracy Brunkow. H. The Board approved a lane application change for Holly Reeve, Early Childhood Special Education (ECSE) Birth-3 Teacher, effective February 1, Placement on the salary schedule is Lane MA Step 13. It was moved by Ron Pagel, seconded by Philip Rosendale, and carried unanimously to approve a lane application change for Holly Reeve. I. The Board approved a lane application change for Wendy Haake, Emotional Behavior Disorder (EBD) Teacher for the SAIL Program, effective February 1, Placement on the salary schedule is Lane MA+15 Step 5. It was moved by Ron Pagel, seconded by Philip Rosendale, and carried unanimously to approve a lane application change for Wendy Haake. J. The Board approved a lane application change for Sarah Danzinger, Emotional Behavior Disorder (EBD) Teacher for the SAIL Program, effective February 1, Placement on the salary schedule is Lane MA Step 13. It was moved by Ron Pagel, seconded by Philip Rosendale, and carried unanimously to approve a lane application change for Sarah Danzinger. K. The Board approved posting and hiring for an additional full-time Special Education Coordinator for the school year. It was moved by Rita Young, seconded by Scott Backer, and carried unanimously to approve posting and hiring for an additional Special Education Coordinator. L. The Board approved posting and hiring for a full-time or part-time Assistant Director of Special Education for the school year. It was moved Philip Rosendale, seconded by Jenny Koverman, and carried unanimously to post and hire for a full-time Assistant Director of Special Education. Wade Welper opposed the posting and hiring of a part-time Assistant Director of Special Education. M. The Board approved posting and hiring for up to two new Dean of Student positions for the HVED program sites for the school year. The Dean of Student positions will be assigned in the Behavior programs. This would allow Assistant Directors to be out serving their districts. There is aide available for five years. 7

8 It was moved by Philip Rosendale, seconded by Aaron Solum, and carried unanimously to post and hire up to two new Dean of Student positions. N. The Board approved employment of Christopher Muhvich, Business Manager Apprentice. Mr. Muhvich will be replacing Letty Hornberg as the Business Manager after Ms. Hornberg s retirement. Mr. Muhvich joins the HVED staff with 2 years of School District Business Accounting experience. Mr. Muhvich will be a fulltime, year round employee, effective date February 16, It was moved by Ron Pagel, seconded by Philip Rosendale, and carried unanimously to post and hire up to two new Dean of Student positions. EXECUTIVE DIRECTOR S COMMENTS Debbra Marcotte shared her monthly highlights with the board. ADJOURNMENT It was moved by Ron Pagel, seconded by Philip Rosendale, and carried unanimously to adjourn the meeting at 8:59 p.m. Respectfully submitted, Spencer Yohe Clerk /lj 8