6:05 p.m. 212 E. Coolbaugh Street Red Oak, Iowa

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1 REGULAR MEETING OF THE GREEN HILLS AEA BOARD OF DIRECTORS AND PUBLIC HEARING OF THE PROPOSED BUDGET AND PUBLIC HEARING ON THE PROPOSED PLANS, SPECIFICATIONS, AND FORM OF CONTRACT AND ESTIMATED TOTAL COST OF THE RENOVATION, IMPROVEMENT, CONTRUCTING, FURNISHING AND EQUIPPING OF AN ADMINISTRATION BUILDING IN CRESTON AND TO IMPROVE THE SITE MINUTES Unofficial Red Oak Regional Office 6:05 p.m. 212 E. Coolbaugh Street Red Oak, Iowa President Karen Thomsen called the meeting to order at 6:05 p.m. Roll call revealed the following persons present and/or absent. Board Members Present: Board Members: Randy Brown, Marland Gammon, KenLee, Jake Jere Ann Powers, Richard Schenck, Raymond Storm, Karen Thomsen (electronically) and Julie Wilken Board Members Absent: Ed Gambs (electronically, joined meeting at 6:10 p.m.) AEA Staff Present: Lane Plugge, Chief Administrator Linda Perdue, Board Secretary Lori Kinyon, Director of Human Resources Emily Nelson, Director of Finance and Board Treasurer David VanHorn, Associate Administrator Guest: Daric O Neal, Alley Poyner Macchietto Architecture, P.C. Due to Board President Karen Thomsen being present remotely (electronically) as she is currently out of state, Vice President Raymond Storm assumed the chair during the remainder of the meeting. Approval of Agenda Mr. Schenck moved approval of the, Board agenda; seconded by Ms. Wilken. The motion carried on a unanimous voice vote. Approval of Minutes Mr. Brown moved approval of the December 18, 2012, regular meeting minutes; seconded by Mr. Lee. The motion carried on a unanimous voice vote. Hearing on Proposed Budget The estimated revenue, expenditures and notice of this hearing have been properly advertised in official county newspapers in each county in which the principal place of business of a school district that is a part of the Green Hills AEA is located. Proofs of publications may be viewed in the office of the board secretary. At 6:08 p.m., a public hearing on the proposed budget was conducted. Ms. Nelson, Director of Finance, presented the proposed Budget. (Mr. Gambs joined the meeting at 6:10 p.m.)

2 Page 2 There was no one present from the public who wished to make a formal statement. The hearing was concluded at 6:19 p.m. Mr. Schenck moved approval of the budget projecting total resources and requirements of $34,451,925. This includes General Fund amount of $33,939,683, Special Education Instruction amount of $112,350 and Juvenile Home Instruction amount of $399,892 for submission to the State Board of Education. The motion was seconded by Mr. Gammon. Roll call vote: Yes: Gambs, Lee, Gammon, Brown, Powers, Wilken, Schenck, Thomsen, Storm The motion carried. Hearing on Proposed Plans, Specifications, and Form of Contract and Estimated Total Cost of the Renovation, Improvement, Constructing, Furnishing and Equipping of an Administration Building in Creston and to Improve the Site This public hearing on the proposed plans, specifications, form of contract and estimated total cost of the renovation, improvement, constructing, furnishing and equipping of an Administration Building in Creston and to improve the site has been properly advertised in the Creston News Advertiser and the Council Bluffs Daily Nonpareil. Proofs of publications may be viewed in the office of the board secretary. Mr. Storm called the hearing to order at 6:20 p.m. Dr. Plugge introduced Daric O Neal, Architect with Alley Poyner Macchietto Architecture, P.C., who presented information regarding the Creston project and addressed questions from the Board. There was no one present from the public who wished to make a formal statement. With no further questions or discussion, Mr. Storm declared the hearing closed at 7:20 p.m. Resolution to Adopt the Plans, Specifications, Form of Contract and Estimated Cost Following the public hearing, the Board considered adoption of the plans, specifications, form of contract and estimated cost for the Creston Regional Office project. Mr. Lee moved to approve the resolution to adopt the plans, specifications, form of contract and estimated cost of the Creston Project. Mr. Schenck seconded the motion. Roll call vote: Yes: Lee, Gammon, Brown, Powers, Wilken, Schenck, Thomsen, Gambs, Storm Board Vice President Raymond Storm declared the resolution duly adopted as follows: RESOLUTION ADOPTING PLANS, SPECIFICATIONS, FORM OF CONTRACT AND ESTIMATED COST WHEREAS, on the 22 nd day of January 2013, plans, specifications, form of contract and estimated cost were filed with the Secretary of the Board of Directors for Green Hills AEA for constructing, furnishing, equipping and improving an administrative center in Creston, Iowa, and improving the site ( Project ); and WHEREAS, notice of hearing on plans, specifications, form of contract, and estimated cost was published as required by law; and WHEREAS, the public hearing on the plans, specifications, form of contract, and estimated cost was held on this day and no written or verbal objections were received.

3 Page 3 NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF GREEN HILLS AEA, STATE OF IOWA: Section 1. That the plans, specifications, form of contract and estimated cost for the Project are hereby approved. The Board commended the building committee for its work on the Creston Project. Approval of Bid Security for the Creston Regional Office Project The administration recommended setting the bid security for the Creston Regional Office Project at 5% of the total bid submitted. Following discussion, Mr. Gammon moved to set the bid security for the Creston Regional Office Project at 5% of the total bid submitted; seconded by Mr. Schenck. Roll call vote: Yes: Gammon, Brown, Powers, Wilken, Schenck, Thomsen, Gambs, Lee, Storm The motion carried. Open Forum There were no comments from the public in attendance. Board Presentation ipad Training Dr. VanHorn provided ipad training for Board members. Financial Reports Ms. Wilken reported that she had reviewed the bills and moved approval/acceptance of the following: a. Approval of the revised Anticipated Cash Flow Chart through February 26, b. Acceptance of the General Fund Financial Report for December 2012, indicating a beginning balance on December 1, 2012, of $3,683,345.14, receipts of $3,875,017.52, disbursements of $3,052,710.58, and an ending balance on December 31, 2012, of $4,505,652.08*. *Note: This balance includes $2,500, of Tornado Recovery CDs, leaving an available balance of $2,005, c. Acceptance of the Fiduciary Fund Financial Report for December 2012, indicating a beginning balance on December 1, 2012, of $13,001.25, receipts of $125.55, disbursements of $360.87, and an ending balance on December 31, 2012, of $12, d. Acceptance of the December 31, 2012, quarterly budget status report reflecting total commitments against the budget of $12,633,538.01, and total revenue received of $11,765, e. Approval for payment of bills in the amount of $222,724.95, expense accounts of $41,649.86, fiduciary fund warrants of $360.87, and operating fund manual warrants of $35, f. Acceptance of the December 31, 2012, Investment Report balance of $4,146, in the General Fund.

4 Page 4 Mr. Lee seconded the motion. Roll call vote: Yes: Brown, Powers, Wilken, Schenck, Thomsen, Gambs, Lee, Gammon, Storm The motion carried. Mr. Lee volunteered to review bills for the February Board meeting. Personnel Matters Lori Kinyon, Director of Human Resources, presented the personnel items for Board consideration. Mr. Gambs moved approval/acceptance of the following personnel items; seconded by Mr. Brown. The motion carried on a unanimous voice vote. Certified Staff Extended Days Maryann Angeroth, Instructional Technology Consultant received $1,200 stipend for Elements: Project Based Approaches Online Course Diane Crouch, Speech-Language Pathologist, four days, November 30, December 7, 14 and 21, 2012 for Assistive Technology, Council Bluffs Per Diem: $ Brooke Dornack, School Psychologist, one day for Teacher Quality Book Study Per Diem: $ Diane Emsick, Speech-Language Pathologist, one day December 14, 2012 for Speech-Language Pathology support in West Region Per Diem: $ Angela Williams, School Psychologist, one day for Teacher Quality Book Study Per Diem: $ The following Certified Staff received one day per diem for attending the Teacher Quality Sheltered Instruction for English Language Learner (ELL) Conference on November 19, 2012: Jennifer Thormodsgaard, Speech-Language Pathologist Per Diem: $ Margaret Woodruff, Early Childhood Specialist Per Diem: $ The following Certified Staff received three days per diem for attending the Teacher Quality English Language Learner (ELL) Academy on September 20, 21 and November 26, 2012: Roy Medina, Speech-Language Pathologist Per Diem: $ Lois Schreur, School Social Worker Per Diem: $ Cindy Burchett received the following stipends: $150 for instruction of Human Relations Independent Study course on January 3, 2013 $150 for instruction of Human Relations Independent Study course on January 4, 2013 $150 for instruction of Human Relations Independent Study course on January 7, 2013 $300 for instruction of Human Relations Independent Study course on January 14, 2013

5 Page 5 Substitute Teachers will be paid an hourly salary $23.50 for the 2012/2013 school year: Nancy Stammer, Substitute Teacher, Quakerdale Manning Classified Staff Vacancy Instructional Materials Assistant II (1 FTE) Halverson Center Approval of Agreements and Grant Award Letter of Agreement Dr. Plugge presented the following items for board approval: a. Iowa West Foundation Grant Award Letter of Agreement The Agency has received the Iowa West Foundation Grant Award Letter of Agreement for the operation of the Summer 2013 Leadership Academies for middle school students. This Letter of Agreement details the conditions and uses of the $70,000, 1:1 matching funds (50% Iowa West and 50% local schools). The Agency will serve as the fiscal agent for the grant. b. Agreement with November Learning, LLC This agreement with November Learning, LLC is for Alan November to present the keynote at the Web Literacy for Educators workshop on July 15, The fee for this service is $6,500 plus related expenses. c. Clinical Placement Affiliation Agreement with the University of South Dakota The University of South Dakota s Communication Sciences and Disorders Department (University) and Green Hills AEA agree to participate jointly in a cooperative clinical education program for University trainees in Speech-Language Pathology, Audiology, or both. This agreement will commence on the signing date and continue for one year and be renewed automatically for successive one year periods unless terminated in writing by either party according to the provisions set forth in the agreement. The students in the program will not be considered employees of the Agency and there will be no fee or remuneration to either party. d. Chrome OS for Enterprise License Agreement This agreement and corresponding order form between Green Hills AEA and Google, Inc., sets forth the terms and conditions under which Green Hills AEA may license and use the nine Chromebooks, software and support services. The license is perpetual term and support is a three year term. The total cost is $2, e. Agreement with Local Government Services, Inc. This agreement with Local Government Services, Inc., a wholly owned subsidiary of the Iowa Association of School Boards, is to provide an actuarial valuation for postemployment benefits, a long-term liability which is required to be on the Agency s balance sheet by the Governmental Accounting Standards Board (GASB) 45. The standard fee for the initial valuation report is $4,800. Mr. Gammon moved to approve the agreements and grant award letter of agreement. The motion was seconded by Ms. Powers and carried on a unanimous voice vote. The agreements and grant award letter of agreement will be signed by the Board Vice President as the Board President is out of state.

6 Page 6 Adopt Existing Reorganization Plans of Green Valley and Loess Hills AEAs and Add Provision to the Suggested Alternate Plans Motion 1: Mr. Brown moved to adopt the last existing reorganization plans of Green Valley and Loess Hills AEAs as the current, interim reorganization plan for Green Hills AEA while a new Green Hills AEA reorganization plan is being finalized; seconded by Ms. Powers. The motion carried on a unanimous voice vote. Motion 2: Ms. Wilken made a motion to add the following provision to the Suggested Alternate Plans section 3-03(c) of the current Green Hills reorganization plan as it relates to the options for Elk Horn-Kimballton CSD: Green Hills AEA recognizes the current whole grade sharing agreement of Elk Horn-Kimballton CSD with the Exira CSD. If Elk Horn-Kimballton chooses to pursue reorganization, Green Hills suggests that it reorganize with the Exira CSD or another contiguous District which will predict satisfactory compliance with the factors addressed in section B2 of the reorganization plan. The motions was seconded by Mr. Gammon and carried on a unanimous voice vote. Montgomery County Memorial Hospital Recognition Montgomery County Memorial Hospital (MCMH) has consistently provided meeting space for GHAEA at no charge. Administration recommends taking formal action to recognize MCMH for contributions on behalf of GHAEA. Mr. Brown made a motion to recognize MCMH for its contributions on behalf of GHAEA. The motion was seconded by Mr. Schenck and carried on a unanimous voice vote. Administrative Reports a. Administrative Reports Chief Administrator Plugge reported that Green Hills AEA currently leases the Atlantic regional office space from Iowa Western Community College (IWCC). This lease is due to expire June 30, IWCC has asked if GHAEA would vacate by June 30, With the success of IWCC s recent bond election, IWCC is in need of the additional space. Dr. Plugge provided an update on the Governor s budget and its impact on the AEAs. Dr. Plugge also reported that three AEA Chief Administrators, along with Brent Siegrist, AEA Executive Director, met with Governor Branstad, the Lt. Governor, and Linda Fandel earlier this month to present the AEA/DE New Compact. Dr. Plugge reminded the Board that there will be a special Board meeting on February 12 at 12 noon to award a construction agreement based on the February 7 bid-opening. b. Board Reports No Board reports were provided. Time and Place of Next Meeting A special Board meeting of the Board of Directors of the Green Hills AEA will be held at 12:00 p.m., on February 12, 2013, at Halverson Center for Education in Council Bluffs, to award a construction contract based on bids that will be received on February 7, 2013 for the Green Hills AEA Creston Regional Office Project. Due to the brief agenda and distance for Board members to travel, Board members may participate electronically. The next regular meeting of the Board of Directors of the Green Hills AEA will be held on February 26, 2013, at the Red Oak Regional Office, 212 E. Coolbaugh Street, in Red Oak.

7 Page 7 Adjournment Dr. Plugge announced that following adjournment the Board will meet as provided in Iowa Code Section 20.17(3) for a collective bargaining strategy session. With no further business, Mr. Storm declared the meeting adjourned at 8:25 p.m. Linda Perdue Board Secretary Raymond Storm Board Vice President