USD 489 BOARD OF EDUCATION BOARD MEETING WEDNESDAY, JULY 5, :30 p.m. TOEPFER BOARD ROOM AGENDA

USD 489 BOARD OF EDUCATION BOARD MEETING WEDNESDAY, JULY 5, 2017 6:30 p.m. TOEPFER BOARD ROOM AGENDA MOTION TO APPOINT A DELEGATE OF THE BOARD TO RUN THE MEETING UNTIL THE BOARD PRESIDENT IS ELECTED 1. APPROVAL OF AGENDA The agenda will be approved or amended by the board. 2. REORGANIZATION OF THE BOARD OF EDUCATION The board will elect a Board President, Board Vice-President, Board Clerk, Deputy Board Clerk, and Board Treasurer for the 2017-2018 school year. BOARD PRESIDENT BOARD VICE PRESIDENT BOARD CLERK/KEEPER OF THE RECORDS Consider the appointment of Sarah Wasinger as BOE Clerk and Keeper of the Records for 2017-2018 and Renae Booth as Deputy Clerk per K.S.A. 72-8202c. BOARD TREASURER Consider the appointment of Nicole Cory as BOE Treasurer for 2017-2018 per K.S.A. 72-8202d. 3. AUDIENCE PARTICIPATION The board will hear comments from the public. 4. REPORT OF COMMITTEES The board will hear reports from committees. 5. COMMUNICATIONS FROM OTHER ORGANIZATIONS The board will review communications from other organizations, including minutes and agendas. 6. REPORT OF SUPERINTENDENT Superintendent John Thissen provide the board with a report of district events, activities, occurrences and news. 7. CONSENT AGENDA Approval of Consent Agenda (Items to be approved by the board in one motion, unless an item is removed). A. BOARD MEETING MINUTES JUNE 26, 2017 B. PERSONNEL TRANSACTIONS C. APPROVAL OF BILLS IN THE AMOUNT OF $38,300.00 D. HOMELESS CHILDREN COORDINATOR

Consider the appointment of Sarah Wasinger as Homeless Children Coordinator for 2017-2018. E. COMPLIANCE COORDINATOR FOR FEDERAL ANTI-DISCRIMINATION LAWS INCLUDING TITLE VI, TITLE VII, TITLE IX AND SECTION 504 (ADA) Consider the appointment John Thissen as Compliance Coordinator for Federal Anti-Discrimination Laws for 2017-2018. F. PUBLIC INFORMATION OFFICER Consider the appointment of Sarah Wasinger as the district Public Information Officer for 2017-2018. G. KPERS AUTHORIZED REPRESENTATIVE AND ADDITIONAL SIGNER Consider the appointment of Faith Lochman as KPERS authorized representative for 2017-2018 and Tracy Kaiser, Amy Beckman, and Rebakah Marshall as additional signers. H. BUILDING PRINCIPALS TO ENFORCE COMPULSORY SCHOOL ATTENDANCE Consider the appointment of the building principals as designated employees to enforce the Compulsory School Attendance Law for 2017-2018 per K.S.A. 72-1113. I. TITLE 1 REPRESENTATIVE Consider the appointment of Shanna Dinkel as Title 1 Representative for 2017-2018. J. FEDERAL NUTRITION SERVICES REPRESENTATIVE Consider the appointment of Jessica Younker as Federal Nutrition Services Representative for 2017-2018 and John Thissen as hearing officer for free and reduced meal application appeals. K. OFFICIAL DISTRICT NEWSPAPER FOR PUBLICATION OF SCHOOL NOTICES Consider the designation of the Hays Daily News as the official newspaper for publication of school notices for 2017-2018 per K.S.A. 64-101. L. 1,116 HOUR SCHOOL CALENDAR FOR 2017-2018 Consider the adoption of the 1,116 school calendar for 2017-2018 per K.S.A. 72-1106. M. ANNUAL WAIVER OF REQUIREMENTS FOR GENERALLY ACCEPTED ACCOUNTING PRINCIPLES FOR 2017-2018 Consider the adoption of Resolution GAAP18 to waive the requirements for generally accepted accounting principles for 2017-2018 per K.S.A. 75-1120a. N. GUIDELINES FOR ACTIVITY FUNDS FOR 2017-2018 Consider the adoption of Resolution 18AF authorizing activity funds at HHS, HMS, Roosevelt, Wilson, Lincoln, and O Loughlin and designating principals as responsible for administration of these activity funds in their buildings per K.S.A. 72-8208a. O. RESOLUTION ESTABLISHING PETTY CASH LIMITS Consider the adoption of Resolution Establishing Petty Cash Limits for 2017-2018 K.S.A. 72-8208. P. RESOLUTION TO ALLOW FOR DESTRUCTION OF RECORDS Consider the adoption of Resolution-Destruction of Records FY18 to destroy old records per K.S.A. 72-5369. Q. OFFICIAL DEPOSITORIES FOR SCHOOL DISTRICT FUNDS Consider the adoption of the following official depositories for school district funds for 2017-2018 per K.S.A. 9-1401: Emprise Bank Commerce Bank Equity Bank 2

Astra Bank Golden Belt Bank Bank of Hays Sunflower Bank MIP-KS State Treasurer The First Kansas Bank S. DISCUSSION ON BOARD ATTORNEY The administration recommends the appointment of Bill Jeter as the Board Attorney for 2017-2018. T. SETTING THE ANNUAL RECORDS FEE The administration recommends that the board make a motion to approve the annual records fee of $0.25 per page and that the request form, as presented, be adopted for use by USD 489 in fulfilling records requests as per policy CN Annual Records Fee. U. FREEDOM OF INFORMATION OFFICER Consider the appointment of Sarah Wasinger as the Freedom of Information Officer. V. SIGNATURE CARD APPROVAL The administration recommends the board approve the President and Vice President to sign the Commerce Bank signature card approval form. 8. NEW BUSINESS A. BOARD OF EDUCATION MEETING DATES FOR 2017-2018 Consider Resolution specifying Board of Education meeting dates, location and times per K.S.A. 72-8205. (The board will verify the dates, times, and locations that were previously approved at the Board of Education meeting held on May 26, 2017.) B. SETTING THE REIMBURSEMENT RATE FOR MILEAGE Per policy GAN, mileage reimbursement will be set at the Kansas State mileage reimbursement rate. C. BOARD PRESIDENT APPOINTMENTS Hays Recreation Commission Board ESEA Title I Rep Connections Policy Council Technology Committee o Principals o Teachers o Community o Technology Coordinator o Instructional Technology Specialist Foundation Board D. Fees for the 2017-2018 School Year The administration will present the recommended fees for the 2017-2018 school year to the board. 3

E. Memorandum of Understanding for Ellis County Schools The shall vote on the adoption of the Memorandum of Understanding for Ellis County Schools. F. Board Member Vacancy The board shall vote to adopt a motion to authorize the USD 489 Board of Education to fill the vacant seat of Sarah Rankin, effective July 5, 2017. 9. DISCUSSION BY BOARD MEMBERS AND AGENDA REQUESTS 10. EXECUTIVE SESSION 11. ADJOURNMENT 4

USD 489 AGENDA ITEM COVER SHEET TOPIC: Reorganization of the Board of Education election of President and Vice-President and appointment of the Board Clerk, Deputy Board Clerk, and Board Treasurer for 2017-2018 school year. ACTION REQUESTED: The administration recommends that the board make a motion to elect a Board President and Vice-President and appoint Sarah Wasinger as Clerk of the Board, Renae Booth as Deputy Clerk, and Nicole Cory as Treasurer for 2017-2018 school year. NARRATIVE: At the first meeting of the Board of Education in July of each year, the board shall elect a President and Vice-President, both of whom shall be members of the board. The President and Vice-President shall each serve for a term of one (1) year and until his successor is elected and qualified. The board will also appoint a Board Clerk, Deputy Clerk, and Board Treasurer at the first meeting in July each year. LEGAL CONSIDERATION: 72-8202a: Boards of Education; President and Vice-President; election; terms of office; duties. (a) At the first meeting of the Board of Education in July of each year, the board shall elect a President and Vice-President, both of whom shall be members of the board. The

President and Vice-President shall each serve for a term of one (1) year and until his successor is elected and qualified. (b) The President shall preside at meetings of the board and perform such other duties as are provided by law. (c) In the absence or inability to act of the President, the Vice-President shall perform the duties of the President. In the absence or inability to act of both the President and Vice-President, the remaining members shall select a member to act in the capacity of President. 72-8202c: Clerk; appointment and duties. (a) The Board of Education of each school district shall appoint a clerk, who shall serve at the pleasure of the board. The clerk shall receive compensation fixed by the board. The clerk shall not be a member of the board and shall not be the same person as the superintendent of schools or the treasurer. (b) The clerk shall keep an accurate journal of the proceedings of the Board of Education. The clerk shall have the care and custody of the records, books and documents of the board. The clerk shall prepare and submit to or for the board all reports required of him by the board and by law. K.S.A. 72-8202d: Treasurer; appointment and duties; surety bond required. (a) The Board of Education of each school district shall appoint a treasurer, who shall serve at the pleasure of the board. The treasurer shall receive compensation fixed by the board. The treasurer shall not be a member of the board and shall not be the same person as the superintendent of schools or the clerk. Before entering upon the discharge of his duties, the treasurer shall furnish a corporate surety bond in an amount fixed by the board. Such bond shall be subject to approval by the board and shall be paid for by it. (b) The treasurer shall deposit all moneys of the school district in accordance with the provisions of chapter 9, article 14, of Kansas Statutes Annotated. Each month the treasurer shall prepare a written

report of the finances of the school district, and shall prepare such other reports as are required by the board or by law. FINANCIAL CONSIDERATION: OPTIONS: PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Delegate of the board ADMINISTRATION RECOMMENDATION: The administration recommends the appointment of Sarah Wasinger as board clerk, Renae Booth as deputy board clerk, and Nicole Cory as board treasurer for the 2017-2018 school year. COMMITTEE RECOMMENDATION(S): ATTACHMENTS: None

HAYS UNIFIED SCHOOL DISTRICT NO. 489 BOARD OF EDUCATION BOARD MEETING TOEPFER BOARD ROOM June 26, 2017 1.0 CALL TO ORDER A board meeting for the Board of Education of Unified School District No. 489 was held Monday, June 26, 2017, in the Toepfer Board Room. The meeting was called to order by President Lance Bickle at 6:30 pm. Board members in attendance were: Lance Bickle, President, Sarah Rankin, Vice President, Danielle Lang, Josh Waddell, Luke Oborny, and Dr. Paul Adams. Mandy Fox arrived at 6:31 pm. Others present were: John Thissen, Superintendent, Shanna Dinkel, Assistant Superintendent, Dr. Raj Sharma, Director of Special Education, Tracy Kaiser, Executive Director of Finance and Support Services, Bill Jeter, Board Attorney, Sarah Wasinger, Board Clerk; and district patrons. The following items were discussed: 2.0 APPROVAL OF THE AGENDA Waddell motioned to approve the agenda as presented. Rankin seconded. Bickle called for the vote. The motion carried with s ayes and six ayes and zero nays. 3.0 AUDIENCE PARTICIPATION None 4.0 COMMUNICATIONS FROM OTHER ORGANIZATIONS Hays High School Site Council Report Hays Middle School Site Council Report Lincoln Elementary School Site Council Report O Loughlin Elementary School Site Council Report Roosevelt Elementary School Site Council Report Wilson Elementary School Site Council Report HRC June 2017 Board Meeting Agenda and Minutes Adams said several common themes existed in the site council reports. Adams thanked the site council members for their efforts and participation. Thissen said site council reports will be presented beginning in December or January during the upcoming school year and continue to be presented throughout the spring semester.

Adams motioned to approve the site council reports for the elementary, middle, and high schools. Waddell seconded. Bickle called for the vote. The motion carried with seven ayes and zero nays. 5.0 REPORT OF THE SUPERINTENDENT Thissen reported on the following items: Twenty technology training sessions have occurred over the summer. Seventeen individuals have trained on the reading and writing workshops. Thirty-eight staff will participate in PBIS training in Hutchinson on June 27 th and June 28 th. 6.0 CONSENT: A. Board Meeting Minutes June 12, 2017 B. Personnel Transactions C. Approve Bills in the Amount of $525,622.33 D. Clerk s Report, Investment Report, and Unencumbered Cash Balance Report E. Approve the Federal Head Start Grant SF-424 F. Early Childhood Connections Director s Report June 2017 G. Early Childhood Connections Policy Council Meeting Minutes May 15, 2017 7.0 NEW BUSINESS Oborny motioned to approve the consent agenda as presented. Lang seconded. Bickle called for the vote. The motion carried with seven ayes and zero nays. A. Vision Team Bond Issue Recommendation Mike Morley, Mike Walker, and Krista Brooks presented the Vision Team s recommendation to the board for district facility improvements. Morley represented the Fund Our Future First campaign during 2016 and also has children that attend the district. Morley discussed the process for defining the scope of the district. Morley said surveys and one-on-one conversations occurred following the failed bond issue. Morley stated trust and scope of the bond were the two largest factors causing for the failed bond issue. Morley said community members identified that they did not feel part of the process, as well as having disagreed with the funding of the bond issue through sales tax. Morley said the new leadership in Superintendent Thissen, coupled with the hiring of DLR Group as the district s architect, and Nabholz Construction, in conjunction with Paul Wertenberger Construction, were hired to help facilitate the planning process for a bond issue. Morley said three committees were then formed to help define the scope of the bond. Morley said over the course of eight meetings, the vision team continued redefine the plan. Morley said the amount indicated via the community survey to support a property tax increase for a bond issue was between $10.00 and $20.00 per month on a $150,000 home. Morley said meetings were

held with USD 489 teachers, TMP-Marian and Holy Family, as well as city and county leaders. Morley said a $78,500,000 bond is what the vision team recommends to the board. Morley said $16.43 would be the monthly financial impact for a homeowner with a $150,000 home. Morley said having the election on the November 7 th ballot would allow greater voter participation. Walker represents the vision team as a parent and vested community member. Walker said each team met to share their thoughts on potential projects. Walker said the three committee s ideas aligned well with one another. Information was gathered to identify if a bond issue was needed. Education experts, similar employers, demographers, enrollment experts, financial experts, and building experts were all consulted when identifying the needs of the district. Walker said each building was rated in efficiencies in a variety of areas. Walker said consideration was given to the cost of construction to right-size classrooms versus new construction. Walker said going from a four-school model to a three-school model with four sections in each grade would provide greater time spent in schools with nurses, counselors, and specials teachers. Walker said the committee recommends building a new school for Wilson due to the renovation cost being 73% the price tag to build a new building. Wilson would be built adjacent to its current location. Walker said every school would have safe and secure entrances to be constructed at each school, as well as storm shelters being added to all the schools that do not have one. Walker said Roosevelt would have a gymnasium added to allow for the cafeteria and auditorium to operate out of one space, which would alleviate scheduling conflicts for physical education. The second new elementary school s location has not been determined. The cost for possible land acquisition has been included in the new construction cost for that building. Hays Middle School would have a physical education gymnasium added, as well as have additional space added into the cafeteria to address over-crowding. Hays High School would have a new auditorium built, have classrooms right-sized, and have the CTE classes renovated in the current plan. Rockwell would not be updated. O Loughlin would house the Early Childhood Connections for Hays and Munjor, as well as Westside Alternative School, and the Learning Center.

Walker said constituents in USD 489 currently have the lowest mill levy in comparison to similar sized districts. Brooks said she is a parent, teacher, and long-time community member. Brooks said the bond issue is balanced and focused on students. Brooks said every student would have safe and secure entrances. Brooks said every space in each school will somehow be used for education space. Brooks said the footprint of educational practices and technology have changed greatly over the past twenty years. Brooks said the current space of classrooms are inadequate. Brooks said right-sizing allows for learning to happen in a variety of styles. Brooks said larger classrooms does not mean larger class sizes. Teacher led small group instruction, collaboration space, and other methods of instruction could happen concurrently if classrooms are right-sized. Brooks said the middle school will benefit with the new cafeteria due to expected enrollment increases. Brooks said upgraded spaces for programs that were not addressed in the previous bond issue are accounted for in this scope. Brooks said high school students will have greater opportunities in theater, career-technology education, and in core classes. Brooks said teaching practices and expectations have increased over the past several years as the demand from universities and employers to have better trained students and employees rises. Brooks said when the Vision Team first started, $125,000,000 worth of needs were identified. Brooks said the group focused on developing a plan that fell within the amount of property taxes the community said it was willing to support. Brooks said local businesses will benefit from the bond as strong school systems attract a strong work force. Brooks said the investment in infrastructure makes Hays a more attractive destination for businesses and employees, which would help the City of Hays. Waddell thanked the committee members for their time and energy in creating the scope of the bond issue. Waddell said he wants to look at the information to provide time to gather questions. Adams thanked the committee for looking at all possible avenues, including not having a bond issue, as well as being able to distinguish between needs and wants. Adams said the previous bond was large before. Adams asked what key items left the slate from the $125,000,000 to $78,500,000. Morley said the approach was radically different this time around. Morley said the philosophy to keep neighborhood schools in-tact during the last bond issue drove the planning process. Morley said renovating can be more expensive than tearing down and building from scratch. Morley said there was a closer look at needs versus wants. Morley said the fifth issue from the previous surveys was gyms. Morley said the Hays High School gym is not a part of this bond issue proposal. $2,500,000 would have been

the cost for the gym. Morley said that was a difficult decision for the committee to make. Brooks said two new elementary schools is more financially responsible than spending a significant amount of money on renovations. Adams said he wants to understand the basis of needs versus wants in the plan. Adams said repurposing O Loughlin s current community would be allowed to continue at one of the new elementary schools. Morley said that would be a decision the board would need to address and decide. Dustin Avey from Piper Jaffray presented preliminary financial information to the board regarding the bond proposal for $78,500,000. Avey said the proposal is a result of the discussions that took place amongst the vision team. Avey said interest rate levels are currently very favorable. Avey said the estimated valuation for 2017 is higher than 2016. Avey said the mill levy a decade ago was 53 mills. The current mill levy is 43. Avey said some extra capital outlay dollars could be freed up due to projects that fall under the bond issue. Avey said some districts fund a portion of the projects by committing a portion of the capital outlay mills into the bond issue. Avey said this financial proposal commits USD 489 implement a capital outlay mill levy reduction from 8 mills to 6 mills to offset the bond issue levy. Avey said the recommendation for the funding stream would be a thirty year financing term. Adams asked how the two mills were calculated and what projects would be shifted in those costs. Avey said several lease payments are falling off in the next two to three years. Adams said if it was fair to say that the lease payments the district currently has would be the equivalent of the two mills. Rankin said she wants to be sure that the HVAC needs are being covered since the cost of new systems is so significant. Oborny said he wants to be sure the district has enough money to pay for unforeseen repairs that may happen down the road. Rankin asked if a list of projects that are being done in the bond could be created that would normally be paid for out of capital outlay. Avey said he would prepare a list of costs and projects for the board. Rankin thanked committee members for their work on the project. Thissen thanked Avey for his creative financial planning. Rankin said every Hays citizen paying state taxes pays for a percentage of other school districts bond and interest payments. B. Hays High School Concrete Bid Thissen presented the Hays High School concrete bid results to the board. Thissen said the Victory Road project was budgeted for in 2016. Marty Straub, Hays High

8.0 OLD BUSINESS School Principal, said the area of the parking lot that has the most cracks and potential for causing an accident will be replaced. A. Hays Schools Crisis Management Plan Thissen said the district will work with what plan is adopted tonight. Thissen said the board would need to vote to adopt the Hays Schools Crisis Management Plan. Adams motioned to adopt the Hays Schools Crisis Management Plan as a living document. Waddell seconded. Bickle called for the vote. The motion carried with seven ayes and zero nays. B. 2017-2018 School Handbook Revisions Elementary Schools Handbook Hays Middle School Handbook Hays High School Handbook Thissen said the district responded to many questions regarding the policy changes over the past several weeks. Rankin motioned to approve the elementary, Hays Middle School, and Hays High School handbooks. Lang seconded. Bickle asked what the cost of locks was for Hays Middle School. Thissen said he would have to get that cost to the board. Bickle asked how items were kept safe last year. Thissen said ipads were stored in the perimeters of the rooms before. Thissen said the locks will keep the ipads safer. Thissen also said the phones are a distraction for students due to the use of social media during school. Bickle asked if having a cell phone hanging mat had been considered. Thissen said adding locks for lockers has been discussed for the past several years. Thissen said other options for protecting devices have been tried in some classrooms. Dinkel said it is just as much an issue to keep items secure so students cannot access other students valuables. Bickle said he has received questions about students not using their lockers and the need for the purchase. Fox said she has received questions as to a difference in policy between the middle school and high school. Rankin said the cell phone issue has caused a great disruption in the middle school classrooms that her two students attend. Bickle called for the vote. The motion carried with seven ayes and zero nays. C. Board of Education Retreat

Thissen said the board would need to vote on the approval of the Board of Education retreat date. Waddell motioned to approve July 17, 2017 from 6:00 pm to 9:00 pm as the retreat date for the Board of Education. The Board of Education will meet at the Toepfer Board Room located at 323 West 12 th Street. Oborny seconded. Bickle called for the vote. The motion carried with seven ayes and zero nays. D. Financial Report and Contingency Reserve Fund Kaiser updated the board regarding the current financial state of the district. Kaiser said the district administration will attend a budget training in Oakley in July. Kaiser said the new law will fund all-day kindergarten. Kaiser said the kindergarten fee will be eliminated for the 2017-2018 school year. Kaiser said $227,000 more was received in capital outlay from the final payment to the district. Kaiser recommended that the board motion to approve the transfer of $330,000 from the General Fund into the Contingency Reserve Fund. Kaiser said the auditor has recommended that the district build up enough contingency funding to pay for two months of salaries. Kaiser said approximately $4,200,000 would be needed to cover that expense. Waddell motioned to transfer $330,000 from the General Fund into the Contingency Reserve Fund. Fox seconded. Bickle called for the vote. The motion carried with seven ayes and zero nays. E. Board Goals Update Thissen provided the board with an update on the district s progress with the board goals. Thissen said the board would discuss board goals on Monday, July 17 th. Thissen said some staffing positions have been added in K-5 to address increasing enrollment. Thissen said the LED lighting project has continued over the summer. Thissen said by the end of the summer, almost all the lighting at the high school should be LED. Thissen said bond issue planning and training for certified staff have also occurred in the past several months. Thissen said district administrators attended a Human Resources training session with KSDE. Thissen said it is exciting to see that the district is on track with the board goals. Thissen said the board goals and accreditation process will be aligning over the next several years. Thissen said the accreditation process will allow the district to identify what items need addressed by the district. Thissen said he thinks the board did a great job this past year. Adams thanked Thissen for his leadership in guiding the district through achieving the board goals. Oborny said it is nice to see the board goals posted in case parents and staff have questions for what the board is striving to achieve. Bickle said he thought narrowing down the board goals to five was a good choice. 10.0 DISCUSSION TOPICS

Waddell asked if Avey would attend the next board meeting, as well as members of the vision team to ask questions. Thissen said he would arrange members to be at the July 24 th meeting. Thissen said he met with Ellis county schools and officials for the Memorandum of Understanding for working with juvenile students, police, and court systems. Thissen said the members involved used the template provided by the state. Thissen said the districts will have the form submitted by the deadline this month. Adams asked if negotiations could be picked up again. Thissen said another meeting will be arranged this week. 11.0 EXECUTIVE SESSION 12.0 ADJOURNMENT Bickle adjourned the meeting 8:02 pm. Minutes Approved at the July 5, 2017 BOE meeting:

July 5th Bills Summary Total from Checks Printed Total Automatic Bank Drafts Total of Checks to be Printed Grand Total of Bills $ 0.00 $ 36,800.00 $1,500.00 $38,300.00

TOPIC: Homeless Children Coordinator USD 489 AGENDA ITEM COVER SHEET ACTION REQUESTED: The administration recommends that the board make a motion to appoint Sarah Wasinger as Homeless Children Coordinator for 2017-2018. NARRATIVE: KSDE recommends that districts appoint a Homeless Children Coordinator. The roll of the Coordinator is to evaluate, on a case-bycase basis, whether or not children fit federal criteria and are eligible for Federal free lunch as well as other district services. LEGAL CONSIDERATION: Title I compliance and KSDE Recommendation FINANCIAL CONSIDERATION: OPTIONS: The board has the following options: Option 1: Motion to approve Sarah Wasinger as Homeless Children Coordinator. Option 2: Motion to direct administration to seek other options.

PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration ADMINISTRATION RECOMMENDATION: Administration recommends the appointment of Sarah Wasinger as Homeless Children Coordinator for the 2017-18 school year. COMMITTEE RECOMMENDATION(S): ATTACHMENTS: None

USD 489 AGENDA ITEM COVER SHEET TOPIC: Compliance Coordinator for Federal Anti-Discrimination Laws ACTION REQUESTED: Approve John Thissen as Compliance Coordinator for Federal Anti- Discrimination Laws for 2017-2018. NARRATIVE: The Compliance Coordinator for Federal Anti-Discrimination Laws includes the following Federal Programs: Title VI, Title VII, Title IX, and Section 504 (ADA). John Thissen has previous experience serving in this roll. Title VI of the Civil Rights Act of 1964 is a Federal law that protects persons from discrimination based on their race, color or national origin in programs and activities that receive Federal financial assistance. Title VII prohibits employment discrimination based on race, color, religion, sex and national origin. The Civil Rights Act of 1991. Title IX is the federal law that prohibits discrimination on the basis of sex in schools that receive federal funding including in their athletics programs. Section 504 (ADA): is a part of the Rehabilitation Act of 1973 that prohibits discrimination based upon disability. Section 504 is an antidiscrimination, civil rights statute that requires the needs of students

with disabilities to be met as adequately as the needs of the nondisabled are met. LEGAL CONSIDERATION: Federal Programs require the appointment of a local compliance coordinator to address concerns from patrons. FINANCIAL CONSIDERATION: NA OPTIONS: The board has the following options: Option 1: Motion to approve John Thissen as Compliance Coordinator for Federal Anti-Discrimination Laws. Option 2: Motion to direct administration to explore other options. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration ADMINISTRATION RECOMMENDATION: The administration recommends the appointment of John Thissen as Compliance Coordinator for Federal Anti-Discrimination Laws including Title VI, Title VII, Title IX, and Section 504 (ADA) for 2016-2017. COMMITTEE RECOMMENDATION(S): NA ATTACHMENTS: None

TOPIC: Public Information Officer USD 489 AGENDA ITEM COVER SHEET ACTION REQUESTED: The administration recommends that the board make a motion to approve the appointment of Sarah Wasinger as Public Information Officer for 2017-2018. NARRATIVE: Sarah has received Public Information Officer training and will continue to receive applicable training as needed to serve in this roll. Sarah currently maintains communication with district staff, patrons and press, and maintains the district website and social media. LEGAL CONSIDERATION: FINANCIAL CONSIDERATION: OPTIONS: The board has the following options: Option 1: Approve Sarah Wasinger as the district s Public Information Officer. Option 2: Motion to direct the administration to explore other options. PERSON/STAFF MEMBER(S) MAKING PRESENTATION:

John Thissen, Superintendent ADMINISTRATION RECOMMENDATION: The administration recommends the appointment of Sarah Wasinger as the district s Public Information Officer for 2017-2018 school year. COMMITTEE RECOMMENDATION(S): ATTACHMENTS: None

USD 489 AGENDA ITEM COVER SHEET TOPIC: KPERS authorized representative and additional signers for 2017-2018 ACTION REQUESTED: The administration recommends that the board approve the appointment of Faith Lochmann as KPERS authorized representative and Tracy Kaiser, Amy Beckman, and Rebakah Marshall as additional signers. NARRATIVE: Faith Lochmann has served as the district s KPERS authorized representative and Tracy Kaiser, Amy Beckman, and Rebakah Marshall as the additional signers. The administration is recommending the continuation of their authorizations to sign for the 2017-2018 school year. LEGAL CONSIDERATION: KPERS requires a board designated representative and also recommends additional signers. FINANCIAL CONSIDERATION: OPTIONS: The board has the following options:

Option 1: Motion to approve Faith Lochmann as the KPERS Authorized Representative and Tracy Kaiser, Amy Beckman, and Rebakah Marshall as additional signers. Option 2: Motion to direct the administration to explore other options. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration ADMINISTRATION RECOMMENDATION: The administration recommends the appointment of Faith Lochmann as the district s KPERS Authorized Representative and the appointments of Tracy Kaiser, Amy Beckman, and Rebakah Marshall as additional signers. COMMITTEE RECOMMENDATION(S): NA ATTACHMENTS: None

USD 489 AGENDA ITEM COVER SHEET TOPIC: Compulsory School Attendance Law ACTION REQUESTED: The administration recommends that the board designate building principals to enforce Compulsory School Attendance Law for 2017-2018. NARRATIVE: Each Board of Education shall designate one or more employees who shall report all cases of children who are less than thirteen years of age and are not attending school as required by law, and all cases of children who are thirteen or more years of age but less than eighteen years of age and are not attending school as required by law. The building principals are in the best position to accomplish this duty. LEGAL CONSIDERATION: K.S.A. 72-1113 requires the board to designate one or more employees to enforce the law. FINANCIAL CONSIDERATION: OPTIONS: The board has the following options:

Option 1: Motion to appoint the building Principals as designated employees to enforce the Compulsory School Attendance Law. Option 2: Motion to direct administration to explore other options. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration ADMINISTRATION RECOMMENDATION: The administration recommends the board designate building Principals to enforce the Compulsory School Attendance Law for 2017-2018 school year. COMMITTEE RECOMMENDATION(S): ATTACHMENTS: None

TOPIC: Title I Representative USD 489 AGENDA ITEM COVER SHEET ACTION REQUESTED: The administration recommends that the board make a motion to appoint Shanna Dinkel as the district s Title 1 Representative. NARRATIVE: Title I Federal Grant requires an employee of the district to be designated as the Representative of the program. This individual coordinates a district-wide or multi-school Title I program including: development of budgets, preparation of a Title I consolidated application, training Title I staff, submitting Title I reports and supervising one or more Title I teachers. LEGAL CONSIDERATION: Federal law requires the designation of a local employee to serve as the Representative. FINANCIAL CONSIDERATION: OPTIONS: The board has the following options:

Option 1: Motion to appoint Shanna Dinkel as the Title I Representative for 2017-2018. Option 2: Motion to direct administration to explore other options. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration ADMINISTRATION RECOMMENDATION: The administration recommends the appointment of Shanna Dinkel as the Title I Representative. COMMITTEE RECOMMENDATION(S): ATTACHMENTS: None

USD 489 AGENDA ITEM COVER SHEET TOPIC: Federal Nutrition Services Representative ACTION REQUESTED: The administration recommends that the board make a motion to appoint Jessica Younker as the district s Federal Nutrition Services Representative for 2017-2018 school year and John Thissen as the Hearing Officer for free and reduced meal application appeals. NARRATIVE: The Federal Nutrition Services Representative will plan, organize, control, and direct the Food and Nutrition Department of the District; develop and implement District-wide policies and procedures to assure compliance with federal, State, and local laws and regulations; supervise and evaluate the performance of assigned staff. The hearing officer hears and rules on appeals concerning free and reduced meal applications. The hearing officer cannot be the Nutrition Services Representative. LEGAL CONSIDERATION: Participation in the Federal Nutrition Services Program requires the designation of a district employee as Representative. The Program also requires the Hearing Officer that cannot be the Representative. FINANCIAL CONSIDERATION: OPTIONS: The board has the following options:

Option 1: Appoint Jessica Younker as Federal Nutrition Services Representative for 2017-2018 and Tracy John Thissen as the Hearing Officer. Option 2: Direct the administration to explore other options. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: John Thissen, Superintendent ADMINISTRATION RECOMMENDATION: The administration recommends the appointment of Jessica Younker as Federal Nutrition Services Representative for 2017-2018 and John Thissen as Hearing Officer for free and reduced meal application appeals. COMMITTEE RECOMMENDATION(S): ATTACHMENTS:

USD 489 AGENDA ITEM COVER SHEET TOPIC: Official District Newspaper for Publication of School Notices ACTION REQUESTED: The administration recommends that the board make a motion to designate The Hays Daily News as the official district newspaper for publication of school notices for 2017-2018. NARRATIVE: K.S.A. 64-101 requires the board designate an official district newspaper in which to publish legal school notices. The Hays Daily News has served in this capacity for many years. LEGAL CONSIDERATION: K.S.A. 64-101 states: Whenever the board of education of a school district is required to publish a legal notice, advertisement or other publication in a newspaper having general circulation in the school district, such newspaper shall be one which: (1) Is published at least weekly 50 times each year and has been so published for at least one year prior to the publication of any school district publication; (2) is entered at the post office in the school district of publication as periodical class mail matter; (3) has general paid circulation on a daily, weekly, monthly or yearly basis in the school district and is not a trade, religious or fraternal publication; and

(4) is published in the school district publishing the official publication. If there is no newspaper published in the school district, the newspaper shall be published in Kansas and shall have general paid circulation in the school district. FINANCIAL CONSIDERATION: OPTIONS: The board has the following options: Option 1: Motion to approve the designation of The Hays Daily News as the official newspaper for publication of school notices for 2017-2018. Option 2: Motion to direct the administration to explore other options. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration ADMINISTRATION RECOMMENDATION: The administration recommends the board designate The Hays Daily News as the official newspaper for publication of school notices for 2017-2018. COMMITTEE RECOMMENDATION(S): ATTACHMENTS: None

USD 489 AGENDA ITEM COVER SHEET TOPIC: 1,116 Hour School Calendar for 2017-2018 ACTION REQUESTED: The administration recommends that the board make a motion to approve the adoption of the 1,116-hour school calendar for 2017-2018. NARRATIVE: The school term adopted by the board can be days or hours. Our district typically chooses hours because it gives us more flexibility. If we designate days, we must be in attendance for those exact number of days. Designating hours gives us the flexibility to adjust to conditions during the school year so additional school days will not need to be scheduled. LEGAL CONSIDERATION: 72-1106: School term; (a) Subject to the other provisions of this section, a school term during which public school shall be maintained in each school year by each school district organized under the laws of this state shall consist of not less than 186 school days for pupils attending kindergarten or any of the grades one through 11 and not less than 181 school days for pupils attending grade 12. (b) Subject to a policy developed and adopted by the board of any school district, the board may provide for a school term consisting of school hours. A school term provided for in a policy adopted under this subsection shall consist of: (1) For pupils attending kindergarten, not

less than 465 school hours in each school year; and (2) for pupils attending any of the grades one through 11, not less than 1,116 school hours in each school year; and (3) for pupils attending grade 12, not less than 1,086 school hours in each school year. Each board of education which develops and adopts a policy providing for a school term in accordance with this subsection shall notify the state board of education thereof on or before September 15 in each school year for which the policy is to be in effect. FINANCIAL CONSIDERATION: OPTIONS: The board has the following options: Option 1: Motion to adopt of the 1,116 school calendar for the 2017-2018 term. Option 2: Motion to adopt of a 186 school day calendar for the 2017-2018 term. Option 3: Motion to direct the administration to explore other options. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration ADMINISTRATION RECOMMENDATION: The administration recommends the board adopt the 1,116-hour school calendar for the 2017-2018 school year. COMMITTEE RECOMMENDATION(S): NA

ATTACHMENTS: None

USD 489 AGENDA ITEM COVER SHEET TOPIC: Annual waiver of requirements for Generally Accepted Accounting Principles for 2017-2018. ACTION REQUESTED: The administration recommends that the board make a motion to adopt the resolution GAAP17 to waive the requirements for Generally Accepted Accounting Principles for 2017-2018. NARRATIVE: KSDE recommends and Kansas School Law requires school districts to operate under the State s Cash Basis Law, GAAP is not necessary. LEGAL CONSIDERATION: K.S.A. 75-1120a(a) requires municipalities to use Generally Accepted Accounting Principles (GAAP) in the preparation of their financial statements and reports. Except for community colleges, the governing body of any municipality may waive this statutory GAAP requirement. Before requesting a waiver, consider the following: 1. Review the provisions of the municipality's revenue bond ordinances or resolutions and other ordinances or resolutions to determine if they require financial statements and financial reports to be prepared in conformity with GAAP. If they do, you may not waive the GAAP requirement.

2. If the municipality waives the GAAP requirement, K.S.A. 75-1120a(c)(1) requires that the municipality present financial statements and reports prepared on the basis of cash receipts and disbursements as adjusted to show compliance with the cash basis and budget laws of Kansas. The governing body must pass a resolution annually. To waive the GAAP requirement, the governing body must pass a resolution. A mere motion is not sufficient. The resolution must: 1. Be adopted each year. This is a matter to be decided each fiscal year. 2. Clearly identify the fiscal year to be waived. 3. Contain wording substantially similar to that specified in K.S.A. 75-1120a(c)(1). FINANCIAL CONSIDERATION: NA OPTIONS: The board has the following options: Option 1: Adopt Resolution GAAP17 which waives the requirements for Generally Accepted Accounting Principles for 2017-2018 school year. Option 2: Motion to direct the administration to explore other options. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration

ADMINISTRATION RECOMMENDATION: The administration recommends the adoption of resolution GAAP17 to waive the requirements for Generally Accepted Accounting Principles for 2017-2018 school year per K.S.A. 75-1120a. COMMITTEE RECOMMENDATION(S): ATTACHMENTS: GAAP17 Resolution

RESOLUTION GAAP17 WHEREAS the Unified School District No. 489 of Hays, Kansas, has determined that the financial statements and financial reports for the year ended June 30, 2018 to be prepared in conformity with the requirements of K.S.A. 75-1120a(a) are not relevant to the requirements of the cash basis and budget laws of this state and are of no significant value to the Board of Education or the members of the general public of the Unified School District No. 489 and WHEREAS there are no revenue bond ordinances, or other ordinances or resolutions of said school district which require financial statements and financial reports to be prepared in conformity with K.S.A. 75-1120a(a) for the year ended June 30, 2018. NOW, THEREFORE BE IT RESOLVED, by the Board of Education of Unified School District No. 489 of Hays, Kansas, in regular meeting duly assembled this 5th day of July, 2017 that the said Board of Education requests the Director of Accounts and Reports to waive the requirements of K.S.A. 75-1120a(a) as they apply to the Unified School District No. 489 for the year ended June 30, 2018. BE IT FURTHER RESOLVED that the said Board of Education shall cause the financial statements and financial reports of the said school district to be prepared on the basis of cash receipts and disbursements as adjusted to show compliance with the cash basis and budget laws of this State. President, Board of Education Clerk, Board of Education Date: July 5, 2017

USD 489 AGENDA ITEM COVER SHEET TOPIC Activity Funds Resolution and Guidelines ACTION REQUESTED: The administration recommends that the board make a motion to adopt the resolution 17AF Activity Funds for 2017-2018. NARRATIVE: The Board of Education of any school district may authorize, by separate resolutions, the establishment of school activity funds from which to make needed expenditures for the payment of expenses attributable to activities in which pupils of the district may participate directly or indirectly. Every such resolution shall specify the general purpose for which the fund is to be established and shall authorize an employee of the school district to administer the fund. Activity Funds are needed at HHS, HMS, Lincoln, O Loughlin, Roosevelt, and Wilson. Building Principals would be designated as responsible for administration of these activity funds in their buildings. LEGAL CONSIDERATION: 72-8208a: School activity funds. (a) The Board of Education of any school district may authorize, by separate resolutions, the establishment of school activity funds from

which to make needed expenditures for the payment of expenses attributable to activities in which pupils of the district may participate directly or indirectly. Every such resolution shall specify the general purpose for which the fund is to be established and shall authorize an employee of the school district to administer the fund. (b) The employee authorized to administer any school activity fund established by any resolution provided for in this section shall keep a record of all receipts and expenditures from the fund, and shall, from time to time, and at the end of each school year, prepare a statement for the board of education showing all receipts, expenditures, and the balance in the fund. The fund shall be kept separate from all other funds and be used only for authorized expenditures, and itemized receipts shall be taken for each expenditure. (c) All moneys received from the sale of admissions to activities which the school district sponsors shall be credited to school activity funds in accordance with policies and procedures adopted by the board of education. Such moneys shall not be considered to be moneys of the school district for the purposes of K.S.A. 72-8202d, and amendments thereto. (d) The provisions of K.S.A. 12-105b, and amendments thereto, shall not apply to claims against any school activity fund established by any resolution provided for in this section. (e) As used in this section, the term "activities" means activities, events, and competitions in such fields as athletics, music, forensics, and dramatics, and other interschool or intra-school extracurricular activities in which pupils may participate directly or indirectly.

FINANCIAL CONSIDERATION: OPTIONS: The board has the following options: Option 1: Motion to adopt resolution 17AF authorizing activity funds at HHS, HMS, Lincoln, O Loughlin, Roosevelt, and Wilson and designating Principals responsible for administration of these activity funds. Option 2: Motion to direct the administration to explore other options. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration ADMINISTRATION RECOMMENDATION: Administration recommends the adoption of Resolution 16AF authorizing activity funds at HHS, HMS, Lincoln, O Loughlin, Roosevelt, and, Wilson and designating principals as responsible for administration of these activity funds in their buildings for 2017-2018. COMMITTEE RECOMMENDATION(S): NA ATTACHMENTS: Resolution 17AF

RESOLUTION 16AF WHEREAS, The Board of Education of Unified School District No. 489, Ellis County, Kansas, has determined that the creation of an activity fund is an efficient method to pay expenses for student activities; and WHEREAS, Kansas law authorizes the establishment of school activity funds; THEREFORE, BE IT RESOLVED, by the Board of Education of Unified School District No. 489, Ellis County, Kansas, that activity funds designated as the Hays High School, Hays Middle School, Lincoln Elementary, O Loughlin Elementary, Roosevelt Elementary, Wilson Elementary activity funds were created for the purpose of receiving and expending funds for student activities including athletics, music, forensics, dramatics and other board approved student extra-curricular activities. The fund shall be administered by the school principals. The activity fund secretary shall keep a record of all receipts and expenditures of the fund and shall prepare and file with the Board a statement showing all receipts, expenditures and balance at the end of each month and at the end of each school year. Any person authorized to administer an activity fund shall be bonded by the school district. Funds in the activity fund shall remain district funds but shall not be considered school money for purposes of K.S.A. 72-8202(d) and the provisions of K.S.A. 12-105(b) shall not apply. Adopted this 5th day of July, 2017, by the Board of Education of Unified School District No. 489, Ellis County, Kansas. President, U.S.D. #489 Clerk, U.S.D. #489

USD 489 AGENDA ITEM COVER SHEET TOPIC: Resolution Establishing Petty Cash Limits ACTION REQUESTED: The administration recommends that the board adopt the resolution establishing petty cash limits for 2017-2018. NARRATIVE: Schools on occasion need to make emergency expenditures for school district purposes. The petty cash fund shall be replenished by payment from the appropriate funds of the school district to the petty cash fund upon proper claim. If the Board of Education is satisfied with the report, the board may restore the fund to its original amount. The fund shall be kept separate from all other funds and be used only for authorized expenditures and itemized receipts shall be taken for each expenditure. No part of the fund may be loaned or advanced against the salary of any employee. All employees entrusted with the administration of petty cash funds under authority of this statute shall be bonded by the school district. Petty Cash Funds are limited to the following: Rockwell Administration Center, HHS, and Head Start not to exceed and in the amount of $1,500 per fund. LEGAL CONSIDERATION: 72-8208: Petty cash funds. (a) The Board of Education of any school district may authorize, by separate resolutions, the establishment of petty cash funds from which to make needed expenditures for school district purposes in emergencies. Every such resolution shall specify the general purpose for which the petty cash fund is to be established, authorize an

employee of the school district to administer the petty cash fund, and designate an amount of moneys, not to exceed $1,500, to be maintained in the petty cash fund. (b) The employee authorized to administer any petty cash fund established by any resolution provided for in this section shall keep a record of all receipts and expenditures from the fund, and shall, from time to time, and at the end of each school year, prepare a statement for the Board of Education showing all receipts, expenditures, and the balance in the petty cash fund. The petty cash fund shall be replenished by payment from the appropriate funds of the school district to the petty cash fund upon proper claim. If the Board of Education is satisfied with the report, the board may restore the fund to its original amount. The fund shall be kept separate from all other funds and be used only for authorized expenditures, and itemized receipts shall be taken for each expenditure. No part of the fund may be loaned or advanced against the salary of any employee. All employees entrusted with the administration of petty cash funds under authority of this statute shall be bonded by the school district. FINANCIAL CONSIDERATION: OPTIONS: The board has the following options: Option 1: Motion to approve the adoption of a resolution establishing petty cash limits in the amount of $1,500 at RAC, HHS, and Head Start for 2017-2018 school year. Option 2: Motion to direct the administration to explore other options.

PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration ADMINISTRATION RECOMMENDATION: The administration recommends the board adopt the resolution establishing petty cash limits for Rockwell Administration Center, Hays High School, and Head Start for the 2017-2018 school year. COMMITTEE RECOMMENDATION(S): ATTACHMENTS: Resolution Establishing Petty Cash Limits for 2017-2018

RESOLUTION PETTY CASH FUNDS WHEREAS, The Board of Education of Unified School District No. 489, Ellis County, Kansas, has determined that the creation of a petty cash fund is an efficient method to pay expenses for school district purposes in emergencies. WHEREAS, Kansas law authorizes the establishment of petty cash funds; THEREFORE, BE IT RESOLVED, by the Board of Education of Unified School District No. 489, Ellis County, Kansas, that the following petty cash funds: Rockwell Administration Center, Hays High, and Head Start are created for the purpose of receiving and expending funds for needed district expenditures in an emergency. Each of the funds shall be in the amount of $1,500.00. NOTE: Cannot exceed $1,500.00. The funds shall be under the jurisdiction of the board clerk at the Rockwell Administration Center, the Principals at Hays High and the Director of Head Start. The designated secretary shall keep a record of all receipts and expenditures of the fund and shall prepare and file with the board a statement showing all receipts, expenditures and balance at the end of each month and at the end of each school year. An itemized receipt shall be maintained for each expenditure. Any person authorized to administer a petty cash fund shall be bonded by the school district. Upon proper report to the board, the petty cash fund shall be replenished by payment from the appropriate fund of the school district. The petty cash fund shall not be loaned or advanced against the salary of any employee. Funds in the petty cash fund shall remain district funds but shall not be considered school money for purposes of K.S.A. 72-8202(d) and the provisions of K.S.A. 12-05(b) shall not apply. Adopted this 5th day of July, 2016, by the Board of Education of Unified School District No. 489, Ellis County, Kansas. President, U.S.D. #489 Clerk, U.S.D. #489

USD 489 AGENDA ITEM COVER SHEET TOPIC: Resolution to Allow for Destruction of Records ACTION REQUESTED: The administration recommends that the board make a motion to adopt the resolution to allow for destruction of records. NARRATIVE: To manage the ever increasing amount of records school districts are required to maintain, older records need to be properly disposed of as allowed per K.S.A. 72-5369. LEGAL CONSIDERATION: 72-5369: Destruction of records by school districts and community junior colleges. The Board of Education of any school district or the board of trustees of any community junior college may, by resolution, provide for and authorize any officer, official or employee charged with or having custody of the following records, documents or other papers to destroy the same at the time indicated herein, and if more than one time can be made to apply, the longer time shall apply: (a) Bookkeeping and accounting records which are original books of entry, claims, vouchers and purchase orders, five (5) years. (b) Formal audit reports, five (5) years.

(c) Financial papers of any type relating to programs supported by federal funds, three (3) years or such longer time as may be required by applicable federal law. (d) All financial papers not otherwise specified in this section may be destroyed at any time after formal audit reports have been completed and filed in the appropriate offices for a period of six (6) months, and this provision shall apply to the following: warrants, warrant checks, receipts, canceled checks, and requisitions. (e) Official bonds of surety or indemnity, five (5) years after the termination of the term of employment. (f) Insurance policies, five (5) years after the expiration of the term thereof. (g) Bonds and coupons stamped paid or canceled and returned by the state fiscal agent, six (6) months after the next following annual formal audit of the school district. FINANCIAL CONSIDERATION: OPTIONS: The board has the following options: Option 1: Motion to adopt the Resolution-Destruction of Records FY17 to destroy old records per K.S.A. 72-5369. Option 2: Direct administration to explore other options.

PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration ADMINISTRATION RECOMMENDATION: The administration recommends the adoption of Resolution- Destruction of Records FY17 to destroy old records per K.S.A. 72-5369. COMMITTEE RECOMMENDATION(S): ATTACHMENTS: Resolution-Destruction of Records FY17 List of Records for Destruction

UNIFIED SCHOOL DISTRICT NO. 489 ELLIS COUNTY (HAYS), KANSAS RESOLUTION BE IT RESOLVED THAT: The Board of Education of Unified School District No. 489, Ellis County (Hays), Kansas, shall authorize the Clerk of the Board of Education to destroy the following records pursuant to K.S.A. 72-5369 and 72-5370: Financial Records, see attached list. Budgetary Records, see attached list. Payroll Records, see attached list. Food Service Records, see attached list. Certificate This is to certify that the above resolution was duly adopted by the Board of Education of Unified School District No. 489, Ellis County (Hays), Kansas, on the 5th day of July, 2017. Clerk of the Board of Education Unified School District No. 489

Financial Records 2012-2013 and Prior Years: Investment Records Investment Reports State Aid Reports Activity Funds Records Budgetary Records 2012-2013 and Prior Years: Purchase Orders Bank Statement and Canceled Checks General Ledger Budget Report Clerk s Report Administrative Revenue Report Administrative Expenditure Report Check Register Reconciled Checks Report Outstanding Checks Report Check Register by Fund Auditor s Cash Report Journal Entries General Ledger Accounts Posted Purchase Orders by Account Sales Tax Reports Payroll Records: Deduction Register 2011-2012 and Prior Years KPERS Reports 2010-2011 and Prior Years Check Register 2010-2011 and Prior Years Bank Reconciliations 2010-2011 and Prior Years Canceled Checks 2010-2011 and Prior Years Payroll Input Report 2009-2010 and Prior Years

Nutrition Services Records 2011-2012 and Prior Years: Receipt Books and Information Nutrition Service Ledgers Inventories Transfer Slips State Reports School Deposit Slips Billing Information Lunch Accounting Information Equipment Bids Food Bids Meat Bids Milk Bids Small Equipment/Miscellaneous Bids Free & Reduced Meal Applications Summer Food Service Program Information Head Start Information

USD 489 AGENDA ITEM COVER SHEET TOPIC: Official Depositories for School District Funds ACTION REQUESTED: The administration requests the board adopt the official depositories for school district funds for 2017-2018. NARRATIVE: The governing body of any municipal corporation or quasi-municipal corporation shall designate by official action recorded upon its minutes the banks, savings and loan associations and savings banks which shall serve as depositories of its funds. The banks, savings and loan associations and savings banks which have main or branch offices in the county or counties in which all or part of such municipal corporation or quasi-municipal corporation is located shall be designated as such official depositories if the municipal or quasi-municipal corporation can obtain satisfactory security therefor. Depositories included: Emprise Bank, Commerce Bank, Equity Bank, Astra Bank, Golden Belt Bank, Bank of Hays, Sunflower Bank, The First Bank of Kansas, MIP-KS State Treasurer. LEGAL CONSIDERATION: 9-1401: Designation of depositories for municipal and quasi-municipal funds; duty of public officers; eligible depositories. (a) The governing body of any municipal corporation or quasi-municipal corporation shall designate by official action recorded upon its minutes

the banks, savings and loan associations and savings banks which shall serve as depositories of its funds and the officer and official having the custody of such funds shall not deposit such funds other than at such designated banks, savings and loan associations and savings banks. The banks, savings and loan associations and savings banks which have main or branch offices in the county or counties in which all or part of such municipal corporation or quasi-municipal corporation is located shall be designated as such official depositories if the municipal or quasimunicipal corporation can obtain satisfactory security therefor. (b) Every officer or person depositing public funds shall deposit all such public funds coming into such officer or person's possession in their name and official title as such officer. If the governing body of the municipal corporation or quasi-municipal corporation fails to designate an official depository or depositories, the officer thereof having custody of its funds shall deposit such funds with one or more banks, savings and loan associations or savings banks which have main or branch offices in the county or counties in which all or part of such municipal corporation or quasi-municipal corporation is located if satisfactory security can be obtained therefor and if not then elsewhere, but upon so doing shall serve notice in writing on the governing body showing the names and locations of such banks, savings and loan associations and savings banks where such funds are deposited, and upon so doing the officer having custody of such funds shall not be liable for the loss of any portion thereof except for official misconduct or for the misappropriation of such funds by such officer. (c) If eligible banks, savings and loan associations or savings banks under subsections (a) or (b) cannot or will not provide an acceptable bid, which shall include services, for the depositing of public funds under this section, then banks, savings and loan associations or savings banks which have main or branch offices in an adjoining county to the county in which all or part of such municipal or quasi-municipal corporation is located

may receive deposits of such municipal corporation or quasi-municipal corporation, if such banks, savings and loan associations or savings banks have been designated as official depositories under subsection (a) and the municipal corporation or quasi-municipal corporation can obtain satisfactory security therefor. FINANCIAL CONSIDERATION: OPTIONS: The board has the following options: Option 1: Motion for the adoption of the following official depositories for school district funds for 2017-2018: Emprise Bank, Commerce Bank, Equity Bank, Astra Bank, Golden Belt Bank, Bank of Hays, Sunflower Bank, The First Kansas Bank, MIP-KS State Treasurer. Option 2: Motion to direct the administration to explore other options. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration ADMINISTRATION RECOMMENDATION: The administration recommends the adoption of the following official depositories for school district funds: Emprise Bank, Commerce Bank, Equity Bank, Astra Bank, Golden Belt Bank, Bank of Hays, Sunflower Bank, The First Kansas Bank, MIP-KS State Treasurer for the 2017-2018 school year. COMMITTEE RECOMMENDATION(S):

ATTACHMENTS: None

USD 489 AGENDA ITEM COVER SHEET TOPIC: Appointment of Board Attorney for the 2017-2018 school year ACTION REQUESTED: The administration requests the board approve William Bill Jeter as the Board Attorney for the 2017-2018 school year. NARRATIVE: The board typically appoints a Board Attorney at the first July meeting. Bill Jeter has served in the capacity of Board Attorney for many years. Attached, please find Mr. Jeter s terms of agreement for the board to consider. LEGAL CONSIDERATION: The board will enter into a written agreement with its appointed attorney and agree upon a financial proposal. FINANCIAL CONSIDERATION: As per Mr. Jeter s terms, Jeter will provide legal services to school district on an as needed basis including attendance at Board of Education meetings and work sessions for a monthly retainer of two thousand Dollars ($2,000.00) for two meetings per month and three thousand Dollars ($3,000.00) for three or more meetings per month. Jeter will also provide legal services to School District on an as needed basis at an hourly rate of One Hundred Seventy-five Dollars ($175.00) an hour for all such time incurred on services relating to negotiations, due process, and litigation.

OPTIONS: Option 1: Motion to approve Bill Jeter as the Board Attorney for the 2016-2017 school year. Option 2: Motion to direct the administration in an alternative direction. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration ADMINISTRATION RECOMMENDATION: The administration recommends the board approve Bill Jeter as the Board Attorney for the 2017-2018 school year. COMMITTEE RECOMMENDATION(S): ATTACHMENTS: Board Attorney Agreement 2016-2017 Proposed Board Attorney Agreement 2017-2018

WILLIAM W. JETER, individually and as a partner of Jeter Law Firm, LLP of Hays, Kansas, hereinafter called Jeter, THIS AGREEMENT, made and entered into this 1st day of July, 2017, by and between the UNIFIED SCHOOL DISTRICT NO. 489, hereinafter called School District, and on behalf of Jeter Law Firm, LLP President William W. Jeter, Individually a d XZ By UNIFIED SCHOOL DISTRICT NO. 403 1St, 2017. IN WiTNESS WHEREOF, we have hereunto affixed our signatures effective as of July terminate this agreement at any time upon thirty (30) days written notice. shall be subject to examination and renegotiation by the parties. Either of the parties may 5. This agreement shall be effective from July 1, 2017 to June 30, 2018, when it another attorney at law from the firm of Jeter Law Firm, LLP to perform the requested services. has special expertise in the area of concern, Jeter shall have the right to designate and request 4. In the event Jeter is unable to perform services and another member of his firm performed. Jeter shall also be reimbursed for all costs and expenses incurred as a part of the representation. 3. Billings shall be made on a monthly basis with itemization of time and service hourly rate of One Hundred Seventy-five Dollars ($175.00) an hour for all such time incurred on services relating to negotiations, due process, and litigation. 2. Jeter will also provide legal services to School District on an as needed basis at an attendance at Board of Education meetings and work sessions for a monthly retainer of Two Thousand Dollars ($2,000.00) for two meetings per month and Three Thousand Dollars ($3,000.00) for three or more meetings per month. 1. Jeter will provide legal services to School District on an as needed basis including NOW THEREFORE, in consideration of the premises, it is agreed by and between the parties as follows: School District desires to contract with Jeter to provide legal services to School District and Jeter is willing to provide such services. WffNESSETH: AGREEMENT

AGREEMENT TH IS AGREEMENT, made and entered into this 5 th day of July, 2016, by and between the UNIFIED SCHOOL DISTRICT NO. 489, hereinafter called "School District", and WILLIAM W. J ETER, individually and as a partner of Jeter Law Finn, LLP of Hays, Kansas, hereinafter called "Jeter", WITNESSETH: School District desires to contract with Jeter to provide legal services to School District and Jeter is willing to provide such services. NOW THEREFORE, in consideration of the premises, it is agreed by and between the parties as follows: 1. Jeter will provide legal services to School District on an as needed basis including attendance at Board of Education meetings and work sessions for a monthly retainer of Two Thousand Dol lars ($2,000.00) for two meetings per month and Three Thousand Dollars ($3,000.00) for three or more meetings per month. 2. Jeter will also provide legal services to School District on an as needed basis at an hourly rate of One Hundred Seventy-Five Dollars ($175.00) an hour for all such time incurred on services relating to negotiations, due process, and litigation. 3. Billings shall be made on a monthly basis with itemization of time and service performed. Jeter shall also be reimbursed for all costs and expenses incurred as a part of the representation. 4. In the event Jeter is unable to perform services and another member of his firm has special expertise in the area of concern, Jeter shall have the right to designate and request another attorney at law from the firm of Jeter Law Firm, LLP to perform the requested services. 5. This agreement shall be effective from July 1, 2065 to June 30, 2017, when it shall be subject to examination and renegotiation by the parties. Either of the parties may terminate this agreement at any time upon thirty (30) days written notice. IN WITNESS WHEREOF, we have hereunto affixed our signatures effective as of July 5, 2016. UNIFIED SCHOOL DISTRICT NO. 403 President William W. Jeter, Individually and on behalf of Jeter Law Firm, LLP

USD 489 AGENDA ITEM COVER SHEET TOPIC: Policy CN Setting the Annual Records Fee ACTION REQUESTED: The administration recommends that the board make a motion to approve the annual records fee of $0.25 per page and that the request form, as presented, be adopted for use by USD 489 in fulfilling records requests. NARRATIVE: A section from the current board policy CN states: The board shall annually set a fee for copies of records, a copy of which will be available at the Board of Education office. Advance payment of the expense of copying open records shall be borne by the individual requesting the copy. Under no circumstances shall the documents be allowed out of their usual building location without approval of the official custodian. Revenue from copying open records will be deposited in the district s general fund. The administration recommends a rate of $0.25/page and also asks that the board approve the REQUEST FOR INSPECTION / COPY OF OPEN RECORDS form for use in fulfilling requests. LEGAL CONSIDERATION: FINANCIAL CONSIDERATION: STAFF CONSIDERATIONS:

OPTIONS: The board has the following options: Option 1: Motion to approve the $0.25 per page fee for records requests, as well as the Request for Inspection form to be used for the 2017-2018 school year. presented. Option 2: Motion to change the per page fee proposed by the administration and vote for its approval. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Administration COMMITTEE RECOMMENDATION(S): ATTACHMENTS: REQUEST FOR INSPECTION / COPY OF OPEN RECORDS Form

Hays Unified School District 489 REQUEST FOR INSPECTION / COPY OF OPEN RECORDS NAME: ADDRESS: TELEPHONE: EMAIL: Please Print Street Please include area code City and State Fax number if available SIGNATURE: Record Sought: Please provide a specific description of the record(s) you desire to inspect/copy. Please include record title, date, and the name of the departments which produce or hold the record(s). Please Note: Most records will be produced within three (3) business days. If the request is delayed or denied, an explanation will be provided. Prepayment is not refundable after a search has been conducted. PLEASE DO NOT WRITE BELOW THIS LINE FOR ADMINISTRATIVE USE ONLY CHARGES: A charge for providing access of public records is authorized by state law. These charges are set at a level to compensate the school district for the actual costs incurred in honoring your request. Prepayment of estimated costs may be required Estimated Prepayment of: $_ is _REQUIRED _NOT REQUIRED Number of Copies: X $0.25/page (a) $ Staff Time Involved: _(HRS) _(MIN) (b) $_ (Reported in hours and minutes) Less Prepayment: (c) $_ The total charge for accessing the records request is (a+b-c): TOTAL $_ REQUEST WAS RECEIVED: Date Time Initials REQUEST PROVIDED: Date _Time Initials