By Vinton Shellsburg Community Schools · November 9, 2020, 5:35 pm Please note the meeting will be held at 7:00 p.m. on Monday evening at Shellsburg Elementary.
Annotated Agenda
Board of Education Regular Annual Meeting and Organizational Meeting
Vinton-Shellsburg Community School District
November 9, 2020 7:00 PM - Shellsburg Elementary
203 Tomahawk Trail, Shellsburg, IA 52332
"We are only children once; and after those few years are gone, there is no second chance to make amends. In this respect, the consequences of unequal education have a terrible finality." Jonathon Kozol (1991)
Building tour @ 6:30 pm
REGULAR BOARD MEETING AGENDA
ANNUAL BOARD MEETING / ORGANIZATIONAL MEETING
1. Call to Order
2. Roll Call / Pledge of Allegiance
Rob Levis___________Brenda Barkdoll, Business Manager___________
Sue Gates___________Kyle Koeppen, Superintendent___________
Tom Burke___________Matt Kingsbury, HS Principal___________
Jake Fish___________Tony Islas, HS Assistant Principal___________
Mike Timmermans___________Shelly Petersen, MS Principal___________
Kathy Van Steenhuyse___________Ryan Davis, Shellsburg Principal___________
Becky Williams___________Kyle Reeve, Tilford Principal___________
Visitors in Attendance:__________________________________________________
Media in Attendance:__________________________________________________
3. Board Recognition of Eagle Scout Project
Connor Hicok completed a renovation of the Tilford elementary outdoor learning area. He planned and solicited the help and expertise of numerous volunteers to complete the project. Approximately 100 volunteer hours from supports were used to complete the project. A special thank you goes out to Connor for choosing to support the school district with his choice of Eagle Scout project.
4. Approval of Minutes of Previous Meetings(Exhibit #1) pg. 9Action Item
Included in your packet are the minutes from the October 12thmeeting.
"I move we accept the minutes as presented."
5. Audience Comments
6. Unfinished Business of the Board 6.1 Approve Payment for ClaimsAction Item
The current board should approve the claims that have been received over the last few weeks. (included
at the back of your packet)
"I move we approve the claims as presented."
6.2Other Unfinished BusinessDiscussion Item
This is a time when board members can bring up any items that are viewed as unfinished business. No action can be taken, but issues or items could be included on future agendas.
6.3Review Board AccomplishmentsDiscussion Item
This is a time that members of the current board may want to reflect on the accomplishments of the last year. Accomplishments I would mention include:
* In another year of limited state financial support, we offered a quality program for our students.* Continued implementation of the Teacher Leadership Program.* Hiring new leadership: Hiring new Superintendent, Buildings & Grounds Director, Transportation Director and Elementary Principal.* Sustaining and taking care of all employees during a global shutdown.* Operating a successful school year while in a pandemic.* Upgrades to restrooms for ADA compliance at Shellsburg elementary, lighting and energy saving measures across the district. Upgrades to HVAC at Tilford elementary, cosmetic upgrades to the middle school.* Continuation of Summer Meal program throughout the pandemic, summer, and school year.
ORGANIZATIONAL MEETING AGENDA
1. Call to Order - Rob Levis
2.Roll Call
3.Election of Officers: President and Vice-President & Administration of the Oath of Office Action Item
Mrs. Barkdoll will take nominations for president and the board will vote. My request is that the board president be able to respond in a timely manner if I contact him/her. The board president also needs to be available to sign documents and check authorizations between board meetings.
Mrs. Barkdoll will administer the oath of office to the newly elected president. "Do you solemnly swear that you will support the constitution of the United States and the Constitution of the State of Iowa and that you will faithfully and impartially to the best of your ability discharge the duties of the office of President in the Vinton-Shellsburg CommunitySchool District as now or hereafter required by law?" (Respond: "Yes.")
Once a president is selected, he/she will ask for nominations for the vice-president and the board will vote. The newly appointed president will then administer the oath of office to the selected vice-president. "Do you solemnly swear that you will support the constitution of the United States and the Constitution of the State of Iowa and that you will faithfully and impartially to the best of your ability discharge the duties of the office of Vice-President in the Vinton-Shellsburg Community School District as now or hereafter required by law?" (Respond: "Yes.")
Just a reminder that the election of president and vice must be done in open session and there cannot be any secret ballots (slips of papers, etc.).
Under Correspondence Items, you will find a copy of board policy 204 which refers to board members' Code of Ethics. It is always a good reminder to consider the individual items as well as the expectations for working with the school district, employees, and other school boards.
4.Appoint Secretary/TreasurerAction Item
As part of the organizational meeting, the board is required to appoint a board secretary and a board treasurer although it can be the same person. I recommend that Brenda Barkdoll continue in this role.
"I move that we appoint Brenda Barkdoll as Board Secretary-Treasurer for the 2020-21 school year."
Upon the board's approval, the President will administer the oath of office. "Do you solemnly swear that you will support the constitution of the U.S. and the constitution of the State of Iowa and that you will faithfully and impartially to the best of your ability discharge the duties of the offices of Secretary and Treasurer in the Vinton-Shellsburg Community School District as now or hereafter required by law?" (Respond: "Yes.")
5.Set Day, Time and Adopt Written Rules and Procedures that will be Followed in Conducting Action Item
Board Meetings (Exhibit #2) pg. 11
The board has met on the second or third Monday of the month at 7:00 using Robert's Rules of Order. In your board packet is a draft of the dates and locations that you could hold your meetings this year. The board has done it both the second and third Mondays of the month and sometimes it needs to vary based on holidays, board member schedules, or other things.
"I move we meet on the ____________ Monday of the month using Robert's Rules of Order and allow the time to be adjusted based on our schedules with summer meetings starting earlier."
6.Appoint Legal CounselAction Item
Brenda Barkdoll and I recommend that we work with Ahlers and Cooney. They are a firm out of Des Moines and have attorneys who specialize in several areas of school law with whom we've worked with over the last few years (bond counsel, special education complaint, etc.).
"I move that Ahlers and Cooney serve as the school's legal counsel for the 2020-21 school year."
7.Appoint Committee Assignments (Exhibit #3)pg. 15 Discussion Item
Included in your packet is a listing of the various committee assignments and who served on each of them last year. The board already assigned Director Van Steenhuyse to serve as our representative to the Delegate Assembly at IASB'sconvention. I recommend you review the list, consider your interests and then let the board president or me know and the list can be finalized and approved at the December meeting.
8.Appoint Truant Officers, Asbestos Coordinator, Level I and Level II Investigators Action Item
The building principals have served as the truant officers to collect data and follow-up with students who are truant. I recommend we continue this.
By law, every district is required to have an asbestos plan on file and to designate an employee who is the coordinator of that plan. The Maintenance Director has served in this capacity in the past so I recommend Colin Carolus be appointed.
If we have a report, or we suspect, of a staff member having physical or inappropriate contact with a student, we conduct a Level I investigation. I recommend the following be appointed: Shellsburg - Kyle Reeve, Shelly Petersen, and Kris Hallberg; Tilford - Ryan Davis, Matt Kingsbury and Kris Hallberg; Middle School - Matt Kingsbury, Tony Islas and Kris Hallberg; High School - Shelly Petersen, Kyle Reeve and Kris Hallberg.
In the event a Level I investigation is founded, it is referred to a Level II investigator. I recommend the Benton CountySheriff continue to serve as our Level II investigator.
"I move the principals serve as the truant officers. Colin Carolus serves as the Asbestos Coordinator, and the Level I and Level II investigators are as recommended."
9.Appoint Official District Depositories Action Item
Annually the Board is to officially name its financial depositories. Business Manager Brenda Barkdoll is recommending that the following financial institutions be named:
Bank
Location
Balance Limit
Current Accounts/Use
Cedar Valley Bank
Vinton
$2,000,000
Schoolhouse Depository
Farmers Saving Bank & Trust
Vinton
$10,000,000
General Fund
US Bank
Vinton/Cedar Rapids
$10,000,000
Activity Fund
Lunch Fund
Wells Fargo
Shellsburg/Des Moines
$10,000,000
Schoolhouse /
Depository for Shellsburg
Bankers Trust
Des Moines
$10,000,000
Bond Work
ISJIT
Des Moines
$9,000,000
$6,000,000
$250,000
$30,000
$25,000
School/House
General Fund
Activity Fund
Lunch Fund
Registration
We plan to move our lunch fund business away from US Bank to Cedar Valley over the next few months based on the fees they charge. We use Cedar Valley Bank and ISJET to invest our funds as we monitor our cash-flow. The other banks are used on a more on-going basis with checks written on them.
"I move that we name the official financial depositories for 2020-21 as listed above."
10.Appoint Official PublicationAction Item
On an annual basis, the board needs to appoint a publication in which we will publish board minutes, notice of public hearings and other official notices. It has to be a publication in the area and cannot be available to people free. We recommend we continue using Vinton Newspapers which includes the Cedar Valley Times and the Eagle papers.
"I move we appoint the Vinton Newspapers as the district's official publication."
11.Administrator ReportsDiscussion Item
Some administrators have submitted written reports that you will find under Correspondence Items, others will provide verbal reports.
12.Superintendent's ReportDiscussion Item
Open Enrollment Applications
* Matthew & Kelsea Gillespie on behalf of their daughter Adeline (K) to attend Marion's HSAP for the 2021-22 school year.COVID Update - Review of current data from our school, county, and state in relation to the COVID pandemic. Review of procedure if any change in learning model is needed.
Instruction - Mrs. Fleming started work on vertical alignment of social studies standards across the district. This work is done through our alignment team a.k.a. "A" team.
School Board Association Convention - IASB will be hosting their convention on November 18th -19th virtually. Please let Karrie know if you wish to be registered to participate.
Calendar -
November 13 - 2-Hr. Early Dismissal, Prof. Development
November 16-20 - American Education Week
November 18-19 - IASB Convention
November 25-27 - No School, Thanksgiving Break
December 11-2-Hr. Early Dismissal, Prof. Development
December 14 - Board Meeting, Tilford Elementary, 7:00 pm
December 22 - 2-Hr. Early Dismissal, Prof. Development
December 23 - January 1 - No School Holiday Break
January 4 - Classes Resume
January 11 - Board Meeting - 7:00 pm
13.Board Reports/RequestsDiscussion Item
This is a time when board members can report on board-related activities they have participated in over the last month, share observations and ask questions. I would suggest that if you let me or Mrs. Barkdoll or the other administrators know of questions ahead of time, we can come more prepared to give an answer.
14.General Business of the Board
14.1Consent Items: agenda, transfer of funds between accounts, contracts, bids, open enrollment, items for disposal, personnel (including resignations, transfers, contract amendments/ modifications, recommendations for hire, substitute teachers), out-of-district travel request and early graduation requests.Action Item
(Exhibits #4, #5)
* Agenda* Bids - None at this time. * Contracts -* Forecast 5 (school financial analytics software, would be purchased with PPEL). Mr. Koeppen isrecommending that we purchase at a cost of $9,034.84(Exhibit #4) pg. 16
* Pella Roofing - Insurance has approved the work to be completed at Shellsburg elementary, Tilford elementary and the Middle School for a total of $301,900.* Personnel - Resignations* Cody Robertson - Sophomore Baseball coach - Mr. Robertson has submitted his resignation.* Personnel - Contract Amendment/Modifications* Kelly Williams - from a Class 2/Step 13 to a Class 4/Step 14 ($12.85/hr. in lieu of $11.65/hr.)* Barb Roster - Ms. Roster's contract will be increased from 2.25 hours/day to 3 hours/day.* Dena Stout - Mrs. Stout's contract will be decreased to 2.25 hours/day from 3 hours/day.* Personnel - Recommendation for Transfer - None at this time* Personnel - Hiring(Exhibit #5) pg. 18* Shannon Jontz - Middle School Evening Custodian- Mr. Carolus is recommending that she be hired for this position. Ms. Jontz will be placed at Class 6/Step 20 and will receive $15.48/hr. * Cody Robertson - Head Baseball Coach - Mr. Struve is recommending that he be hired for this position. Mr. Roberson will be placed at Class 1/Step 8and will receive $5,086.00.* Coaching Volunteers* Brandt Corcran - MS & HS Wrestling* Katie Busch - HS Girls Basketball* Personnel - Substitute Teachers * Alberta Slaton - is currently a preschool associate in Shellsburg and has taken the class and earned her substitute authorization license.* Change Order for Bus Barn - Three change orders were presented by Farnsworth Group (architect) for the bus barn project; Cistern Infill $521.31, Surveying fee/Project Management fee $488.07, and not using galvanized embeds credit of $1,458.50.* Equipment Disposal - None at this time* Early Graduation Requests - None at this time."I move we accept the consent items as presented."
14.2 Early Retirement (Exhibit #6)pg. 19 Discussion and
Possible Action Item
The board had an early retirement program in the board policy for many years. Several years ago, the board acted to drop the policy but then adopted a board resolution allowing individuals to participate in a similar program. By using a board resolution versus a board policy, it allows the board the flexibility to offer or not offer on a yearly basis as well as the flexibility in adjusting qualifications (age, years of service, etc.). On an annual basis, the board has considered whether or not to offer a program (although they have done so every year for the last nine years).
There are both pros and cons to offering a program. The pros include having early notice of who will not be returning next fall which allows us to adjust staffing needs in a timely manner. Additionally, as we continue to consider budget reductions and savings, it allows us to consider not filling positions of early retirees or hiring back staff whose contracts are not as expensive.
If the board offers a program with a financial incentive, there are funds in the Management Levy to cover all expenses as long as individuals must be at least age 55 by June 30, 2021.
This is an opportunity for the board to discuss thepossibility of offering an early retirement incentive and request additional information you may want to review. In your board packet, you will find a summary of survey results from local AEA school districts on who is planning to offer early retirement, those who are not and what type of package they offer. A survey of our own staff has not been conduct this school year in regards to early retirement.
The early retirement incentives offered in the past included paying 40% of someone's last year's salary; fouryears ago, the board sweetened the offer to be 45% and paid $60 for unused sick days (certified) and $40 for unused sick days (support staff); two years ago it was sweetened to 50% with $60 for unused sick days (certified) and $40 for unused sick days (support staff).
Based on the what the board has offered in the past, if you offer a program, you may want to: Open the program to both to certified and support staff employees. Open to any full-time employee. (It has only been available to full-time employees in the past.) Is open to anyone who will be age 55 or older prior to June 30, 2021. Include a deadline in January but no board action until February or March.
If the board decides to offer a program, someone would need to introduce a resolution and move for its adoption and include the age (recommend 55), the years of service (recommend minimum of 15) and the stipend (30%/40%/45%/50%) of their last year's regular salary), and whether or not you want to pay for unused sick days (have done$60/day for certified and $40/day for support in the past) - the board would also need to consider if the program is offered to certified staff, non-certified staff, and/or administrative staff and directors and full-time and/or part-time.
It is open for the board's discussion and you can provide administration direction as far as how to proceed. You could direct me to place it as an action item for the December board meeting and you could accept applications through early January and then the board could take action to accept any or all of the applications or you could determine at this time that you do not want to offer it. You could offer one incentive to certified staff and another to non-certified. (In general, there are savings with certified staff but not with non-certified staff.)
No action is necessary at this time and the board may want to collect more data from staff and then decide in December.
If you want to take action, the motion could state, "I present the following resolution including age at 55, 15years of service, and a stipend of XXX% of their last year's regular salary plus a payment of $XX/day for certified and $XX/day for support staff for unused sick leave for all certified staff, non-certified staff, and/or administrative/directors and move for its adoption."Roll call vote.
14.3 Technology Purchase 1:1 Kindergarten & 1stGrade (Exhibit #7)pg. 22Action Item
We are currently at a 1:1 ratio of device to student in grades 2nd through 12th grade. It is recommended by the administrative team we look to purchase additional ipads for grades K and 1st to allow them to be 1:1 as well. This will support students while at school in their work within literacy and math materials, along with positioning ourselves better if remote learning is required. The quote from our Apple representative is $56,100. The funding for these devices would come from the state's one-timeallocation of the Governor's Emergency Education Relief (GEER) funding. These funds are required to be spent on internet service for students or devices for students. V-S was allocated $68,400 of GEER funds. We have been using these funds to pay for our hotspot access points. We have spent $4,158.41 during the first quarter for the hotspots.
o PK-1 IPads that are between new and 4 years oldo 2-5 Chromebooks Are between 1-4 Years Oldo 6-8 Macbook Airs 6th Grade 2 Years old, 7th 3, and 8th 4o 9-12 Macbook Airs 11 and 13 Inch. 9 This year, 10 1 Year old, 11 - 2 Years old and 12th 3 years.o HS and MS also have around 70 PC's for PLTW and Gateway that are in their second year."I move we approve the purchase of the ipads for Kindergarten and 1st grade using GEER funding for the price of $56,100.00."
14.4 School Budget Review Committee Application for Allowable Growth Action Item
Pending your approve, Ms. Barkdoll and I will submit an application for additional allowable growth for increasing enrollment plus funds to cover open enrollment out students who are on the final certified enrollment count but were not on last year's certified enrollment. We are eligible for $179,019.20 for maximum on-time funding for increasing enrollment (25.4 X $7048) plus $51,600 for open enrollment out. We have 32.9 FTE of students who qualify with the open enrollment out (down from 26.2 last year). We will have bills from the receiving districts for these students even though we will not receive funding for the students until next year and we will have expenses in-district to support the education of our new students.
We also have two students we are serving in our English Language Learner program for more than five years. We can apply for .22 weighting and $3101.12.
It will not increase our state funding but will permit us to increase our spending authority.
"I move we approve the application for allowable growth including additional authority for increasing enrollment for $179,019; increases in the number of students who are open enrolled and served for more than 5 years in our ELL for $51600 and $3101.12 for a total of $233,720.40."
14.5 PPEL/LOST ApprovalsAction Item
The expanded administrative team met on Thursday, November 5th to discuss projects for the PPEL and LOST funds. Total costs of all projects not already covered under the previously approved "on going" commitments is ~$455,000. The team is recommending the following projects to be completed:
Transportation
Buildings & Grounds
Technology
Activities
* ¾ ton pickup with snow plow. (~40,000)* Full-sized Van or Suburban to haul kids and tow trailers. (~$40,000)* Wifi for long route buses. (TBD)* Regular allocation of "on-going" commitments will pay for these ($180,000 approved in October)* Replace Hustler mower $21000* ICB vacuum m/s* upgrade ($1,800)* Kaivac garbage carts ($2,000)* 2 water heaters 100 gallon$15000* Kitchen Dish machine replacement$17000* Oven replacement$17000* Classroom asbestos and tile replacement$10000/rm (3 rooms)* Library roof replace$75000* Rebuild retaining wall on east side of building/collapsing MS$15000* Striping Parking lots$2500* Auditorium light upgrade/replacement$20000* Work order system (TBD)* Phone system ($20,000) ~18,000* Security cameras (30,000) -43,730.00* Student computers* Network upgrade* Projector replacements ($20,000)* Special Projectors for common spaces/band room* TV's for announcements* Sound system MS band room* Regular allocation of "on-going" commitments will pay for these ($400,000 approved in October)
* Batter's eye - elevated fencing(insurance) Added to insurance done* Field space (green space)* Softball field fencing upgrade $1500* Fence screens (wraps)$5000* New handicap ramps at Karr Football home bleachers $20000* Floor Gym entrance mats for HS (3) $500/mat
High School
Middle School
Tilford
Shellsburg
* Intercom/Phone/Bell/Digital system (Included with tech)* Pole Banners ($6000)* Begin upgrading classroom student desks/tables/chairs ($15,000 - $20,000)* Concrete replacement main entrance* HS parking lot island removal (TBD)* Hand Dryers ($500/dryer)* Interior doors ($5,800)* Epoxy main floor and entrance $12,000* Replace steps and fix/paint from entrance (TBD)* Mini splits in hallways of building and lunchroom $60,000* Exhaust fans in gym $12,000* LED Ceiling tile and lights $1500 per room (4 rooms)* VS sign in student center $2000* Teacher desks $450 per desk
Ten desks will be purchased
* Window blinds $6500* Remove Sandbox and diggers area on playground, replace with ADA equipment ~ $25000* Outdoor seating replaced near playground - $2500-$5000* Window stickers ~$2500* Upgrade lighting- $165/light* new carpet in office- ~$3,000 (30 sq. ft. free)* Permanent walls in K/pre-K- $6,000* Replace gym doors- $3,000* hand dryers- $6,000* Finish Ceilings- $2,500/3 rooms* Bus Stop/Corner lot ~ $45,000* repair gym mats (already approved)
"I move to approve the items recommended by the expanded administrative team for purchase with the PPEL/LOST funds"
14.6 First Reading for Board Policy 300 SeriesAction Item
Directors Gates, Van Steenhuyse, and Williams have reviewed the 300 series of board policies. Based on our review, we recommend:
*Word change through out of "shall" to "will" and "shall be" to "is".
*Add wording - Administrators will be hired by the board to assist the superintendent in the day-to-day
operations of the school district "and in fulfillment of district goals." as part of Administrator Duties.
*Word changing and add wording - The superintendent is responsible for the implementation and execution of board policy "in fulfillment of district goals" and the observation of board policy by employees and students.
*Add annual family activity pass as a compensation for administrators.
14.7 Proclamation for American Education Week(Exhibit #9)pg. 24Action Item
American Education Week is November 16-20, 2020. The board traditionally makes a proclamation in recognition of the week and the work that our educators do to support our students being successful. We work in conjunction with the VSEA to honor staff throughout the week.
"I move to Proclaim November 16-20, 2020 as American Education Week."
15.Audience comments on any of the preceding items
16.Correspondence Items
* Board Policy 204 Code of Ethics17.Adjournment
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