INDEPENDENT SCHOOL DISTRICT #912 MILACA, MINNESOTA 56353 Tuesday, January 19, 2016      6:30 p.m. High School Media Center

 

REORGANIZATIONAL AND REGULAR BOARD MEETING

           

I.    CALL TO ORDER REORGANIZATIONAL AND REGULAR SCHOOL BOARD MEETING AND PLEDGE OF ALLEGIANCE –Chairperson, Jeff Larson

 

 

II.            ROLL CALL - CLERK   Those present:                        Those absent:

Voting Rotation: Aimee Struffert, Bryan Rensenbrink, Todd Quaintance, Sarah Ploeger, Brandon Baker, Jeff Larson, Jere Day

 

 

III.            APPROVAL OF AGENDA

 

 

 

IV.            PUBLIC FORUM – 6:40 PM

Open forum is a specific time set aside during School Board Meetings for members of the public to communicate to the board, even if they are not on the agenda. To participate in the open forum, please sign in on the clipboard before the meeting is called to order.

Guidelines for the open forum:

- When your name is called, please stand. Remember to state your name, address and the organization you represent. Please limit your comments to five minutes, with a maximum of 15 minutes per topic. These limitations are needed to run a timely and orderly board meeting.

- Most information about students is also private under Minnesota law. The Board cannot allow public discussion of information that could identify individual students.

- Personnel matters should not be discussed because most of those issues are private under Minnesota law. If you have a concern with a district staff member, try to resolve the issue with the individual. If you cannot resolve the issue, follow the district's chain of command.

- The School Board is eager to listen to your remarks; however, Board Members are not able to debate issues that arise during the open forum. The forum is an opportunity for the citizens to speak and the board to listen. Items brought before the Board through the Public Forum may be answered immediately if the information is known, or referred either to the Administration or to a Board Committee for further study.  If issues presented at Public Forum need further Board action and are unrelated to the current meeting agenda, the item will be placed on a future agenda for action.

- We urge participants in the forum to model civil, respectful speech on topics appropriate for the forum.  Thank you so much for your willingness to present your thoughts and questions to us. (See School District Policy 206 Public Participation in School Board Meetings for further information.  This policy, in its entirety, can be found under Policies on the School District Web site.)

 

V.            REPRESENTATIVE SONDRA ERICKSON



VI.            REORGANIZATION OF SCHOOL BOARD

 

A.   Election of School Board Officers

Chairperson (The new chair will preside over the meeting once he/she is elected)

Vice Chairperson

Clerk

Treasurer

 

2015 Officers:

Chairperson: Jeff Larson

Vice Chairperson: Todd Quaintance

Clerk: Aimee Struffert

Treasurer: Brandon Baker

 

Discussion

The election has, according to Robert’s Rules of Order, been done by ballot. The result of whom you vote for is part of the public record. Nominations are in order followed by the ballot vote.

B.   Board Compensation and Expenses

Last year the board member meeting compensation was set at $50.00 for meetings under 4 hours and set at $75.00 for meeting in excess of 4 hours per day with no annual pay for officers.

 

Discussion

A motion is in order to approve the rate of pay at…..

 

C.   Designate Official Newspaper

In the past, the Mille Lacs County Times has been designated as the newspaper for all official school business. A summary of board minutes has been published in the Mille Lacs County Times each month after the board meeting. The official minutes are approved at the next regular school board meeting.

 

Discussion

A motion is in order naming Mille Lacs County Times as the official newspaper.

 

D.   Designate School Attorney

The firm of Kennedy-Graven has been legal counsel for the district.

 

Discussion

A motion is in order to approve ________________________ as legal counsel for the district.

 

E.    Resolution Authorizing Superintendent/Business Manager to Sign Purchase Agreements for 2016

MN §123B.52, Subd. 2 permits the board to pass a resolution authorizing the Superintendent and the Business Manager to sign purchase orders and certain contracts. Otherwise, all orders would have to be signed by the Board Officers. It is recommended by administration that the following resolution be passed:

 

“The Board of Education for Independent School District #912 hereby authorizes the Superintendent of Schools and the Business Manager to sign contracts and purchase orders for goods and services contained within the board approved budget. Nevertheless, specific board authorization and compliance with bid requirements are required for transactions in amounts greater than the minimum amount for which bids are required.”

 

Discussion

Administration recommends adopting the Resolution Authorizing Superintendent/Business Manager to Sign Purchase Agreements for 2016.

A motion is in order to adopt the resolution Authorizing Superintendent/Business Manager to Sign Purchase Agreements for 2016.

 

F.    Designate First National Bank as Local Depository for School Funds and Minnesota School District Liquid Asset, MN Trust/PMA, and Wells Fargo as Secondary Depository.

 

Discussion

A motion is in order to designate First National Bank as the local depository for school funds and Minnesota School District Liquid Asset, MN Trust/PMA, and Wells Fargo as secondary depository.

 

G.      Authorize Transfer of Funds for 2016

Administration requests the approval of the following individuals to be given the authority to transfer funds as listed below:

1. Authority to transfer MSDLAF Plus Funds and MN Trust/PMA funds:

    Business Manager

    Bookkeeper

    Superintendent

 

2. Authority to transfer funds between local banks:

    Business Manager

    Bookkeeper

    Superintendent

    School Board Chair

    School Board Treasurer

    School Board Clerk

 

Discussion

Administration recommends approving the listed individuals be given the authority to transfer funds for 2016.

A motion is in order to approve the listed individuals be given the authority to transfer funds for 2016.

 

H.      Approval of Agenda Format/Consent Agenda for Board Meetings

Please review the agenda and the consent agenda format.

 

Discussion

A motion is in order to adopt the agenda and consent agenda format.

 

I.      Committee Assignments

The Board Chair has the right to assign committee members. The following are the present committees the board has established as standing committees. Please express your preferences to the Chair.

 

 

 

 

Committee Name				2016 Committee Members
a.		Building and Grounds (3)
b.		Budget Committee		Committee of the Whole Board
c.		Negotiations Committee (3)
i.			Teacher Negotiations
ii.			Clerical and Dist. Office
iii.			Paraeducators
iv.			Food Service
v.			Custodial
vi.			Administration, Activity Director, Business Manager, Technology, Supt., Food Service Manager, Facility Manager, Principals, Community Ed Director
d		Transportation Committee (2)
e.		Superintendent Evaluation (3)
f.		Policy Committee (3)
g.		Teacher Meet and Confer (2)
h.		Health Insurance Committee (2)
i.		Teacher Development and Evaluation Committee (2)
Rep. to Board / Agencies				2016 Representative
a.	Legislative Report (1 and an alternative)
b.	MN State High School League (1)
c.	ECMECC (Cable TV) (2)
d.	Economic Development (1)
e.	Community Education (2)
f.	Calendar Committee (2)
G	ALC Rep (2)
h.	Wellness (2)
i.	E Team/Safety/Drug Free (3)
l.	Rum River Special Ed Co-op (1)

 

 

 

 

J.      Schedule Regular Board Meeting Dates

You have established the third Monday of each month at 6:30 pm as your official meeting date and time. Here is a tentative meeting calendar.

 

 

Discussion

A motion is in order to set the regular board meeting dates for the
			(1st, 2nd, 3rd, 4th)		(Day)
of the month at
	(time, a.m./p.m.)

 

K.      Rescheduling of Board Meetings

If on the day of a Board Meeting school is canceled, released early or evening activities are canceled due to a situation beyond our control, such as bad weather, the Board Meeting will be postponed and held at the same time and location the following evening.

 

Discussion

A motion is in order to approve postponing Board Meetings scheduled on days that school is canceled, released early, or when evening activities are canceled, or has a late start, to the next day at the same place and same time.

 

L.      Resolution Authorizing Use of Facsimile Signatures for 2016

The district is required to authorize the use of facsimile signatures for purposes of conducting financial affairs. The following resolution is recommended:

 

BE IT RESOLVED BY INDEPENDENT SCHOOL DISTRICT #912 as follows:

 

1. Pursuant to MS §47.41, the School Board of Independent School District #912 and the Chairperson, Clerk, and Treasurer thereof, who are authorized to sign checks, drafts, vouchers, or any others from public funds, hereby authorize the school district depository banks to honor any such instrument bearing facsimile signature of and to charge the same on the account on which drawn as fully as though the same bore the manually written signature of such officers.

 

2. Pursuant to MN §47.42, the School Board of Independent School District #912 approves the use of facsimile signatures and shall insure the depositors against the loss of any public funds withdrawn upon unauthorized use of such facsimile signature and the officers or other personnel shall not be personally liable for loss, if any, resulting from the use of any facsimile signature unless the loss occurs by reason of his/her own wrongful act.

 

3. The Clerk is hereby authorized and directed to furnish the school district depository with a copy of this resolution and the school district officers and said depositories are hereby authorized and directed to make the necessary arrangements for the use of facsimile signatures hereafter.

 

Discussion

Administration recommends adopting the Resolution Authorizing Use of Facsimile Signatures for 2016.

A motion is in order to adopt Resolution Authorizing Use of Facsimile Signatures for 2016.

 

M.      Resolution Authorizing Administration to Develop Specifications to Solicit Bids for 2016

MN §123B.52 states that prior to accepting bids on items in excess of statute limits the board shall advertise in designated newspaper. The following is a resolution which would authorize administration to develop specifications and solicit bids for board review of those items approved by the board in the budget.

 

“The Board of Education for Independent School District #912 hereby authorizes the administration to develop specifications and solicit bids on items which need, by statute limit, to be bid. This authorization is limited to items having been approved in the budget process. The board retains authority to review all bids and accept or reject any or all bids based on that review.”

 

Discussion

Administration recommends adopting the Resolution Authorizing Administration to Develop Specifications to Solicit Bids for 2016.

A motion is in order to adopt Resolution Authorizing Administration to Develop Specifications to Solicit Bids for 2016.

 

N.      Mileage Reimbursement Rate

IRS Mileage Reimbursement Rate has decreased to .54 cents per mile.

 

Discussion

Administration recommends following IRS calculated decrease in mileage reimbursement to .54 cents per mile.

A motion is in order to approve IRS calculated decrease of .54 cents per mile reimbursement.

 

 

VII.            COMMITTEE REPORTS

1. Committee of the Whole Board, January 6

2. Calendar Committee, January 6

3. Committee of the Whole Board, January 14-15 (MSBA Meeting)

 

VIII.            APPROVAL OF THE CONSENT AGENDA

The consent agenda is used for those items on the agenda that usually do not require discussion or explanation as to the reason for board action.  At the request of any individual school board member, an item shall be removed from the consent agenda and placed on the regular agenda for discussion.

 

A.   Approval of Minutes (See Enclosure #1 on the web site)

Minutes of the Regular December 21, 2015 Meeting

 

B.   Approval of Bills (See Enclosure #2 on the web site)

- Checks
- Wires

C.   Approval of Wire Transfers Listed Below:

 

PMA transfers to First National Checking:

12/14/15      $662,000.00

12/22/15      $488,000.00

12/29/15      $600,000.00

 

D.   Personnel Items

 

1. New Positions

a. Hire Megan Sjodin, Paraprofessional, Mon., Wed., Fri., 7:45 a.m. – 3:00 p.m., Tues. & Thurs. 7:45 a.m. – 11:00 a.m., 26.75 hours/week, $10.70/hour, effective January 4, 2016

 

2. Change in Assignment or Replacement

a. Hire Melisa Dmytrochenko, Paraprofessional (replacing Cassandra Wredberg), 8:30 a.m. – 2:45 p.m., 28.75 hours/week, $10.70/hour, effective January 4, 2016

   b. Change in hours for Coryann Bockoven, Paraprofessional, Monday 11:00 a.m.- 3:00 p.m., Tuesday – Thursday 8:00 a.m. – 3:00 p.m., Friday 11:00 a.m. – 3:00 p.m., 27.5 hours total (was previously 30 hours total), $11.24/hour, effective January 4, 2016

c. Change in hours for Linda Moyer, Food Service, 8:45 a.m. – 1:45 p.m., 25 hours week (was previously 11.25 hours/week), $15.14/hour, effective January 4, 2016

d. Change in hours for Candice Nelson, Food Service, 11:00 a.m. – 1:45 p.m., 13.75 hours week (was previously 11.25 hours/week), $15.14/hour, effective January 4, 2016

e. Hire Cory Pederson, Head Boys Golf Coach (replaces Doug Reetz), $3,931, effective March 21, 2016

f. Approve the Notice of Assignment for Candice Nelson, Food Server, 2.75 hours/day, not to exceed 14 or more hours per week, $15.14/hour, effective January 4, 2016

 

3. Resignations / Retirements / Seasonal Layoff / Termination:

a. Accept the resignation of Cassandra Wredberg, Paraprofessional, effective January 4, 2015

b. Accept the resignation of Cathryn Anderson, Paraprofessional, effective January 15, 2016

c. Accept the retirement of Jerry Westphal, Activities Director, effective June 30, 2016. Thank you Jerry for 31 years of service to Milaca Public Schools.

d. Accept the resignation of Wendy Hakes-Anderson, Assistant Track Coach (half time), effective January 11, 2016

 

4. Staff Leave Requests

a. Approve maternity leave for Sarah Ranweiler, First Grade Teacher, effective approximately April 20, 2016 through the end of the 2015-2016 school year

b. Approve maternity leave for Lesley Toth, Paraprofessional, effective approximately April 21, 2016 through the end of the 2015-2016 school year

 

5. Lane Changes

a. Allie Klaphake, BA+10 to BA+30, $39,636.50

b. Martin Garber, MA to MA+10, $63,149.50

c. Kurt Kragt, MA to MA+10, $63,149.50

d. Ronda Elnes-Schepper, BA+10 to MA, $55,435 (Contingent upon receiving official college transcripts)

 

E.         Approval of the Overnight Trip Request for Jr. High Marching Band to Valleyfair, June 18-19, 2016

There will be 150 students and 15 chaperones on this trip. The band will perform at the Rogers Parade on June 18, stay at the Becker Community Center overnight and perform at Valleyfair on June 19. The total cost of this trip is $4,000, which will be paid by fundraising. The out-of-pocket cost for students is $20 each.

 

F.             Approval of the Overnight Trip Request for the 7th Grade Band Trip to Duluth, April 29-30, 2016

There will be 72 students and 5 chaperones on this trip. The band will perform at Braham and UMD. The students will tour Duluth and Jay Cook state park. They will spend the night at the Evan Lutheran Church. The total cost of this trip is $3,000, which is paid by fundraising, with the exception of $150 for a substitute teacher, which is paid by the district. The out-of-pocket cost for students is $30 each.

 

Discussion

A motion is in order to approve the consent agenda.

 

 

IX.            PRINCIPALS/DIRECTORS/COORDINATORS REPORT

 

1. High School Principal

1. Scotland Trip (Audrey French)

2. 2016-17 Registration

 

2. Elementary Principal

1. Summer School

2. Birth – Grade 2 Work Group

 

3. Activities Director

1. Addition of Grade 7 Girls Basketball Coach

 

4. Community Education Director

1. ECFE Promotion

 

5. Director of Student Achievement

 

 

6. Business Manager Report

1. Financial Picture of the District (Enclosure #3)

 

 

 

X. ITEMS ON WHICH BOARD DISCUSSION AND ACTION IS REQUESTED

 

A.   Approval of Treasurer’s Report (Enclosure #4)

 

Discussion

A motion is in order to approve the Treasurer’s Report.

 

B.         Approval of the 2016-2017 Agreement with Technology Information Education Services (TIES) for Synergy Student Information System Subscription, $24,047 (Enclosure #5)
This item was tabled at the December 21, 2015 board meeting.

 

Discussion
A motion is in order to approve the agreement with Technology Information Education Services (TIES) for Synergy Student Information System subscription.

 

C.         Approve Hiring an Additional Grade 7 Girls Basketball Coach
Based on participation levels, the Activities Director is recommending the hire of an additional Grade 7 Girls Basketball Coach.

 

Discussion
A motion is in order to approve hiring an additional Grade 7 Girls Basketball Coach.

 

XI.            ITEMS OF INFORMATION AND/OR DISCUSSION ONLY

 

 

A.   Enrollment

2014-2015
	Sept. 2014	Oct. 2014	Nov. 2014	Dec. 2014	Jan. 2015	Feb. 2015	March 2015	April 2015	May 2015	June 2015
EC	39	63	64	69	70	72	73	74	74
K	148	148	149	147	147	147	147	149	150
1	144	144	143	141	141	141	141	142	143
2	152	156	158	157	154	152	153	153	152
3	141	140	142	140	141	140	140	142	142
4	163	163	164	163	162	161	161	162	160
5	124	124	124	123	121	121	121	123	124
6	141	142	142	142	141	139	138	137	137
Sub Total K-6	1013	1017	1022	1013	1007	1001	1001	1008	1008
7	149	150	150	148	147	146	145	143	142
8	141	139	140	139	139	139	138	137	138
9	143	144	141	141	142	141	142	140	139
10	138	138	137	137	137	136	134	136	137
11	131	130	130	128	130	131	129	129	127
12	164	166	167	165	164	165	165	164	163
Sub Total 7-12	866	867	865	858	859	858	853	849	846
TOTAL K-12	1879	1884	1887	1871	1866	1859	1854	1857	1854
	Sept. 2014	Oct. 2014	Nov. 2014	Dec. 2014	Jan. 2015	Feb. 2015	March 2015	April 2015	May 2015	June 2015
Home School Student’s (families)	14	51	51	52	53	55	56	56	60
(students)	31	121	121	123	130	133	134	134	139
Com Christian	62	62	62	62	62	62	62	62	62
Pre K	14	14	14	14	14	14	14	14	14
Faith Christian		31	32	34	34	34	34	35	35
ALC Only	28	26	24	26	23	19	18	25	20
ALC After School	13	12	22	19	20	21	22	24	21
ALC Part Time	4	4	4	2	2	6	6	10	8
ALC total enroll.	45	42	50	47	45	46	46	59	49
2015-2016
	Sept. 2015	Oct. 2015	Nov. 2015	Dec. 2015	Jan. 2016	Feb. 2016	March 2016	April 2016	May 2016	June 2016
EC	27	68	70	68	71
K	109	108	108	109	109
1	143	143	144	146	145
2	143	142	142	142	141
3	149	149	149	153	153
4	139	136	136	135	133
5	165	164	163	163	162
6	123	123	121	122	125
Sub Total K-6	971	965	963	970	968
7	141	141	140	142	140
8	140	140	139	139	142
9	139	138	139	140	137
10	142	139	137	136	138
11	140	139	137	128	133
12	130	129	127	125	125
Sub Total 7-12	832	826	819	810	815
TOTAL K-12	1803	1791	1782	1780	1783
	Sept. 2015	Oct. 2015	Nov. 2015	Dec. 2015	Jan. 2016	Feb. 2016	March 2016	April 2016	May 2016	June 2016
Home School Student’s (families)	22	62	66	66	68
(students)	48	146	140	140	143
Com Christian	68	68	67	67	68
Pre K	8	8	8	7	8
Faith Christian	31	31	29	29	28
ALC Only	20	28	25	31	35
ALC After School	36	32	29	27	19
ALC/MHS	4	6	6	5	5
ALC Part Time	1	2	2	2	2
ALC total enroll.	61	68	62	65	61

 

 

XII.            SUPERINTENDENT AND BOARD MEMBER ITEMS

 

A.   Superintendent Report

1. Project Calendar

2. MSBA Conference Summary

3. Other

 

 

B.   Board Member Items

 

C.   Student Activities (See Enclosure #6 on the web site)

 

XIII.            MOTION TO ADJOURN MEETING

 

 

MILACA SCHOOL DISTRICT MISSION STATEMENT

 

Improving learning through accountability and engagement.

 

 

MILACA SCHOOL BOARD PRIORITIES

 

1. Accountable to our stakeholders.

2. Improving learning for all students and stakeholders.

3. Engaging all student and community members equally.

 

Our stakeholders include students, parents, teachers, employees,
community residents, taxpayers, business partners and vendors.