2018.08.13 - Regular Meeting Minutes

1.

Call to Order
President Sunderman called the meeting to order at 5:00 pm.

2.

Pledge of Allegiance
The Pledge of Allegiance was recited.

3.

Roll Call
The following board members were present: President Sunderman, Vice President Jones, Bond, Meyer and Pulliam.

4.

Audience to Visitors
President Sunderman welcomed all visitors to the meeting.

5.

Approval of Agenda
A motion was made by Jones, seconded by Bond, to amend consent agenda item 8.18 to transfer Courtney Madison to the middle school. Motion carried
5-0.  A motion was made by Bond, seconded by Jones, to approve the agenda as amended.  Motion carried 5-0.

6.

Public hearing on the proposed transfer of property to the City of Clarinda
President Sunderman asked for oral or written objections to the proposed transfer of property; there were no objections.  Mrs. McKinnon did not receive oral or written objections. Public hearing was closed.

7.

Public hearing on the proposed sale of property for $5,000.00 to Dave Stickler
President Sunderman asked for oral or written objections to the proposed transfer of property; there were no objections. Mrs. McKinnon did not receive oral or written objections. Public hearing was closed.

8.

Consider Consent Agenda Items
A motion was made by Bond, seconded by Pulliam, to approve the consent agenda items. Motion carried 5-0.

8. 1.

Approve minutes of the July 9, 2018 special meeting with city council

8. 2.

Approve minutes of the July 9, 2018 regular meeting

8. 3.

Approval of Bills
Director Bond reviewed the bills and found them in order.

8. 4.

Approve Financial Reports

8. 5.

Approval of Open Enrollment Requests

8. 6.

Approve resignation from Kimberly Whitaker assistant softball coach effective with board approval

8. 7.

Approve resignation from Rod Eberly as paraprofessional effective with board approval

8. 8.

Approve recommendation to hire Timothy McMahon as assistant middle school basketball coach

8. 9.

Approve recommendation to hire Danni Samuelson as a paraprofessional

8. 10.

Approve recommendation to hire Rachel Marckmann as a paraprofessional

8. 11.

Approve recommendation to hire Chelsey Engstrand as a paraprofessional

8. 12.

Approve recommendation to hire Lydia Pippert as a paraprofessional

8. 13.

Approve recommendation to hire Jerry (Dane) Byerly as a paraprofessional 

8. 14.

Approve recommendation to hire Cassie Luft as a paraprofessional

8. 15.

Approve recommendation to hire Clarissa Heck as a elementary teacher

8. 16.

Approve recommendation to hire Sara Honnold as a intervention specialist 

8. 17.

Approve transfer of Heidi Bird from At Risk Coordinator to middle school counselor 

8. 18.

Approve transfer of Courtney Madison from high school special education to middle school special education 

9.

Recognition & Reports

9. 1.

Superintendent
Lifetouch is providing food for the technology summit on August 21^st at the high school.  Board members will be there to greet and help serve food to parents and students. Discussions continue with community pre-school programs for the 2019-20 school year. Work continues on the security installation. The district is receiving training for the door and surveillance systems. Mr. Stender is continuing to complete training
from FEMA and participated in training at NWMSU.  Local emergency personnel are meeting with Mr. Stender on August 14^th to tour district facilities and determine what information they need to respond to an emergency. After researching and visiting security professionals and reviewing models, the district will be using SRP (Standard Response Protocol) for emergency operation planning. Harlan currently uses this model because it’s simple and effective; it is the best fit for our district and community. Throughout the year staff will receive training and modifications will be done to meet district needs. Information will be provided to students and parents. Lock down drills in schools will be done. A digital pass system will be incorporated to assist staff and administration in monitoring student activity. A digital registration system will be used to print identification badges for parents and guests as they enter buildings.  K-9 units and local law enforcement will be brought in the first month of school to work on protocol. The TLC team attended a conference August 3^rd. Administration attended SAI Conference on August 8^th and 9^th. Staff professional development begins this week with training including PBIS and Schoologly. Mr. Stender will serve as chair of the Communications and Public Relations Committee for the Clarinda Economic Development Association. Mr. Stender continues to review the option of having a contracted service company manage substitute teachers and paraprofessionals. The district newsletter was released August 6^th. The district has a new Facebook page.

9. 2.

Activities Director Report
Fall activities are in full force. Variety Show will be held again at the high school. Looking for head and assistant softball coaches and bowling coach; working on bowling schedule. Booster Club will oversee home game concession stands. Smith Vending received vending machine bid. Also looking into adding healthy snack vending machines at Middle School & High School. Working on getting 9^th/10^th grade football games.  Towel scrimmage Friday; first cross country meet on 21^st; first home football game on 31^st; first home volleyball September 4^th; and band day is September 29^th.

9. 3.

Food Service
The average attendance in June was 69 and in July was 54 for the summer food program. Received more community donations and support than expected. Julia Harris did a great job with the activities.  Already looking into next year’s program to reach more students. Mrs. DeBolt is grateful for the continued support.

9. 4.

Buildings and Grounds
Mr. Hill is pleased with the quality of security work. One entrance at each site still has old locks for staff to use until new system is complete. Two new classrooms for elementary classes are ready. Equipment and classrooms are set; six rooms have new carpet & paint. Installed new wall mats, painted walls, refinished the floor in gym and removed old intercom system at Garfield. Remodeled High School commons bathrooms. Reseeded football field, painted practice field and refinished gym floor. Worked on gym roof and academic wing roof; moved sheds at the high school.  School board will tour the buildings on August 21^st at 3:30.

9. 5.

Strategic Plan
Chad Wellhausen, Nola Bond and Mr. Stender will be presenting on strategic planning at the IASB conference in November.

9. 6.

Board Correspondence
Meyer – received a positive note from a patron for the bowling and would like to see swimming in PE curriculum.

9. 6. 1.

Activities committee
The activities committee met on Tuesday, July 17 to review changes in activities and plans for the 2018-2019 school year.  There is a new Under Armor agreement. There will be military appreciation at first home football game.

9. 6. 2.

Policy committee
The policy committee met on Tuesday, July 31 to review district policies.

10.

New Business

10. 1.

Consider accepting donation from Farmers Mutual Telephone Company, K & K Graphics, and Jerri Hebert
A motion was made by Bond, seconded by Meyer, to approve and accept the donations from Farmers Mutual Telephone Company of $100 for courtesy device chargers, K&K Graphics of $150 for mentor program and Jerri Hebert of $100 to the football club. Motion carried 5-0.

10. 2.

Consider approving concrete bid to 3D Construction
A motion was made by Jones, seconded by Bond, to approve concrete bid with 3D Construction for $33,895.35. Motion carried 4-1. Sunderman – Nay; Jones – Aye; Bond – Aye; Meyer – Aye; Pulliam – Aye.

10. 3.

Consider approving the 2018-2019 Activities Handbook
A motion was made by Bond, seconded by Pulliam, to approve the 2018-2019 Activities Handbook.  Motion carried 5-0.

10. 4.

Consider approving 2018-2019 Activities Budgets
A motion was made by Jones, seconded by Meyer, to approve the 2018-2019 Activities Budgets. Motion carried 5-0.

10. 5.

Consider approving the transfer of property to the City of Clarinda
WHEREAS, pursuant to notice published as required by law, the Board of Directors of the Clarinda Community School District on the 13th day of August, 2018, held a hearing on the proposal to convey an interest in real property and the extent of objections received from residents or property owners as to said proposed transaction has been fully considered; and, accordingly the following action is now considered to be in the best interests of the District and residents thereof: That the real property described herein shall be conveyed by the District to the City of Clarinda, Iowa for good and valuable consideration. Conveyance by the District shall be by Deed without Warranty. A motion was made by Meyer, seconded by Jones to approve the resolution for the transfer of property to the City of Clarinda. A roll call vote was taken:  Sunderman – Aye; Jones – Aye; Bond – Aye; Meyer – Aye; and Pulliam - Aye. Motion passed 5-0.

10. 6.

Consider approving the sale of property to Dave Stickler
WHEREAS, pursuant to notice published as required by law, the Board of Directors of the Clarinda Community School District on the 13th day of August, 2018, held a hearing on the proposal to convey an interest in real property and the extent of objections received from residents or property owners as to said proposed transaction has been fully considered; and, accordingly the following action is now considered to be in the best interests of the District and residents thereof:  Section 1. That the real property described herein shall be conveyed by the District to Dave Stickler for $5,000.00 and other good and valuable consideration. Conveyance by the District shall be by Deed without Warranty.  A motion was made by Bond, seconded by Meyer to approve the resolution for the sale of property to Dave Stickler for $5000. A roll call vote was taken:  Sunderman – Nay; Jones – Nay; Bond – Aye; Meyer – Aye; and Pulliam - Aye. Motion passed 3-2.

10. 7.

Consider approving 2018-2019 District Goals
A motion was made by Meyer, seconded by Pulliam, to approve the 2018-2019 goals as presented. Motion carried 5-0.

10. 8.

Consider approving first reading of the following policies
A motion was made by Meyer, seconded by Bond to amend 10.8.7, Policy 405.4 to read in third paragraph, “Licensed employees whose contracts will be recommended for termination by the board will receive notice prior to April 30^th.” Motion carried 5-0.
A motion was made by Meyer, seconded by Bond, to approve first reading of the policies listed from 10.8.1 to 10.8.46 as amended.  Motion carried 5-0.

10. 8. 1.

Consider approving first reading of policy 302.2 Superintendent Contract and Contract Nonrenewal

10. 8. 2.

Consider approving first reading of policy 303.3 Administrator Contract and Contract Renewal

10. 8. 3.

Consider approving first reading of policy 400 Role of and Guiding Principles for Employees

10. 8. 4.

Consider approving first reading of policy 401.4 Employee Complaints

10. 8. 5.

Consider approving first reading of policy 403.1 Employee Physical Examinations 

10. 8. 6.

Consider approving first reading of policy 405.2 Licensed Employee Qualifications, Recruitment, Selection

10. 8. 7.

Consider approving first reading of policy 405.4 Licensed Employee Continuing Contracts

10. 8. 8.

Consider approving first reading of policy 405.5 Licensed Employee Work Day

10. 8. 9.

Consider approving first reading of policy 405.6 Licensed Employee Assignment

10. 8. 10.

Consider approving first reading of policy 405.7 Licensed Employee Transfers

10. 8. 11.

Consider approving first reading of policy 405.8 Licensed Employee Evaluation

10. 8. 12.

Consider approving first reading of policy 405.9 Licensed Employee Probationary Status

10. 8. 13.

Consider approving first reading of policy 406.1 Licensed Employee Compensation

10. 8. 14.

Consider approving first reading of policy 406.2 Licensed Employee Salary Schedule Advancement

10. 8. 15.

Consider approving first reading of policy 406.3 Licensed Employee Continued Education Credit

10. 8. 16.

Consider approving first reading of policy 406.4 Licensed Employee Compensation for Extra Duty

10. 8. 17.

Consider approving first reading of policy 406.5 Licensed Employee Group Insurance Benefits

10. 8. 18.

Consider approving first reading of policy 406.6 Licensed Employee Tax Shelter Programs

10. 8. 19.

Consider approving first reading of policy 407.5 Licensed Employee Reduction in Force

10. 8. 20.

Consider approving first reading of policy 408.1 Licensed Employee Professional Development

10. 8. 21.

Consider approving first reading of policy 409.1 Licensed Employee Professional Development

10. 8. 22.

Consider approving first reading of policy 409.2 Licensed Employee Personal Illness Leave

10. 8. 23.

Consider approving first reading of policy 409.3 Licensed Employee Family and Medical Leave

10. 8. 24.

Consider approving first reading of policy 409.4 Licensed Employee Bereavement Leave

10. 8. 25.

Consider approving first reading of policy 409.8 Licensed Employee Unpaid Leave

10. 8. 26.

Consider approving first reading of policy 410.1 Substitute Teachers

10. 8. 27.

Consider approving first reading of policy 411.1 Classified Employee Defined

10. 8. 28.

Consider approving first reading of policy 411.4 Classified Employee Licensing/Certification

10. 8. 29.

Consider approving first reading of policy 412.4 Classified Employee Tax Shelter Programs

10. 8. 30.

Consider approving first reading of policy 414.1 Classified Employee Vacations - Holidays - Personal Leave

10. 8. 31.

Consider approving first reading of policy 414.4 Classified Employee Vacations Bereavement Leave

10. 8. 32.

Consider approving first reading of policy 706.1 Payroll Periods

10. 8. 33.

Consider approving first reading of policy 706.2 Payroll Deductions

10. 8. 34.

Consider approving first reading of policy 507.9 Wellness Policy

10. 8. 35.

Consider approving first reading of policy 506.1 Education Records Access

10. 8. 36.

Consider approving first reading of policy 506.1E1 Request of Nonparent for Examination or Copies of Education Records

10. 8. 37.

Consider approving first reading of policy 506.1E2 Request of Authorization for Release of Education Records

10. 8. 38.

Consider approving first reading of policy 506.1E3 Request for Hearing on Correction of Education Records

10. 8. 39.

Consider approving first reading of policy 506.1E4 Request for Examination of Education Records

10. 8. 40.

Consider approving first reading of policy 506.1E5 Notification of Transfer of Education Records

10. 8. 41.

Consider approving first reading of policy 506.1E6 Letter to Parent Regarding Receipt of a Subpoena

10. 8. 42.

Consider approving first reading of policy 506.1E7 Juvenile Justice Agency Information Sharing Agreement

10. 8. 43.

Consider approving first reading of policy 506.1R1 Use of Education Records Regulation

10. 8. 44.

Consider approving first reading of policy 506.2 Student Directory Information

10. 8. 45.

Consider approving first reading of policy 506.2E1 Authorization for Releasing Student Directory Information

10. 8. 46.

Consider approving first reading of policy 506.2R1 Use of Directory Information

10. 9.

Consider exempt session to discuss strategy in matters relating to employment conditions of employees not covered by a collective bargaining agreement as provided by Iowa Code section 21.9
The board entered into exempt session at 7:16 pm to discuss strategy in matters relating to employment conditions of employees not covered by a collective bargaining agreement as provided by Iowa Code section 21.9

The board came out of exempt session at 7:56 pm.

10. 10.

Consider closed session to discuss records required or authorized by state or federal law to be kept confidential as provided by Iowa Code Section 21.5(1)(a) and to evaluate the professional competency of an individual whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individual’s reputation and that individual requests a closed session as provided by Iowa Code Section 21.5(1)(i)

A motion was made by Jones, seconded by Meyer, to approve going into a closed session discuss records required or authorized by state or federal law to be kept confidential as provided by Iowa Code Section 21.5(1)(a) and to evaluate the professional competency of an individual whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individual’s reputation and that individual requests a closed session as provided by Iowa Code Section 21.5(1)(i)

The motioned carried 5-0 and the Board entered closed session at 7:59pm.

President Sunderman declared the Board back in open session at 10:27 pm.

11.

Meeting Announcements:

11. 1.

New Staff Breakfast on Wednesday, August 15, 2018 at 8:00 a.m. at central office

11. 2.

All Staff Breakfast on Monday, August 20, 2018 at 7:30 a.m. at the high school commons

11. 3.

Technology Summit on Tuesday, August 21, 2018 at 6:00 p.m. at the high school

11. 4.

Our next regular meeting is on Monday, September 10, 2018 at 5:00 p.m. in the Board Room at McKinley

11. 5.

Iowa Association of School Boards 73rd Annual Convention, November 14-16, 2018 at the Iowa Events Center in Des Moines
Please contact Nancy by September 28, 2018 if you would plan to attend.

12.

Adjournment
A motion was made by Meyer, seconded by Bond, to adjourn the meeting at 10:28 pm.  Motion carried 5-0.

Darin Sunderman                   Nancy Fulk-McKinnon
Board President                      Board Secretary