Clarinda Community School District
Regular Meeting
Wednesday, January 27, 2021 at 4:00 PM
McKinley Central Office and Zoom (Link found on district website under Menu – District Office – Zoom Link)
Agenda
1. Call to Order
The President will call the meeting to order using the gavel if necessary. The President will request those with communication devices to either turn them off or place them on silent mode. This may be a good time to introduce any special guests.
1. A binder labeled Public Copy of Board Materials and containing board meeting materials is available for public review at the table at the side of the room.
2. A sign-in sheet is located at the table at the side of the room. All guests are asked to sign it to show attendance.
3. Meeting agendas are available for the public at the table at the side of the room.
4. Meeting agendas, materials, and minutes are also available on the district web page.
2. Pledge of Allegiance
The President will ask the members and audience to face the flag for the Pledge of Allegiance.
3. Roll Call
The President will ask for roll call.
4. Audience to Visitors
The President will ask the audience if they have any comments on the items on the agenda. This gives the public the opportunity to comment on agenda items prior to Board decisions/actions. Each community member wanting to comment to the board will be granted two minutes to speak. Please be prepared to give your name and address. The Board will listen to public comment and in accordance with district policy 213 and direct questions to the superintendent or the appropriate staff.
5. Approval of Agenda
If members have items to be added to the agenda, now is the time. If you have items that you want removed from the agenda, or removed from the Consent Agenda for discussion, make the request at this time. The President will call for a motion and second to approve the agenda.
6. Consider Consent Agenda Items
The President will ask for a motion to accept the Consent Agenda as presented or amended. With a motion and a second, the President will call for the vote.
6.1 Approve Minutes of the January 13, 2021 Regular Meeting
6.2 Approve Bills
6.3 Approve Open Enrollment Requests for 2021-2022 School Year
In accordance with Iowa Code, administration recommends approving the open Enrollment requests. These requests are for the 2021-2022 school year.
Open Enrollment into the district 2021-2022: 2 South Page, first grade (Cheylynn Gilbreath) and fourth grade (Cabria Gilbreath)
Open Enrollment out of the district 2021-2022: 1 CAM, ninth grade (Sydney Johnson)
6.4 Approve Recommendation for Resignation. Please accept the following resignations:
Kaitlin Allen as Co-Head Volleyball Coach, effective 2021-2022 school year
Courtney Ridnour as paraprofessional, effective February 5, 2021
7. Recognition and Reports
The President will call for recognition and reports as identified on the agenda.
7.1 Financial Reports
Mr. Pedersen will give his report.
7.2 Superintendent
Mrs. Bergman will give her report.
7.3 Board Correspondence
8. New Business
8.1 Consider Approving Authorization to Submit a Request to the SBRC in amount of $45,712.70 for Administration Cost for the Clarinda Academy for 2021-2022
School Year
ACTION
This amount helps to cover the cost of administration work completed by CCSD administrators for Clarinda Academy for state reporting.
RECOMMENDATION
Approve authorization to submit a request to the SBRC in amount of $45,712.70 for administration cost for the Clarinda Academy for 2021-2022 school year.
8.2 Consider Approving the Second and Final Reading of the 500 Series of Policy
ACTION
The policy committee and various staff members have reviewed the 500 series and recommend the approval of edits on some policies and maintaining the rest. The edits are marked in the attached policies.
501.3R1 Attendance Cooperation Process
501.5 Attendance Center Assignment
501.7 Student Transfers Out or Withdrawals
501.8 Student Attendance Records
501.9 Student Absences – Excused
501.9E1 Request for Remote Learning Form
501.10 Truancy – Unexcused Absences
501.11 Student Release During School Hours
501.11E1 Junior-Senior Open/Off Campus Rules
501.14 Open Enrollment Transfers – Procedures as a Sending District
501.15 Homeless Children and Youth
502.2 Care of School Property/Vandalism
502.4 Student Complaints and Grievances
502.7 Smoking – Drinking – Drugs
502.8R1 Search and Seizure Regulation
502.8E1 Search and Seizure Checklist
502.8R3 Use of Dogs to Search School Property
502.9 Interviews of Students by Outside Agencies
502.11 Use of Video Cameras on School Property
503.3R1 Student Fee Waiver and Reduction Procedures
503.3E1 Standard Fee Waiver Application
504.3R1 Student Publications Code
504.6 Student Activity Program
505.1 Student Progress Reports and Conferences
505.2 Student Promotion – Retention – Acceleration
505.3 Student Honors and Awards
505.8 Parent and Family Engagement
506.1 Education Records Access
506.1R1 Use of Education Records Regulation
506.1E1 Request of Nonparent for Examination or Copies of Education Records
506.1E2 Authorization for Release of Education Records
506.1E3 Request for Hearing on Correction of Education Records
506.1E4 Request for Examination of Education Records
506.1E5 Notification of Transfer of Education Records
506.1E6 Letter to Parent Regarding Receipt of a Subpoena
506.1E7 Juvenile Justice Agency Information Sharing Agreement
506.2 Student Directory Information
506.2R1 Use of Directory Information
506.2E1 Authorization for Releasing Student Directory Information
506.4 Student Library Circulating Records
507.1 Student Health and Immunization Certificates
507.2 Administration of Medication to Students
507.2E1 Authorization Asthma or Airway Constructing Medication Self-Administration Consent Form
507.3 Communicable Diseases – Students
507.4 Student Illness or Injury at School
507.5 Emergency Plans and Drills
507.7 Custody and Parental Rights
507.8 Student Special Health Services
507.8R1 Special Health Services Regulation
508.1 Class or Student Group Gifts
RECOMMENDATION
Approve the second and final reading of the 500 Series of Policy.
8.3 Consider Approving IASB Policy Primer
ACTION
Recently, the State Board of Education approved changes proposed by the Department of Education to administrative rules related to physical restraint and seclusion of
students. 281 Iowa Administrative Code Chapter 103 has been substantially changed and the language of this chapter has been rewritten in its entirety. These changes take
effect January 20, 2021. IASB recommends the addition of new policy. The policy committee has reviewed and recommends 503.6, 503.6R1, 503.6E1, 503.6E2, and
503.6E3.
503.6 Physical Restraint and Seclusion of Students
503.6R1 Physical Restraint and Seclusion of Students Regulation
503.6E1 Use of Physical Restraint and/or Seclusion Documentation Form
503.6E2 Debriefing Letter to Guardian of Student Involved in an Occurrence Where Physical Restraint and/or Seclusion was Used
503.6E3 Debriefing Meeting Document
RECOMMENDATION
Approve the first reading of the policy primers, 503.6, 503.6R1, 503.6E1, 503.6E2, and 503.6E3.
8.4 Consider Approving a Bus Bid from School Bus Sales Co. for $105,274 for a 2022 Blue Bird Bus
ACTION
This bus is a 65 passenger diesel bus that will be used as a route bus. A 2005 spare route bus will be traded-in. This was the only bid that was received.
RECOMMENDATION
Approve the bus bid from School Bus Sales Co. for $105,274 for a 2022 65 passenger Blue Bird bus.
8.5 Consider Approving OPN Architects Contract
ACTION
OPN Architects is the proposed architect firm to help the district move forward with the student programming and remodeling of the 1180 South 16th building.
RECOMMENDATION
Approve OPN Architects contract for $100,000, subject to legal counsel.
8.6 Consider Approving Story Construction as the Construction Manger
ACTION
After interviewing three companies for a construction manager, the facilities team is recommending Story Construction in Ames.
Contract
RECOMMENDATION
Approve Story Construction as the construction manager subject to legal counsel.
8.7 Consider Approving Purchasing Four New Ovens for the Kitchens
ACTION
Due to the circumstances of the year, the Food Service department is operating on a high balance. Given the nutrition fund is an enterprise fund, it is not intended to carry a
balance of more than three months operating cost. The fund is currently sitting around that if not higher at month end and Joyce has projected us to be about four times our
monthly operating cost by year end. We are encouraged to put this money back into the program; Joyce and Traci would like to update some of the kitchen equipment. They
have created a priority list with new ovens being priority number one at both kitchens.
RECOMMENDATION
Approve purchasing four new ovens for the food service kitchens from Douglas Equipment for $32,007.92.
8.8 Consider Approving Estimate Invoice from JMC for Student Data Program
ACTION
JMC is the district’s student data program. The contract is renewed each year based on the number of students enrolled on the 45th day of school. This quote is an estimate
based on the number of students currently enrolled; this enrollment number more than likely will change.
RECOMMENDATION
Approve JMC estimate for district student data program for 2021-2022 school year.
8.9 Consider Approving Greenhills AEA Contract for ERate Services
ACTION
David Fringer of Greenhills AEA assists school districts on receiving ERate funding. Mr. Fringer will meet with district staff to determine district needs, keep the district
apprised of new ERate rules and funding, and submit ERate district forms.
RECOMMENDATION
Approve Greenhills AEA contract for ERate services.
8.10 Consider going into closed session to discuss the purchase or sale of a particular real estate, but only when premature disclosure could be reasonably expected
to increase the price the board would have to pay for the property or in case of a sale reduce the price the board could receive for the property per Iowa Code
21.5(1)(j)
ACTION
Under Iowa Code, Chapter 21.5, the reason for holding a closed session must be announced and entered in the minutes. A roll call vote must be taken, and the minutes
must show how each member voted on closing the session.
RECOMMENDATION
A board member moved that it holds a closed session to discuss the purchase or sale of a particular real estate, but only when premature disclosure could be reasonably
expected to increase the price the board would have to pay for the property or in case of a sale reduce the price the board could receive for the property per Iowa Code
21.5(1)(j)
8.11 Consider any necessary action as a result of the closed session
9. Meeting Announcements:
Please note the schedule of meetings.
9.1 Our next regular meeting is on Wednesday, February 10, 2021 at 4:00 p.m. in the Boardroom at McKinley and via Zoom.
10. Adjournment
The President will call for a motion and a second to adjourn the meeting.
