2020.11.11 - Regular Meeting Agenda

Clarinda Community School District

Regular Meeting

Wednesday, November 11, 2020 at 4:00 PM

McKinley Central Office and Zoom (Link found on district website under Menu – District Office – Zoom Link)


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. Open Hearing on Continuation of Instructional Support Levy

Board President states, “At this time we will hold the public hearing on the resolution of the Continuation of the Instructional Support Levy. Is there anyone present who wants to voice or present an oral or written objection to continue the Instructional Support Levy?” Following a pause to allow anyone to voice their opinion, he will turn to the board secretary and ask, “Do we have any written objections that have been previously filed to continue the Instructional Support Levy?” After the board secretary presents any written objections, the president closes the meeting by stating “I now declare the public hearing closed.”


7. Organizational Meeting

The board secretary will start the process for the organization of the school board.

              7.1 Election of Officers

               The school board will elect a President and a Vice President who shall hold office until November 2021.

             7.1.1 President

                      The board secretary calls for nominations; nominations need not seconded. The board will vote on                                     the nominations and the board secretary will announce the results of the vote and will administer the oath of office to the newly elected president and the newly elected president will assume the chair.                     

                        7.1.2. Vice President

                                   The president calls for nominations; nominations need not be seconded. The board will vote on    the nominations and the president will announce the results and administer the oath of office.                                

7.2 Determination of Dates, Times, and Locations for Regular Board Meetings.


Currently the district meets the second and fourth Wednesdays of each month at 4:00 p.m. in the board room at McKinley. Please remember, that with appropriate notice, the school board can meet as needed to conduct school business.


School board meetings be held on the second and fourth (exception of July and December) Wednesdays of each month at 4:00 p.m. in the McKinley board room.


            7.3 Approve Treasurer’s Report FY20


                        Mr. Pedersen has prepared the Treasurer’s Report FY20 for board review.


                        Approve the Treasurer’s Report FY20 as prepared and presented.


7.4 Approve Bank Depositories


Districts are required to identify financial institutions to be depositories of the Clarinda Community School District funds in conformance with all applicable provisions of Iowa code Chapters 452 and 453 (1993) as amended by 1984 Iowa Acts, S.F. 2220. We list all the banks in Clarinda, but we primarily use PCSB because of the interest rates they have provided. We have also used Wells Fargo (ISJIT), which is a group organization that pools money from many districts in the state allowing them to sometimes offer high inters rates on any money invested. By listing all of the banks, Mr. Pedersen is able to secure the highest interest rates. This will be a roll call vote.


Adopt a resolution that Clarinda Community School District of Clarinda, IA in Page County, IA approves the following list of financial institutions to be depositories of the Clarinda Community School Districts funds in conformance with all applicable provisions of Iowa code Chapters 452 and 453 (1993) as amended by 1984 Iowa Acts, S.F. 2220. The business manager, board secretary, and board treasurer is hereby authorized to deposit Clarinda Community School funds in amounts not to exceed the maximum approved for each respective financial institution as set out. Administration recommends approval of the attached list of financial institutions as depositories of Clarinda Community School Funds.


7.5 Approve Access to Clarinda Community School District Financial and Portfolio Accounts


      Approving this agenda item annually maintains clear authorization and governance over who can access school district bank accounts and financial portfolios. The  

      School Board President, Business Manager, and Superintendent shall have access to view district bank accounts and financial portfolios. This is an added measure of



      Approve authorizing the School Board President, Business Manager, and Superintendent to have access to view district bank accounts and financial portfolios. 


7.6 Approve Official Newspaper


      As required by law, the school board annually designates the official newspaper for the district. The Clarinda Herald Journal has been the designated newspaper to post

      notices and official business of the district.


Approve designating the Clarinda Herald Journal as the district’s official newspaper for the 2020-2021 school year.


            7.7 Approve the 2020-2021 Reimbursement Schedule


                  The school board annually approves the reimbursement schedule for authorized travel expenses incurred for business conducted by and for the district.


                  Approve the 2020-2021 reimbursement schedule.


            7.8 Committee Assignments

                  The practice has been for the president to appoint people to serve on various committees. This can be handled in three ways. The president can appoint members

                  based on members’ interest; members can express interest and discuss roles at the board meeting; or the president can just appoint. The board may want to spend time

                  thinking about the committees and assigning them at the next board meeting. If you have committee preference, please contact Mrs. Bergman and she will start tracking



                  7.8.1. Finance

                            Two members will serve. In the past, a member has physically reviewed each of the bills and made recommendations for approval. The school board receives

    the bill listing which has all of the bills identified and serves the purpose of review and approval. This committee reviews budgets and those items that

    impact the budget (i.e. preliminary vetting).

                  7.8.2. Facilities

                            Two members will serve. This committee meets and reviews facility and capital outlay plans.

                  7.8.3. Policy

                            Two members will serve. The committee reviews 1/3 of the policy manual and any new policies the district has each year. We are required by law to review policies every five years but we have stayed on a three year rotation. The committee meets periodically throughout the year and makes recommendations to the board.

                  7.8.4. School Improvement

                            Two members serve. The SIAC committee is charged with gathering community insight and feedback. SIAC will meet throughout the year to

     communicate all state requirements in school improvement efforts.

                  7.8.5. Activities

                            Two members serve. The role of this committee is to review concerns, issues, and requests that impact district activities. This committee meets as deemed


                  7.8.6. Technology

                            Two members serve. The role of this committee is to work with the district technology committee while reviewing and planning for technology needs that

     support instruction and student achievement. This committee meets periodically throughout the year.

                  7.8.7. Legislative Action Network

                            One member serves. The designated member serves as the Legislative liaison to receive and share legislative information with the board. In addition, the board

    member attends the IASB Delegate Assembly to discuss and plan legislative priorities.

                  7.8.8. Page County Conference Board

                            One member serves. The member meets with other city and school representatives to help set salaries for county employees and typically meet

    once a year.


8. 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.

            8.1 Approve Minutes of the October 28, 2020 Joint Meeting with City Council

            8.2 Approve Minutes of the October 28, 2020 Regular Meeting

            8.3 Approve Bills

8.4 Approve Special Education Contracts

The school board has contracts available to approve for Iowa special education students who are served by the Clarinda Academy and the district.  The resident district of any Iowa student who receives special education services is responsible for the education costs regardless as to where the student is served. The board will be approving contracts with districts who have students at the Academy or attending Clarinda High School.  Each time an Iowa special education student enrolls at the Academy or in the district a new contract with the resident district needs to be approved by the board.  Please see the attached roster that is recommended for approval as a uniform item under the consent agenda.  

8.5 Approve Recommendations to Hire for 2020-2021 School Year

                        Administration is requesting to hire for the 2020-2021 school year. Please accept the following recommendations for hire to meet district staffing needs:

                        Deitrich Engstrand as a paraprofessional

                        Katie Kendall as a paraprofessional

                        Mackenize Clark as a fifth grade teacher


9. Recognition and Reports

The President will call for recognition and reports as identified on the agenda.

            9.1 Financial Reports - (Financial Report - Nutrition Report)

                        Mr. Pedersen will give his report.

            9.2 Superintendent

                        Mrs. Bergman will give her report.

            9.3 Board Correspondence


10. New Business

10.1 Consider Approving SBRC Application for Maximum Modified Supplemental



Due to enrollment changes, open in and out enrollment changes, the district can seek authority from the SBRC for $114,896 as modified supplemental funds.


            Approve maximum modified supplemental funding of $114,896 for increased enrollment and open enrollment out.


10.2 Consider Adopting the Resolution for Continuation of the Instructional  Support Levy


The Instructional Support Levy is set to expire on June 30, 2021 and it is necessary to renew this for another five years to financially support the district and students. This is provided in Sections 257.18 through 257.21 of the Iowa Code. A notice in the newspaper was published and the hearing was set.



Approve adopting the resolution for continuation of the Instruction Support Levy.


10.3 Consider Approving the Amendment on the Agreement Between Green Hills AEA and Clarinda Community School District for Additional Days for the

        School-Based Interventionist


The district is needing additional days of service for the School-Based Interventionist to assistant the district’s students for the 2020-2021 school year.


Approve the amendment on the agreement between Green Hills AEA and Clarinda Community School District for additional days for the School-Based Interventionist.


10.4 Consider Approving the Process to Purchase a Bus for the 2021-2022 School Year


In the effort to keep our bus fleet well maintained, it is being requested to approval the purchase of one new route bus for the 2021-2022 school year. This would replace a 2005 bus which would be traded-in. Once the bids are received, administration will bring a recommendation to award the purchase. PPEL funds will be used to support this expenditure (bus estimate is $120,000 – this includes seat belts now).


            Approve the process to purchase a bus for the 2021-2022 school year.


            10.5 Consider Approving the Donation of a Bandsaw


The Industrial Technology class is in need of new of a second bandsaw. Jeff McCall would like to donate his to the program.


            Approve the donation of a bandsaw for the Industrial Technology class from Jeff McCall.


            10.6 Consider Approving Heat Pump Replacement at Garfield


            A heat pump in room 118 at Garfield failed and the compressor shorted out. The unit was installed in 1997 and is original to the building. It is recommended to replace it.

            Two bids were received from Wallin Plumbing and Heating ($11,286.44) and Trane $16,111.00).


            Approve the bid from Wallin Plumbing and Heating for $11,286.44 to replace the heat pump at Garfield Elementary.


10.7 Consider Approving the Snow Removal Bid for the 1180 S. 16th Street Location


            The bid proposal was published and one bid was received. It is being recommended to accept the bid of Degase Home Improvement for $75 an hour to remove snow at the

1180 S. 16th Street parking lot.



            Approve the snow removal bid from Degase Home Improvement of $75 an hour for the 1180 S. 16th Street location.


10.8 Consider Approving the 2020-2021 Region 13 RPP Consortium Grant Application


            This grant promotes career and college readiness through thoughtful career guidance and purposeful academic and technical planning practices; and high-quality, integrated
and technical education programming. This grant will provide students the opportunity to access a spectrum of high-quality work-based learning experiences through
with a work-based learning intermediary network and all students equitable access to programs and encourage the participation of underrepresented student
            populations in 
career and technical education programming.


            Approve the 2020-2021 Region 13 RPP Consortium Grant Application.


            10.9 Consider Approving the DECAT/CPPC Grant


            Clarinda Community School District has been awarded a Community Networking Grant in the amount of $3,750.00 from the Fremont – Page – Taylor Decategorization &
Board to support the School Based After School At-Risk Tutoring Program.


            Approve the DECAT/CPPC Grant for $3750.00 for the School Based After School At-Risk Tutoring Program.


            10.10 Consider Canceling the Second Meeting on Wednesday, November 25 and having a Work Session on Monday, November 23


Due to Thanksgiving being the day after the second meeting, it has been suggested that the November 25 meeting be canceled and a work session be held Monday, November 23 at 4:00 pm. The next regular meeting would be December 9, 2020.


            Approve canceling the second November board meeting on November 25, 2020 and have a Work Session on Monday, November 23.  


            10.11 Consider Approving Hiring an Assistant Bowling Coach


This is the third year for the bowling program and it continues to grow. Currently there is only a head coach for 35 plus athletes. In order for the students to continue to excel and learn, there is a need for an assistant coach.


            Approve hiring an assistant bowling coach.


11. Meeting Announcements:

Please note the schedule of meetings.

            9.1 Our next regular meeting is on Wednesday, December 9, 2020 at 4:00 p.m. in the Boardroom at McKinley and via Zoom.  


12. Adjournment

The President will call for a motion and a second to adjourn the meeting.