July 10, 2017 - Regular Session

Unified School District #377 Board of Education

USD #377 Administrative Building

306 Main Street, Effingham, KS 66023    

(913) 833-5050 / FAX (913) 833-5210

 


377 DISTRICT MISSION - A community school district founded on student achievement through academic excellence and educational opportunity to ensure personal success.

377 DISTRICT VISION - To become a model rural community school district.

377 DISTRICT MANTRA - We are Atchison County, Champions of Excellence and Opportunity.

377 FIVE PILLARS - Community - Excellence - Opportunity - Success - Integrity

 


 

JULY REGULAR SESSION - ORGANIZATIONAL MEETING

Monday, July 10, 2017,  6:30 P.M.

6:30 PM    Call the Meeting to Order

(A) – Action Item(s)        (D) – Discussion Item

 



1.00   MEETING OPENING



1.01   CALL TO ORDER – MR. MARTIN, 2016-2017 President of the Board (A)

1.02   APPROVAL OF THE AGENDA (A)

RECOMMENDATION:  MOVE TO APPROVE THE JULY 10, 2017 AGENDA AS PRESENTED OR AMENDED


 


2.0    HEARING OF AUDIENCE

Speakers are encouraged to register by calling the Clerk of the Board at (913) 833‐5050 by 2:00 PM on the day of the meeting. Speakers may also register at the BOE meeting site, prior to the beginning of the meeting.



Hearing of Audience Rules:

  • Presentations shall not exceed 5 minutes.

  • Subjects, other than policy issues, will generally be referred to the administration.

  • Comments shall be limited to issues and not refer to personalities.

  • Presentations must be in good taste befitting the occasion and the dignity of the board meeting.

  • When addressing the board, please be reminded that matters of a personal nature which, by their nature, identify an individual are prohibited by federal law in public discussion. Please assist us in protecting the privacy rights of students and staff.

Other Notes

The Board President shall be responsible for recognizing any speaker, maintaining proper order, and adhering to the set time limit.  The President may interrupt or terminate an individual’s statement if it is disruptive, not germane to the business or activities of the Board, or in violation of Kansas Statutes regarding meetings or activities of the Board.

The Board President may deny any individual speaking privileges if previous conduct of the individual has indicated that the orderly conduct of a meeting may be threatened by that person’s appearance.  The President has the option to stop the proceedings and poll the Board to determine if a speaker may continue.

During an open session, the Board shall not hear personal attacks, or rude or defamatory remarks of any kind about any employee or student of the School District or any person connected with the School District. The Board will also not accept public comments containing vulgar or obscene language.  Any individual wishing to make a complaint about school personnel shall submit the complaint in writing to the Superintendent.  If the complaint involves the Superintendent it shall be submitted in writing to the President of the Board.

 



3.00   ELECTIONS AND APPOINTMENTS

Organize board and elect president, vice-president, designate clerk, deputy clerk, treasurer, and school attorney.  (K.S.A. 72-8201 et seq.; 72-8202c; 72-8202d; 10-1117; 79-2934; 10-116; 10-801 et seq.; 12-105a; 12-1056)


3.01    ELECTION OF 2017-2018 BOARD PRESIDENT (A)

Purpose:  The Board will elect the 2017-2018 President as outlined by Kansas Statute 72-8202a.  (Jeff Martin served as President for 2016-2017.)

Notes - It takes four favorable votes to elect a president.  If the board is unable to elect a president, they should elect a vice president.  If a vice president is elected, that person will preside until a president has been elected.  If the board is unable to elect a president and a vice president, KASB recommends assigning a pro tempore president each meeting, starting alphabetically.  

Recommendation:  To nominate and elect a 2017-2018 Board of Education President.


3.02   ELECTION OF 2017-2018 BOARD VICE-PRESIDENT (A)

Purpose:  The Board will elect the 2017-2018 Vice-President as outlined by Kansas Statute 72-8202a.  (Tana Hoffman served as Vice-President for 2016-2017.)

Recommendation:To nominate and elect a 2017-2018 Board of Education Vice-President.


3.03   APPOINT 2017-2018 CLERK, DEPUTY CLERK, AND TREASURER (A)

Purpose:  The Board will appoint the Clerk, Deputy Clerk and Treasurer as outlined by Kansas Statute 72-8202c and Kansas Statue 72-8202d.

RECOMMENDATION: TO APPOINT FOR THE 2017-2018 SCHOOL YEAR

  • Mrs. Megan Gracey, Board Clerk;

  • Mrs. Kathy Enzbrenner, Deputy Clerk;

  • Mr. Steve Caplinger, Treasurer of the Board of Education.


3.04      APPOINT 2017-2018 SCHOOL ATTORNEY (A)

Purpose:  To appoint the 2017-2018 School Attorney.  Mr. Mears has submitted a proposal to the board with the 2017-2018 rates of $150 per hour for services rendered, which changed from $140 per hour in 2016-2017.

RECOMMENDATION:  TO APPOINT MR. LARRY MEARS AS SCHOOL ATTORNEY FOR THE 2017-2018 SCHOOL YEAR

Supporting Documents



4.0    CONSENT AGENDA (A)

NOTE – These items represent matters which the Board may approve without detailed discussion. Any item on the Consent Agenda may be removed for separate discussion as an Action Item upon request by the Superintendent or any board member. The Board has received supporting information on all items prior to action on the Consent Agenda.  Extra lines are added at the end of the consent agenda list to note the removed items in the minutes.



RECOMMENDATION:  TO APPROVE CONSENT AGENDA AS PRESENTED OR AMENDED


4.01  Approval of BOE Meeting Minutes…………………..............................…..............…..…......Insert 4.01

4.02  Approval of Activity Reports, Bills & Claims, Petty Cash Reports…………….……………Insert 4.02

4.03  Approval of Treasurer’s Report…………………………………………………………..………..Insert 4.03

4.04 Acceptance of Gifts and Grants……………………………………………………………....…...Insert 4.04

4.06  Approval of Out-of-district school attendance and transportation applications…..….....Insert 4.06


4.0800  Consent Continued - Approval of Various Appointments/Designations


4.0801  Designated Insurance/Risk Management Consultant..............................…..……………. Tom McGuire, CBIZ

4.0802  Designate District Health Insurance Representative....................……………….………………..... Mrs. Gracey

4.0803  Designate District KPERS Agent …………………….......................……………………………...... Mrs. Gracey

4.0804  Designate District Purchasing Agent...........................................…………………………………..... Dr. Gaddis

4.0805  Food Service Program Rep................................................................…………………….. Mrs. Theresa Cattrell

4.0806  Designate Authorized Rep to Apply for / Process Federal Funds………………… Mrs. Gracey, Dr. Gaddis

4.0807 Compliance Coordinator for Federal Anti-Discrimination Law Title VI.....………….....Dr. Gaddis/Mr. Snyder

4.0808 Compliance Coordinator for Federal Anti-Discrimination Law Title VII…………….…Dr. Gaddis/Mr. Snyder

4.0809  Compliance Coordinator for Federal Anti-Discrimination Law Title IX .……………....Dr. Gaddis/Mr. Snyder

4.0810  Compliance Coordinator for Section 504 of the Americans with Disabilities Act (ADA)…………….…

                                                                                                                                                       Dr. Gaddis/Mr. Snyder


4.0900 Consent - Resolutions


4.0901 Establishment of School Term 1,116 Hours…………………………………………………...….Resolution 2017-1

4.0902 Use of Signature Stamps…………………..………………………………………………….……..Resolution 2017-2

4.0903 Rescind Policy Statements for 2016-2017..……………………………………………………….Resolution 2017-3

4.0904 Authorization to Make Advance Payments..………………………………………..…………….Resolution 2017-4

4.0905 Establishment of Elementary Activity Fund..…………………………………………………….Resolution 2017-5

4.0906 Establishment of Junior-Senior High Activity Fund..……...……………………….……….….Resolution 2017-6

4.0907 Adopt the Annual Waiver of Requirements for GAAP Resolution…………………………...Resolution 2017-7

4.0908 Establishment of Home Rule Authority…....…………………………………………………..….Resolution 2017-8

4.0909 Establishment of Regular Meeting Dates....…………………………………………………..….Resolution 2017-9

4.0910 Establishment of Mileage Reimbursement Rate.………………….………………………..….Resolution 2017-10

4.0911 Establishment of Substitute Teacher Pay Rate...………………….….…………….………….Resolution 2017-11

4.0912 Annual Asbestos Declaration…………………....…………………..………………….………...Resolution 2017-12

4.0913 Designation of Freedom of Information Officer….………………….……………….……..….Resolution 2017-13

4.0914 Designation of Custodian of Records…………....………………….………………….…....….Resolution 2017-14

4.0915 Designation of Official School Newspaper……....………………….…………………….…....Resolution 2017-15

4.0916 Establish Petty Cash Accounts and designate individuals responsible K.S.A. 72-8208.

Establishment of District Office Petty Cash ……..……………..…….…………...………..….Resolution 2017-17

  • District Office $1,500; Responsible - Superintendent

Establishment of Elementary Petty Cash.…………….…………..….……………..……….….Resolution 2017-18

  • Elementary $750; Responsible - Elementary Principal

Establishment of JSH Petty Cash.…………….……………………...……………………..…….Resolution 2017-19

  • Junior/Senior High - $750; Responsible – Junior/Senior High Principal

4.0920 Designation of Inclement Weather Makeup Days..….…….………...…………………..…….Resolution 2017-20

4.0921 Designation of Attendance Officers……..…………….……….……...……………………..….Resolution 2017-21

4.0922 Designation of District Hearing Officer….…………….…….……….……………………..…...Resolution 2017-22

4.0923 Designation of District Coordinator for Homeless Children……….…...………………..….Resolution 2017-23

4.0924  Hearing Officer for Free/Reduced Meal Application Appeals.................………..……......Resolution 2017-24

4.0925  District Hearing Officer for Free Textbooks ………………................………………….........Resolution 2017-25

4.0926 Establishment of Meal Allowance Policy (Policy GAN_R)...................……………….........Resolution 2017-26

4.0927 Disposal of surplus property…………………………………………………………………..…..Resolution 2017-27

4.0928 Disallow pledging of first and second mortgages for security of deposit of district funds……...

4.0929 Designated Depository of Funds: Exchange National Bank & Trust……………………………...


4.1000  Review and Accept Organizational Documents


4.1001  Organizational Chart ...........................................................................……………………….…........Insert 4.1001

4.1002  Annual FERPA Notice to Parents............................................................……….…………..............Insert 4.1002

4.1003  Review immunization policies. K.S.A. 72-5208 et seq..................................….…………....…......Insert 4.1003

2017-2018 School Immunization FAQ Document (.pdf)

2017-2018 School Immunization Requirement Cheat Sheet English

4.1004  Review graduation requirements. QPA Regulations 91-31-35.....................……………………….Insert 4.1004

4.1005  Review district insurance schedule...............................................................…………………........Insert 4.1005

4.1006  Use of Facility Policy KG......................................................................…………………………........Insert 4.1006

4.1007  Unencumbered Cash Balances Report …………………………………………………………………Insert 4.1007

4.1008  Bank Signature Card Authorizations………………..…………………………………………………...Insert 4.1008

4.1009  District Tax Exempt Certificate (valid through 10/01/2020)..........................………………............Insert 4.1009


4.1100  Accept Correspondences and Reports


4.1103 Keystone Availability of Services Notice…...………………………..……….………………..………..Insert 4.1103

4.1104 Keystone BOD Minutes 06/21/17…………………………………………………………………...……...Insert 4.1104

4.1105 Title I Allocations 2017-2018…………………………………………..…...………………………...…….Insert 4.1105


4.1200  Other Consent Approvals


4.1202  Greenbush Virtual Partnership MOU………………………………………….……….….…..............Insert 4.1202

4.1203 Personnel Report.........................................................................................……………………........Insert 4.1203

4.1204 Juvenile Justice MOU…………..……………………………………………………………………….….Insert 4.1204

4.1205 Extraordinary Needs Fund Application……………………………………………...………………......Insert 4.1205

4.1206 Transportation Compliance Review 16-17……………………………………………………………….Insert 4.1206

 

RECOMMENDATION:  MOVE TO APPROVE THE CONSENT AGENDA AS PRESENTED OR AMENDED



5.0 MORE ORGANIZATIONAL ACTION ITEMS



5.01    APPOINT BOARD MEMBER REPRESENTATIVES…………………………….………………….

Purpose:  For the board to approve board member committee and to appointments/liaisons.

Comments:   The following are committee and organization appointments including assignments from 2017-2018.

Keystone Learning Services Board Rep....................................................…………………....................Barb Chapman 

Keystone Learning Services Board Alternate............................................…..…………….........................Nancy Keith

Insurance Committee (2).......................................................................……………......... Steve Meeks, Tana Hoffman

Negotiations Team (2)....................................................................................………………....Jeff Martin & Greg Smith

KASB Government Relations (1).............................................................................…………….….......... Tana Hoffman

Classified Salary (2)..........................................................................…………………... Steve Meeks, Stephanie Moore

Centennial Scholarship....................................................................................................………………….... Greg Smith

  • Centennial is to help make choices for scholarships. In order to serve, you may not have any relatives who are candidates for the scholarship.

Centennial Scholarship Alternate................................................................……………………….............Barb Chapman

ACCHS Alumni Foundation (2 Year Appt.).............................................................……………………….........Jeff Martin

  • Alumni foundation is more of liaison position. There is not a whole lot of work just a couple meetings at most

ACCHS Alumni Foundation – alternate.................................................................…………………………....Nancy Keith

Schools for Quality Education Board Rep……………………………...…………………………………….......Nancy Keith

 

RECOMMENDATION:  TO APPROVE BOARD MEMBER COMMITTEE ASSIGNMENTS AND APPOINTMENTS AS PRESENTED.



6.0    LEADERSHIP REPORTS (D)



6.01 Board Clerk

6.02 Superintendent’s Report

6.03 Keystone Update

(Note - Principals are not on duty during the month of July)



7.0  OLD BUSINESS



7.01   SUMMER PROJECT UPDATE (D)

Purpose:  To review progress on the summer projects

Comments:  All projects are on schedule.

  • Tuck point/waterseal will start about July 17 done by the end of July.  Warranty is 1 yr, it is the standard.  
  • Handrails are being installed to comply with OCR review.
  • Press box painting, outstanding requisition for $750.  

7.02   Insurance Claim on Building (A)

Purpose: To review and approve the insurance claims and the repair for the damage to buildings

Comments:  We received the insurance claims for the damages from the storm earlier this spring. We have a deductible of $10,000.  The actual claim value for all damages comes to $11,212.41, so the payment from insurance will be $1,212.41.  Once the work has been completed we will be reimbursed the depreciation value of $904.93. Total cost to the district for all repairs will be around $9,100.

 

RECOMMENDATION: To approve the insurance claim and approve to have all repairs completed.

 

Other related Documents:               Insurance Report


7.03 KASB Policy Updates (A)

Purpose: To review and adopt the policy updates as presented by KASB

Background:  Yearly KASB issues policy updates to comply with changes in both State and Federal laws.  This is the second reading of the policies.  These policies account for changes at the federal level with the Title Grant programs as well as changes to requirments dealing with wellness. 

RECOMMENDATION:  To approve all KASB policy updates with discussion on update to employee handbook language. 

Other related materials:          KASB Policy Updates


7.04   Approval of Contracts for Concurrent Class Teachers (A)

Purpose:  To approve entering into a contract with Paul English for reimbursement for cost of taking classes to teach concurrent courses.

Background:  At the last BOE meeting, Paul English had not entered into an agreement for reimbursement for his necessary courses to continue teaching concurrent courses.  His program is unique and allows him to become eligible to teach both of the course we currently offer with just one plan of study. However, it does have more of a cost.  His terms are similar to what has been agreed upon for transition to teaching  participants in the past.  

Recommendation:  To enter into a contract with Paul English for reimbursement of costs for taking classes to teach concurrent courses according to the agreed upon terms.

Other Related Documents:

Reimbursement terms

Plan of Study



8.0  NEW BUSINESS



8.01 Resolution for local option budget (D/A)

Purpose: To discuss a resolution to increase the  local option budget authority to 33%

Comments:  During the Extraordinary needs fund hearing, it was suggested that the district look into increasing the local option budget authority to 33%. The district would not levy all 33% every year but would be able to if needed.  The 3% increase could produce an additional $160,000. 

Other Related Documents:         Senate Bill 19 Information


8.02 BUDGET 2017-2018 UPDATE (D/A)

KSDE will not be releasing the budget tool until the end of July.  At this point, Mrs Gracey is thinking we will need to have the budget hearing on August 21 to make the August 25 deadline. We will need to publish the budget in the paper no later than August 9 to hold the hearing.  

Recommendation: To hold the 2017-18 Budget hearing at 6:15pm onMonday, August 21.

Recommendation: To amend the scheduled August board meeting date from August 14 to Monday August 21 at 6:30pm. 


8.03 HANDBOOK APPROVALS (A)

Purpose:  To approve district and building level handbooks for the 2017-2018 school year.

Comments:  Handbooks submitted for review and adoption are:

Recommendation:  To approve the ES Faculty HB, JSH Faculty HB, Curriculum HB, Parent/Student HB and Activity HB


8.04  REPLACE CLASSROOM DOOR KNOBS AT JSH (A)

Purpose:  Review and accept bid for replacement of door knobs at JSH

Comments:  To remain in compliance, classroom door knobs must be changed to a lever style knob.  This was part of the OCR review that was conducted previously.

Recommendation:  To accept the bid from L&L Construction for the amount of $17,500 to replace the classroom door knobs at the JSH. 

Other related documents:

Bid for classroom door knob replacement

Voluntary plan for compliance


8.05    REPLACING ROOFS ON BUS GARAGE & PRESS BOX (A)

Purpose:  To approve getting bids to replace the roofs on the bus garage and press box.

Comments: Both roofs are in need of replacement. Estimated cost is $23,500 for Bus Garage and $6,000 for press box.

Recommendation:  To let bids for the replacement of the roof on the Bus Garage and the Press Box.


8.06   USA/Kansas Professional Learning Network (A)

Purpose:  To approve joining the USA/Kansas Professional Learning Network

Comments:  The USA/Kansas Professional Learning Network allows district to pay an upfront fee to any professional development they offer during the school year of membership.  The fee is based off of student enrollment, for us it is $1250.  This also allows provides reduced dues ($100) for administrators to join the organization, one registration to annual conference ($250) and free registration to professional learning activities for any staff member.

Recommendation:  To approve joining the USA/Kansas Professional Learning Network.

Other Related Materials:                 Informational packet


8.04     BOE Luncheon on 8/14 (D)

Purpose:  Plan the BOE Luncheon on 8/14

Comments:  I have been informed that in the past the BOE provided lunch for all employees on the first contract day of the year.  If this is a tradition that the BOE wants to continue, it will be held on 8/14.



9.0  EXECUTIVE SESSIONS



 

EXECUTIVE SESSION – NEGOTIATIONS (A)

Recommendation (15 minutes):  Move to go into executive session to discuss negotiations in order to protect the public interest in negotiating a fair and equitable contract pursuant to the KOMA and the open meeting will resume in this room at_______.

 

EXECUTIVE SESSION – PERSONNEL (A)

Recommendation (10minutes):  Move to go into executive session to discuss personnel matters pursuant to the non-elected personnel exception under KOMA and the open meeting will resume in this room at_______.



10.0 OTHER



10.01    Action Following Executive Session



11.0 ADJOURNMENT    



                 

Advanced Agenda:

Board Work Session July 17 at 6:30 p.m.

 

Budget Hearing: 6:15 p.m. August 21

   a)    Adoption of Budget

Regular Session: 6:30 p.m.

 

Approve Remaining Handbooks

Approve Substitute Teacher List       

Out-of-district student requests

Preliminary enrollment figures