July 9, 2018 at 8:00 PM - Board of Education Regular Meeting

Rationale: 

1.  Review monthly bills using the EMeetings Software.

2.  Review all credit card transactions for the month.

3.  Finance Committee Members Sign-off on review of monthly bills, credit card transactions, and district fund balances.

4.  Approve superintendent's expenses (credit card transactions, mileage, cell phone reimbursement).

5.  Account Structure Change Process Update-Hilary

6.  Activity Fund Balance & Estimated Transfer Required Before End of Business Year-$20,000 transfer from the General Fund to the Activity Fund will likely be required to "zero out" the account balance.  Currently, it has a negative balance of $14,600.  $15,000 was budgeted for transfers from GF to Activity Fund, but this increase of $5,000 in transfers to the Activity Fund will not cause you to exceed your total budgeted transfers. This transfer will be made at the "Second August Board Meeting".

7.  Depreciation Fund Transfer-The Finance Committee discussed making an "end of the year transfer" from the General Fund to the Depreciation Fund to prepare for a possible bus purchase during the 2018-19 school year and to help build up funds for the computer refresh that will occur every third year.  There is also a high jump mat that should be replaced during the 2018-19 school year. This transfer will be made at the "Second August Board Meeting".  $213,769 was budgeted for transfers from the General Fund to the Depreciation Fund.  $59,396.74 has been transferred thus far.  Up to $154,372.26 would be eligible for transfer to the Depreciation Fund without exceeding the budgeted amount.

8.  Lunch Fund Balance Review & Payment from Opaa!-The final payment request from Opaa! was made to cover the July payroll costs.  After this payment, the company will no longer provide a guarantee.  Therefore, the superintendent will plan to budget for transfers to the Lunch Fund from the General Fund, while hoping that the company can increase revenue in this program and avoid transfers during the 2018-19 Budget Cycle.  The whole board will need to review the decision about whether or not to continue with a Food Service Management Company midway (December) through the 2018-19 Budget Cycle.

9.  Bus Grant Opportunity-The superintendent is meeting with a bus salesperson to start the grant process for a propane powered bus offered through the NDEQ on July 11th.

10.  NDEQ Used Tire Grant-The superintendent is pursuing a grant opportunity in conjunction with NDEQ to attempt to be reimbursed for a portion (25%) of the cost of the track installation from the summer of 2015. 

11.  Finance Report During Board Meeting-The whole board discussed having a member of the Finance Committee Report out to the whole board each month, rather than having the superintendent do this.

 

Rationale:  The old distance learning desk is taking up space.  Maintenance and the tech department would ask that the board declare the item as surplus for immediate sale or disposal.  (Photo Attached)

Rationale: 

Members of the Public, 

This is the portion of the board meeting when we invite anyone in attendance to address the board of education. If you would like to speak to the board regarding any of the items on tonight's agenda or a public concern, now is your opportunity to do so.  Please review the orange sheet (found on the visitors' chairs) of paper that contains the guidelines for public participation.  If you wish to speak to the board at this time, please let me know.  "Would anyone like to address the board at this time?"

 

AFTER THE PERSON(S) INDICATE(S) THEY WISH TO SPEAK

1.  Please stand and state your name?

2.  What topic will you be speaking on?

3.  Are there others in the room who wish to speak to the same topic? (If so, ask that they be recognized so that 30 minutes of time for public comment can be apportioned as per the policy-5 minutes per person).

4.  Optional-"Please understand that public comment is your opportunity to speak to the board and present your concerns, thoughts, feelings, ideas, and observations.  Members of the board are happy to hear from members of the public, but the board will not engage in conversation or dialogue with you during public comment."

4.  "You'll have approximately 5 minutes to address the board, as we allow 5 minutes per person and a total of 30 minutes for public comment.  You may begin when you are ready?"

 

 

 

Rationale:  The board approved the first reading of the policies to be included in the "2018 Annual Policy Update" at the June Board Meeting and agreed to the following options for the following 4 policies.

#2002 "Organization of Board"-Flip a coin to break the tie for the presidency.

#3040 "School Safety & Security"-Memorials MAY be allowed with the final approval of the board of education and after going through the process outlined in the policy. 

#4013 "Grievance Procedure"-The grievance procedure is part of the school district's "Negotiated Agreement".  The board will negotiate the language of policy #4013 with the LEA this fall during the negotiations process.

#5062 "Lice & Nits"-Student cannot return to school if they still have nits.  

A final copy of the policies, including the changes for three (#2002, #3040, & #5062) of the four policies is attached to this agenda item.  #4013 has been removed, as it will be negotiated with the LEA during the negotiations process this fall.

If the board approves these policies in the update on second reading at the July Board Meeting, they will become board policy.

Rationale:  After retiring the bond on the elementary building, we were advised to make a motion to transfer the remaining bond funds provided through the county treasurer's office each year, until the remaining bond fund proceeds stopped coming from the county treasurer and to simply deposit those bond fund proceeds into the general fund.  Those funds have ceased being sent to the school.  The purpose of this motion is to make a record of the amount of bond fund proceeds that were deposited into the general fund throughout the course of the 2017-18 fiscal year.

Documentation of transfers for the 2017-18 budget cycle is attached.

Rationale:  In conjunction with the recently adopted extra curricular random drug testing policy, the administration solicited bids from companies that could provide the testing service for the 2018-19 school year.  The lone bid that was received is attached.  The administration would recommend securing the services of Sport Safe for the 2018-19 school year.

The cost will be $30 per test.  The administration intends to conduct at least 27 random tests.  Total projected cost of $810.  Additional testing costs available are outlined in the bid document.

Rationale:  At the June Board Meeting, the Ravenna Board of Education completed a survey instrument to identify growth areas for the board over the course of the upcoming school year.  After identifying those targeted areas of improvement, they will develop an action plan to address them.

This agenda item is to provide them with an opportunity to discuss the next steps in this process.

Rationale:  1.  Summer Projects Update:
Special Systems (Fire Alarm, PA, & Bells)-Have been working diligently and making good progress.  Substantial Completion July 20th.

HVAC-Going slow.  Equipment has been delivered.  Technicians have not been on site.

Playground Equipment-Construction started on July 7, with staff and community volunteers.

Scoreboard-Installation beginning July 9th.

Asphalt-Plans to arrive and begin work on July 16th.

Stickers-Todd has been spraying the heck out of them.  ;-)

2.  Extra Duty Assignments for 2018-19 School Year-(See Attached File)-The administration provides the Extra Duty Roster to board members annually as a courtesy to ensure they know which teachers will be assigned to extra duties.  The administrations reserves the privilege of making extra duty assignments.  This list is provided for informational purposes, not for formal approval by the Ravenna Board of Education.

3.  Budget Development-I am putting a draft of the budget together for the August Board Meeting Budget Development Work Session.  Reviewing the "Capital Improvement Plan" for the projects proposed for the upcoming 2018-19 budget cycle and offering any input would be beneficial.  Ken will work with Dan to identify prioritized areas for the summer of 2017-18.  Ken will work with Todd to evaluate the transportation fleet and garner recommendations from him regarding vehicle purchases to be made through the "Depreciation Fund" for the 2017-18 budget cycle.  Do you want to have the "Budget Planning Workshop" immediately before the regular August Board Meeting, as in past years or schedule it for another date and time? 

4.  Second August Board Meeting-Activity Fund Transfer, Depreciation Fund Transfer, and Final Bills for Fiscal Year.  Could we set a date to do a lunch time meeting for the second August Meeting: August 28, 29, or 30th?

Also, last year, we held the "Budget Hearing" on the same day as the second August Board Meeting, rather than at the regular September Board Meeting, so that it was a separate meeting.  Do you want to do the "Budget Hearing on the same date as the second August Board Meeting or on a different date?

5.  School Improvement-We are in year 5 of our school improvement cycle, so we will have our external visitation for accreditation purposes on March 18-20th.  The board had discussed revisiting and possibly revising the school's mission statement.  At the beginning of a new cycle would be an ideal time to do this.  Generally, board members are invited to participate in the external review process.  The administrative team will keep you posted on this portion of the process and the report from the accreditation visit.

6.  Science Standards-The board adopted the newly revised science standards earlier this year.  The secondary teachers have completed their curricular alignment process with the assistance from ESU 10.  The science curriculum and science graduation requirements have been changed to align to the new standards.  Elementary teachers are continuing to work on this process and will complete it during the 2018-19 school year.

7.  Surplus Wrestling Mats-These were sold the first day they were offered to the public.  There were multiple sections of mat that were sold for between $100-$150 apiece, depending on size and condition.  Total surplus mat sales were $1050.

8.  Scoreboard Sponsorship Sign-The bid from Love Signs came in about $1750 more than the competitor's bid.  Love Signs explained this by writing, "I noticed the other sign company bid Maxmetal Aluminum. We are bidding 3MM Dibond on a welded aluminum square tube frame. If the panel is not on a frame it won't last long and will appear "wavy". "

9.  Helping Out-Rule 91 & 92 Advisory Committee;  Doane Superintendent Cadre; NCSA Mentor