March 11, 2024 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 (mileage & reimbursement).

5.  Lunch Fund Review-Monthly Lunch Fund Balance Worksheet Attached

6. General Fund Review

7.  Payroll Ledger Review

8.  Insurance Billing Review

9.  ACH Payroll Review

10.  Community Eligibility Provision for Nutrition Program

11.  Compensation & Benefits for Shelbi Zinnel for FY 2024-25

12.  Classified Pay Increase for 2024-25

13.  Investment Summary for General Fund, Special Buliding Fund, & Employee Benefit Fund

Employee Benefit Fund
-Transfer $97,719.96 from Flex CD **094 and open new 13 month CD with interest accrued to CD

Special Building Fund
            
-Transfer $500,000 from money market ***505 and open new 13 month CD with interest accrued to CD
-Transfer $500,000 from money market ***505 to Flex CD  **043
-Remaining balance in money market ***505 will be $70,837.20

General Fund
-Transfer $573,293.15 from Regular CD **311 to Flex CD **099
-Open new $1,000,000 13 month CD with remaining balance from Regular CD **311 with interest deposited to Flex CD **099

14.  Property Tax Authority for 2024-25 as of 2-21-24  (Attached): $5,893,564 or up to $6,411,832 (with 70% board approval) - By comparison, our total tax request for 2023-24 was $5,717,297

15.  Mental Health Grant - The superintendent applied for an additional $10,000 for mental health funds and the grant was awarded.  The plan is to use the funds to provide additional LMHP services to students and families during the evenings, weekends, and summer break.
 

Rationale:  A survey was sent out to stakeholders regarding the use of ESSERs III Funds for the high school gym HVAC project.  They were asked to respond to two questions.  The first was, "Do you oppose changing the use of the remaining ESSER III Funds to be used ot complete the proposed air quality improvement projects at the high school?"  There were 61 responses.   87% of respondents indicated "no" and 13% indicating "yes."

They were also asked to provide input on what else they would like to see the money spent on.

The survey results are attached to this agenda item for review and consideration by the board of educaiton.

Rationale:  Mr. Lammers would like to declare some of the equipment in the woodshop as surplus for immediate sale or disposal.  Pictures of those items are attached to this agenda item.

The school was recently awarded a CTE Grant, which could be used to purchase updated equipment that would replace the equipment being declared as surplus.

At the February Board Meeting, the board also agreed that it would be OK to help assist Mr. Lammers in the purchase of a drum sander.  Mr. Lammers indicated that he would likely need in the area of and additional $800 plus the grant money or around $3,300 in total.

Rationale:  Ms. Endecott plans to resign at the end of the school year on May 31, 2024.

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 draft of the Ravenna Public Schools Calendar was discussed at the February Board Meeting.  A request was made to revise the calendar to include an earlier date for parent teachers conferences.  The updated version of the calendar with the earlier date is attached for review by the board of education.

Rationale:  The board agreed to enter into a contract for services with Oak Creek Engineering to develop bid specifications and to provide oversight for the construction project.  The bid specifications developed by Oak Creek are attached for review by the board of education.  Following board approval of the bidding specifications an RFP will be issued in the Kearney Hub soliciting bids for the job. 

Note: The drawings for the north parking lot include places for movable tire stops along the south side of the buildings.  This was a question by a board member at the last board meeting.

Rationale:  The track is in need of resurfacing.  Requests for proposals were published in the Kearney Hub.  The affidavit for that publication is attached.  Multiple track surfacing companies were contacted by the superintendent to submit proposals for the project.

The bid tabulation is as follows:

Fisher Tracks-$85,780

Midwest Tennis & Track - $88,820 (Base Bid); $64,620 (Voluntary Alternate Bid)

Pro Track & Tennis - $109,195


Rationale:

• Fisher Tracks offers a 5-year standard warranty on their work, compared to a 2-year warranty, even though only a 2-year warranty was called out it the proposal specifications.  Pro Tennis & Track also offers a 5-year warranty, but is much higher in price.
• The level of professionalism and responsiveness of Fisher Tracks during the bidding process was excellent.
• The superintendent has worked with all three companies in the past.  He worked with Fisher Tracks while at Franklin and he has worked with Midwest Tennis & Track and Pro Track and Tennis while at Ravenna.  He has knowledge of the companies and how they respond to customer concerns.
• Midwest Track & Tennis submitted a list of "Proposed Contract Changes" with their proposal.  They did not notify the superintendent of the proposed changes prior to submitting their proposal.  In short, they have made a "conditional offer" pertaining to the acceptance of the bid, without any prior written notice.
• Fisher Tracks has been around since 1982.  Sam Fisher has been at the helm the entire time.  The company is solid, stable, and they know what they are doing.

Rationale:  Request for Proposals were advertised in the Kearney Hub on February 26th.  The superintendent also reached out to the John Deere Dealerships in Kearney, Grand Island, and Ravenna for proposals.  Proposals to provide the equipment were due at 12:00 (noon) on March 6th.

The bid tabulation is below:

350X Select-
Ravenna-$3,279.18
Kearney-$3,599
Grand Island-No Bid


Z960M Z Trak-
Ravenna-$13,208.58
Kearney-$13,900
Grand Island-No Bid

Z970R Z Trak-
Ravenna-$15,838.13
Kearney-$16,500
Grand Island-No bid

Material Collection System-
Ravenna-$3,657.52
Kearney-$5,220
Grand Island-No bid




 

Rationale:  The NSAA is going to be requiring the use of shot clocks.  The district can get by with a much cheaper option in the elementary gym, but the high school gym will require a shot clock system that is compatible with our existing scoreboard system.  Pricing for the system recommended by the activities director is attached for review by the board.

The AD and the superintendent are recommending "Option #2" in the amount of $14,350.

Rationale:  The five-year lease for the school's copiers and printers will be ending this summer.  As a result, the school will need to request proposal to provide copy and print services for the school district.  Mr. Huryta will be in to discuss the bidding specifications.  The plan will be to advertise proposals between the March and April Board Meeting and to have them due by Friday, April 5th.

Rationale:  Mr. Huryta will be in to discuss the student computer refresh for this summer for the 7th & 8th grade students.

Rationale:  It is time to refresh the school district's network infrastructure.  Mr. Huryta has worked with the ESU to secure the best priced options and the best value and will be in person to provide you with his formal recommendation.

He is recommending using $51,609.59 of E-rate funds and $37,353.75 of district funds (general fund) to purchase the Aruba Network Solution from Prime Secured.

Rationale:  The school must have on file an "Emergency Operation Plan" (EOP) with NDE in order to be in compliance with Rule 10.  This plan must be reviewed by the board of education.  The EOP is attached for review and consideration by the board.

Rationale:  Each year the board considers an annual compensation increase for classified staff, just as they review

Rationale:  As part of our on-going policy review, board members should please review our 3000 Series Board Policies in advance of the March Board Meeting.  The superintendent will do the same and provide any suggested revisions to the Board Policy Committee & to the whole board at the March Board Meeting.  It's simply best practice to continually engage in a review of board policies.

These, and all other board policies, are available at: https://meeting.sparqdata.com/Public/Organization/64


3000's Series Policy Notes & Updates

Policy 3012 - We need to look at the wording of 3012.  "Option A" wording doesn’t read well and there is a question of whether we must have this option in our policy.

Policy 3041 - The policy uses the language of "All Hazard Team."  With the advent of the "Psychological First Aid Team" becoming a part of the district’s "safety team," does the language need to be updated to reflect the changes?  The policy is 7 years old.

Policy 3046 - There were therapy animals on the property in the 2022-23 school year.  So, we probably want to add a phrase to the policy that says something like, "...therapy animals will not be allowed on the property without permission from the administration..."

Policy - 3028 - There is a typo that needs to be cleaned up "onto" is still in the policy from its draft form.

Policy 3033 - This policy indicates this policy shall terminate on July 1, 2024.  We may want to check with the attorneys and NDE to see if that is still the case.
 

Rationale:  As part of our on-going policy review, board members should please review our 4000 Series Board Policies in advance of the April Board Meeting.  The superintendent will do the same and provide any suggested revisions to the Board Policy Committee & to the whole board at the April Board Meeting.  It's simply best practice to continually engage in a review of board policies.

These, and all other board policies, are available at: https://meeting.sparqdata.com/Public/Organization/64

Rationale:  We will have our 5-year school improvement external evaluation on March 27th & 28th.  A tentative copy of the external team school agenda visit is attached.

Dinner and the board interview with the external team is planned for Wednesday, March 27th at 6:00 PM.

Rationale:  The Policy Committee met with the activities director, secondary principal, and superintendent at 6:00 PM on February 22nd to discuss and create an updated draft of the extra curricular random drug testing policy.  A copy of the update policy for the board's review and consideration and a copy of the current policy are attached to this agenda item.

Rationale:  The full-time sub position has been grant funded for the past two years through ESSERs III Funds.  Those funds will go away in September 2024.  The board will need to decide whether to continue the practice of hiring a full-time substitute.

Depending on the number of duty days the substitute actually works (the substitute is only paid for days they actually work), the cost of the position is approximately $43,680 ($36,400 salary x 1.2 for FICA, Retirement, etc.) a year.  This amount would be increased by approximately $7,362 (75% of the value of a single insurance policy) if the full-time substitute does not require insurance.  The current full-time substitute does not require the school district's insurance.

Rationale:  The Head Start will be closing in Ravenna.  The superintendent has been attending the early childhood coalition meetings.  The current direction of this group is to move away from trying to retain Head Start in our community and to instead support a pre-school as part of the former "Little Jays Daycare," which is going to be under new management in the late spring.

Head Start would like to gift the building to the school.  The superintendent would like to the board in a conversation regarding this gift.

Below is the information provided by the Head Start Office regarding options for the school district, in respect to the building:

 

 

Rationale: 
 

Rationale: 

Principal Report March Board Meeting

 

Academic

• We finished up the 3rd quarter this past Wednesday.

• We are in the process of setting goals with students for our spring testing in April.

• Parent-Teacher Conferences are Thursday this week.

Student Behavior/Mental Health

• We had a Safe Center speaker talk to students in grades 9-12 on February 22nd.

  • Dating Violence

• We had the founder and director of Value Up, Mike Donahue, come and speak to the students on February 26th.

  • Students seemed to enjoy listening and interacting with him. 

  • Topics included judging others and how we treat each other. . 

Activities

• Wrestlers had 2 4th place medalists and 2 5th place medalists.

  • Caden Larsen and Trenton Wedemeyer placed 4th

  • Grady Rasmussen and Morgan Treffer placed 5th

• National Robotics - Gavin Reisbeck and Daymion Cacy will be competing this weekend in Council Bluffs. 

Rationale: 

• Hail Damage from Roof (ALICAP Came out to visit but has never been responsive in addressing the damage).  Mr. Schroeder has followed up with ALICAP to see when they will be out.
• HVAC in High School Gym - Contractors will be on site from March 4th-March 15th.  They think they can complete most of the project during that time.
• Track Re-Surface -Invitations to bid will be published in the Kearney Hub and bids will be due prior to the March Board Meeting (Friday, March 1st) - Budget price is $85,780
• Concrete on North Side of Building - $191,800 budget pricing
• Low Spot on Elementary Lawn - Waiting on budget pricing from Mr. Shiloh Rager
• Blacktop Playground Elementary - $3,290
• Blacktop Reseal on the other two areas - $5,607
• Removal of rose bushes/installation of rock (front of elementary)
• Removal of bike rack (front of elementary) and replace with more appropriately sized rack
• Clean up of junk north of Todd’s Shop (oil, tires, pallets, junk)
• Re-heat valves in the high school - Replace existing  - They are 54 years old and continue to stick and need to be replaced - 12 valves need to be replaced - Updated Budget Pricing Attached -$12,832
• Wood planks in football stadium - replace with aluminum - L & M - Budget Pricing Attached - $35,644 -*Note-there are 96 footboard (this does not include pricing for the kickboards).  If greentreated 2"x10"x20 lumber' were to be used an estimated material cost would be $4,800.  Labor was bid at $14,280.  So the price difference for metal compared to wood would be $16,564. 
• Sprinklers West of Elementary - As time allows - Not to exceed $1,000
• LED Lighting in Elementary - Not to exceed $5,000
• Overseed/Reseed the front lawn $1,000
• Ceiling Tile Bid from T-C Ceilings - $92,800 (Budget Price)
• Electrical & Equipment Rearranging in the Wood shop - The question was raised in our walk through with Mr. Lammers about whether or not the building plans would change the layout of the wood shop. I emailed all the board members with the response from the architect and the layout of the shop will NOT change, once the building project commences.

2.  Legislative Update - Attached are the priority and nonpriority bills.  If you have additional questions about any of these, please let the superintendent know.



 

Rationale: