Public Meeting Agenda: October 14, 2013 at 5:45 PM - Board of Education Regular Meeting


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October 14, 2013 at 5:45 PM - Board of Education Regular Meeting Agenda

October 14, 2013 at 5:45 PM - Board of Education Regular Meeting
1. Call to Order
Rationale:  The Norfolk Public School District's board of education meeting is called to order.  
1.1. Pledge of Allegiance
Rationale:  Please stand and join us in reciting the Pledge of Allegiance.
1.2. Roll Call
Rationale:  If any board member is absent, there will need to be a  motion to excuse the absence.
1.3. Vision/Mission/Strategic Goals of the Norfolk Public School District

It is the vision of the Norfolk Public Schools to actively engage all students in learning
through a relevant and comprehensive standards-based curriculum that integrates
 21st century skills, tools, context, and assessments.

    • Goal #1:  All students will succeed at each grade level and graduate from high school well-prepared for a variety of post-secondary pursuits.

    • Goal #2:  All students will feel connected with the school and the learning process.

    • Goal #3:  District resources, programs, and departments will be aligned to attain high levels of student achievement and instructional excellence.

    • Goal #4:  The community will be engaged to support high levels of student achievement.

      The mission of the Norfolk Public Schools is to prepare studentswith the skills and knowledge to meet the challenges of a complex, global society.






































        1.4. Declaration of a Legal Meeting
        2. Approve Agenda
        Recommended Motion(s):  Motion to approve the Consent Agenda Motion passed with a motion by Board Member #1 and a second by Board Member #2.
        3. Presentations, Special Recognition, Focus on Students
        3.1. Award for Excellence
        Rationale:  No Award for Excellence this month.
        3.2. Focus on Students/Best of the Best
        Rationale:  Student Presentation regarding the Safe Driving Summit they attended in Washington D.C.
        3.3. 9 Schools - 1 Book
        Rationale:  Mrs. Guenther will share information about the current 9 Schools-1 Book Project and provide board members with a copy of The Mouse and the Motorcycle, so they to can participate in this community wide event.
        3.4. Governor's Wellness Award
        Rationale:  Kathy Mizner & Tricia Nathan will share information regarding the district's wellness program and the Governor's Wellness Award.
        4. Public Comments & Communication
        Rationale:  This is the time during the board meeting when the public may request to address the board regarding an agenda item. If you wish to comment, we ask that you identify yourself and indicate the agenda item to which you will be speaking.
        5. Committee Reports
        5.1. Board Building Visit Reports
        5.2. Facilities & Finance Committee Report
        Rationale:  The Facility and Finance Committee met today at 12:00 noon in the central office board room. The committee had an opportunity to review all claims and fund balances for September, 2013.  The committee had an opportunity to review and have a discussion about the proposed district lighting project as well as the upgrading of the district phone system.  The committee reviewed the upcoming timeline and bidding process for our Auditing services.  We will be bidding out for a three year contract which would start next fiscal year.  The committee also reviewed the resolution that amends the QCPUF budget and also the resolution for banking services.  Adjusted evaluations were posted on Oct. 7th and the committee had an opportunity to review that information as well.  The next meeting is scheduled for Monday Nov. 11th at 12:00 noon. 
        5.3. Activities Committee Report
        Rationale:  The Activities Committe met on  September 30, 2013 at noon at the Central Office Board Room

        Mr. Dolliver and Mr. Strong shared information on Speech and Debate and indicated that there is a need for an additional Speech and Debate Coach for the 2013-2014 school year.  Participation numbers at the high school have increased significantly and there is a strong interest in adding Speech and Debate at the Junior High, as well.  Initial cost estimates for the addition of this position and the addition of Speech and Debate competitions at the Jr. High level were approximately $12,000.

        Mr. Dolliver also indicated that we may have a  need for an additional Swim Coach.  We currently have two swim  coaches for 50-55 participants.  

        Since this meeting, Dr. Thompson approved the hiring of an additional speech coach on a one year contract, with the understanding that Jr. High Speech and Debate will be added on an Intramural Basis, reducing the cost to $4100.  Dr. Thompson also approved the hiring of an additionsl Swim Coach on a one-year contract.

        Mr. Dolliver reminded the committee that we will be hosting NSAA Girls State Golf and One Act Competitions this  year. School will remain in session during both of these events.

        The Booster club is considering the purchase of new score boards for the High School, Middle School, and Junior High.  The district is looking at improving the lighting in these gyms.  Mr. Robinson will discuss this possibility later on tonight.

        The new Hiring Guidelines for Coaches and Activity Sponsors was discussed as well.   Characteristics to be considered when hiring coaches and sponsors include:

        1. Consistency of coaches’ philosophy with the district mission and vision.

        2. Personal and professional traits that are characteristic of a good coach/sponsor (for example: communication skills, leadership skills, sportsmanship, stress management,  organization, integrity, etc.).

        3. Performance history (including previous evaluations and references).

        4. Actual Coaching experience and record (win-loss ratio, state titles, etc.)

        5. Coaching endorsement, certification, or related training

        6. Employment within the district

        7. Other characteristics deemed appropriate by the district administration that are specific to the position being filled

        * Although employment within the district is preferred, it is not required.  This will be considered along with the other factors listed above when choosing the best candidate.  When staff members retire (or leave the district for other reasons) their coaching position will be open for hire.  If the retired staff member is interested and eligible, he/she may apply and will be given equal consideration with other candidates, based on the characteristics listed above.

        Mr. Dolliver shared that there is conflict in scheduling Prom at Divots this year.  Other options are being considered and evaluated.

        It has been determined that quarterly meetings are sufficeint for this committee, so our next Activities Committee meeting will be held at  – 12:00 pm @ CO. on November 25.  

        5.4. Policy & Government Relations Report
        Rationale:  The Policy and Government Relations Committee met on Tuesday, October 8th at 6:30 P.M. They reviewed Policy 1100 regarding Facility Use and determined that  we would wait to the raise the Liability Insurance Coverage requirement until the 2014-2015 school year.  

        The intent is to notify current/regular facility users of this change and give them time to prepare prior to implmentation.  Begininng with the 2014-2015 school year Facility Users will be required to obtain a Certificate of Insurance for a $1,000,000 Comprehensive General Liabiltiy policy in order to utilize school facilities.  This is important to protect the school district from liability.

        We will have our Second Reading on Policies in the 1000 Section later tonight.

        The Policy Committee also reviewed Section 3000 of Board Policy proposed by Perrry Law Firm. This section contains policies related to Business Operations, hence Mr. Robinson participated in the meeting.  These policies were made available to you for reveiw with all changes clearly marked.  These changes will also be sent to the Perry Law Firm to be reviewed for legal issues.  We will have our First Reading on these policies tonight.

        Through the review of these policies we learned that School Board approval is required prior to the sale of district equipment and supplies and that the school board needs to make a formal resolution regarding our banks of deposit.  You will see both of these items on the agenda later tonight. 
        5.5. Minutes of Committee Meetings
        Rationale:  No Committee Meeting Minutes to report.
        6. Information and Discussion Items
        6.1. Financial Report
        Rationale:  The total amount of bills approved in the consent agenda for the month of October, 2013 by specific fund are as follows:

        General Fund=$559,150.95
        Cooperative Fund=$11,129.59
        Student Fee Fund=$24,085.33
        Depreciation Fund=$12.00
        Special Building Fund=$188.62
        QCPUF Fund=$208,755.80
        Bond Fund=$4,185,116.02
        Nutrition Services Fund=$191,372.79

        The Finance and Facility Committee reviewed all claims for approval by the board.  The business office has been busy finalizing all the line items details of the 13-14 budget for all of the funds while also working with auditors in finishing the district audit for 12-13.  Final copy of the 12-13 audit will be brought to the board next month.
        6.2. Instruction/Personnel Reports

        Professional development has occurred in the following ways:

        • Teachers have attended a writing workshop steered directly to work on 6 Trait Writing which is the NeSA writing test criteria.
        • Teachers and administrators have attended MAP report trainings where they were taught additional ways to read and analyze the reports that are available through the MAP website. MAP Reports can be quite extensive and being able to see delineate the important information is crucial for teachers to be able to address student learning needs.
        • HS administration and teachers attended the Advanced Ed workshop that helps lead schools through the accreditation process.
        • 5 principals and I attended the first of three Principal Cadre meetings where we collaborate with other administrators on evaluation and instruction processes. The Norfolk group will be presenting at the next cadre meeting on Coaching Classroom Instruction, a book written by Robert Marzano as well as sharing evaluation information from our current process.
        • Technology training on Tuesdays continues through the leadership of Mickie Mueller and Lisa Pospisil as well as the first Geek Gathering was held which began by using the book, Teach Like a Pirate.
        • Curriculum work has been reviewed and updated at the High School Social Studies and the Writing piece in High School English. Extremely productive days and very meaningful discussions and work has occurred. I have visited at the Junior High with Science and Social Studies. Work will need to be done, no specific dates are determined yet.

        NePAS was published on Sept. 27th. Each of you were emailed the news release.

        First session of MAP testing is complete. There has been some discussion and interest in expanding MAP testing into the area of Science at a couple of grade levels and the testing of MAP in 2nd grade, all of which is still in the discussion stage.

        Coming Up:

        C4L (Check for Learning) Training -place where teachers can create practice tests on standards to check on the progress of their students learning and help scaffold some preparation for the NeSA test.

        6.3. Student Services Report
        Rationale:  1.  On Monday, October 14th, Tom Osborne was in town to promote TeamMates mentorships. He spoke at the Chamber office and then spent the day visiting major supporters of our local program.

        2.  As of October 15th, most of the district’s NCLB grants will be reviewed, updated and filed for the 2013-2014 school year. We will now await the final approval.

        3.  Wednesday, October 16 marks the end of our First Quarter of the 2013-2014 school term. Forty-four days are now complete.

        4.  Parent-Teacher Conferences are scheduled for Monday-Thursday, October 21-24 as follows:
        October 21st K-12 students dismissed at 2:00 p.m.  
        K-8 parent-teacher conferences from 4:00-7:00 p.m.
        October 22nd K-12 students dismissed at 2:00 p.m.
        K-4 and 9-12 parent/teacher conferences from 4:00-7:00 p.m.
        October 23rd K-12 students dismissed at 2:00 p.m.
        Grades 5-12 parent-teacher conferences from 4:00-7:00 p.m.
        October 24th K-12 students dismissed at 11:30 a.m.
        Grades K-12 parent-teacher conferences from 1:00-4:00 p.m.
        October 25th No school for K-12 students and teachers

        5.  On Tuesday, October 29th, Phil Chambers will be speaking at our Junior and Senior High Schools during Red Ribbon Week. Phil is a nationally known speaker and his talks to our staff and students will focus on “bullying and making good choices.”

        6.  “CPR/AOA” training has been provided for selected staff from all of our NPS attendance centers. All schools now have trained staff to help address CPR and asthma attacks.
        6.4. Superintendent's Report
        Rationale:  Strategic Planning Update:
        Dr. Dlugosh and I have been working on the agenda for our Strategic Planning Committee meetings to be held at the Lifelong Learning Center on October 27, 28, and 29th.  

        Sunday evening, we will begin with an overview and explanation of the Strategic Planning Process.  Then we will review the district mission and share information with the team regarding our Current  Realities.  Following those presentations, the team will begin to identify and discuss the Strengths, Weaknesses, Threats, and Opportunities of the district.

        Then, over the course of the next two days, the team will discuss our Best Hopes and Worst Fears for the district, and set goals for the next 3-5 years.  The end result of these three days will be the creation of 3-5 goals that will be shared at our November Board meeting, with the anticipation that they will be adopted as our District Board Goals.

        After that,  Action Teams will be created for each goal.  These Action Teams will be charged with identifying the specific action steps that need to be completed in order for us to reach those goals.  Those Action Teams will share the plans that they develop with the board, and we will provide the board with quarterly updates on our progress.

        Membership of the Strategic Planning Committee is nearly complete.   We would actually be OK to move forward with the team that we currently have, but I would like to add a city representative, a HS parent representative, and 1-2 more business/community leaders, if possible.  Most of the people that we  have contacted have been very receptive to partipating, even though it is a large time commitment.  I think that the community is excited to see us move in this direction.

        Business Leader's Meeting:
        I have scheduled a Business/Community Leaders Meeting for this Thursday, October 17th at 6:00 at Central Office.  This is a follow-up to the meetings facilitated by Dr. Dlugosh and Dr. Uhing last year. I will share information with this group about Strategic Planning and our desire to combine these efforts.  I will also let participants know that we have 1-2 more openings for Business/Community Leaders on our Strategic Planning Committee.

        Negotiations Timeline
        It is nearly time for us to begin our Negotiations for the 2014-2015 school year.  At this point, we are waiting for our finalized Comparability Study.  Once we have that, I will schedule a meeting with Julee and Bob to discuss our goals and resources, and schedule our first Negotiations Meeting. We are required, by law, to hold this first meeting prior to Novemeber 1st, which will be here before we know it. Bill and I have both been in contact with, John Erwin, who is  the head negotiator for NCEA again this year, and we are ready to go, as soon as we receive that Comparability Study.

        7. Executive Session
        7.1. Convene Executive Session
        Rationale:  At this time we will go into executive session to discuss a personnel issue.
        Recommended Motion(s):  motion to go into executive session to discuss a personnel issue Motion passed with a motion by Board Member #1 and a second by Board Member #2.
        7.2. Reconvene Meeting from Executive Session
        7.3. Approval of Any Action Deemed Necessary as a Result of Executive Session
        8. Approve Consent Agenda
        8.1. Minutes of Previous Meetings
        Rationale:  1.  September 9, 2013 Regular Meeting Minutes
        2.  September 26, 2013 Second Monthly Board Meeting Minutes
        8.2. Personnel
        8.2.1. Contract Approval
        8.2.2. Resignations
        8.3. Claims
        9. Action Items
        9.1. 2nd Reading of Board Policies in Section 1000 (Community Relations); discuss, consider and take action to adopt said policies.
        Rationale:  Policy 1100 (Community Use of School Facilities) was reviewed further at this month's Policy Committee Meeting.  It was decided that we would wait to the raise the Liability Insurance Coverage required until the 2014-2015 school year.  

        The intent is to notify current/regular facility users of this change and give them time to prepare prior to implmentation.  Begininng with the 2014-2015 school year Facility Users will be required to obtain a Certificate of Insurance for a $1,000,000 Comprehensive General Liabiltiy policy in order to utilize school facilities.  This is important to protect the school district from liability.

        No other policies in this section have been revised since our First Reading. 

        If there are no questions or concerns, we would like to approve Policy Section 1000 tonight.
        Recommended Motion(s):  Move to adopt the entire Board Policy series 1000 (Community Relations)as presented and to repeal and rescind all existing Baord policies that pertain to the same matters or that are otherwise conflicting, including without limiation existing polices 206, 206.1, 401.5, 606.2, 603.2, 701.1, 701.2, 702, 704.1,705.5, 707.0, and 702.2, Motion passed with a motion by Board Member #1 and a second by Board Member #2.
        9.2. First Reading of Board Policies in Section 3000 (Business Operations)
        Rationale:  These policies have been reviewd by the Policy committee, as well as Central office Administration.  Minor chagnes have been made to the templates provided by Perry Law Frim to ensure that they fit our district.  

        You have had an oppportunity to review these policies prior to tonight.  Are thre any policies that you have questions about or that you would like to discuss?
        9.3. QCPuf Budget Resolution
        Rationale:  This Resolution updates our QCPUF budget by allowing a wider range of projects to be coded to that Fund, so as we get closer to the 2015 deadline of expending those dollars our district has more options.
        Recommended Motion(s):  Move to accept the resolution as read Motion passed with a motion by Board Member #1 and a second by Board Member #2.
        9.4. Approve Lighting Project
        Rationale:  This action item pertains to approving the purchasing, and installation of High Output, High efficiency lights in the High School small and large gyms and gym hallway.  The Jr. High upstairs and downstairs gym areas and also the Middle School gym, commons and media areas.  The new lights will replace aging lights, lights that are becoming increasingly difficult to get parts for and lights that are no longer operational in some of the proposed areas.  The new lights are also energy efficient and are rated to use approximately 1/2 the electricity compared to the current fixtures we have.  The district will also be eliglble to receive a rebate upon completion of the project from NPPD for installing the proposed lights.  The approx. cost of this project is $95,000 which would come from the QCPUF Fund.  These new fixtures are sold locally and thus can be purchased from local vendors.  I am recommending to the Board President and the Board of Education to approve this project for our district. 
        Recommended Motion(s):  Move to approve the lighting project at the MS, JH, and HS for $95,000. Motion passed with a motion by Board Member #1 and a second by Board Member #2.
        9.5. Approve Phone Project
        Rationale:  The proposed district phone project would update our aging phone system with a centralized system that could run through our current server and use existing equipment that we have already updated in a few locations.  The updated system would provided direct communication with all of our buildings to central office, voice messaging to staff e-mails, and the ability to transfer calls between buildings.  Parts of the current system are starting to no longer work with repairs becoming increasingly difficult because of the inability to get parts.  The estimated cost of this project is approx. $80,000 and would come from the QCPUF fund.  I am recommending to the Board President and the Board of Education to approve this project for our District. 
        Recommended Motion(s):  Move to approve the District Phone Project for $80,000 Motion passed with a motion by Board Member #1 and a second by Board Member #2.
        9.6. Approve Selling of School Property (Apple TVs)
        Rationale:  Currently our district would like to sell our Apple TV devices.  These devices were purchased for staff to use to connect their IOS devices to TV or monitors when doing class presentations etc.  During the last year some new apps have come out which create the connections that are needed by teachers. The Apple TV devices are no longer needed.  The proceeds from these sales will be deposited in the districts computer sales line within the activities fund and used for future technology purchases or repairs.  We are recommending to the Board President and Board of Education approve the sale of these devices.
        Recommended Motion(s):  Move to approve the sale of the districts Apple TV's Motion passed with a motion by Board Member #1 and a second by Board Member #2.
        9.7. Resolution of Banks
        Rationale:  This resolution specifically recognizes the financial institutions where district and taxpayers dollars are deposited.  This resolution also meets the requirement of full public disclosure of financial institutions used by the district.  I would also like to point out that all three financial institutions provide banking services to the district at no charge while also fully securing all of our funds.
        Recommended Motion(s):  Move to accept the motion as read Motion passed with a motion by Board Member #1 and a second by Board Member #2.
        9.8. Approve RFP for School Auditors
        Rationale:  I am asking the Board of Education to approve the district advertising for firms to bid our annual audit needs.  This would be a three year contract with specific criteria detailed in the RFP.  The timeline for this request is attached.
        Recommended Motion(s):  Move to approve the bidding process for district auditing services. Motion passed with a motion by Board Member #1 and a second by Board Member #2.
        9.9. Approve Nebraska Whole Child Project Consortium Membership Agreement
        Rationale:  The Nebraska Association of School Boards and Nebraska Council of School Administrators have joined forced to create the Nebraska Whole Child Project Consortium, which is an interlocal organization that will address student health and wellness issues across the state.  The consosrtium will facilitate best practices for student health and wellness and will solicit private sector funds that will be used to help schools collect fitness data, which can then be used to adopt policies and procedrues to increase student fitness and lower student obesity.  

        There is no financial commitment on behalf of the school district.  This is simply a way for all Nebraska schools to work cooperatively to establish best practices in student health and wellness and share private funding sources for the common good.
        10. Old Business
        11. Future Meetings
        Rationale:  The second meeting of the month will be held on Thursday, October 24, 2013 at 12:00 noon in the Central Office board room. 

        The next regular meeting of the board of education is scheduled for Monday, November 11, 2013 at 5:45 at the Norfolk City Chamber Office. This meeting will be proceeded by the board supper at 5:00.
        12. Adjournment
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