Minutes – Benton Community, March 23, 2020

BENTON COMMUNITY SCHOOL DISTRICT
IN THE COUNTIES OF TAMA, BENTON, AND IOWA, STATE OF IOWA
BENTON REGULAR BOARD MEETING, Monday, March 23, 2020, 6:00 PM
BENTON COMMUNITY CENTRAL ADMINISTRATION OFFICE BOARD ROOM
304 1ST STREET, VAN HORNE, IOWA 52346

  1. Call to Order
    Board Meeting Opened: 6:00 P.M. Meeting was held both at the Central
    Administration office and electronically with a call to order by President Pat Stepanek.
    Pres. Stepanek announcement: This meeting is held electronically as per Iowa Code Section 21.8 which permits a governmental body to conduct a meeting by electronic
    means. Public access will be provided to the extent reasonably possible. The notice of
    the meeting on our school website indicating the “place from which the communication
    originates and where/how public access is provided to the conversation”, and meeting
    minutes will be kept.
    Present: Directors Becker, Ludeking (Electronic), Nolte (Electronic), Stepanek,
    Thompson, Upah (Electronic), and Werning (Electronic). A Quorum was declared
    present.
    Also Present: Dr. Ewell, Doug Embray, and Dr. Bieschke.
  2. Delegations, Communications, Considerations of Additional Items for the Agenda
    None.
  3. Action #124 Approval of Agenda
    Motion by Becker, second by Ludeking to approve the agenda.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  4. Open Forum
    No public comment.
  5. Action #125 – Resolution – Pandemic
    The Board reviewed and considered the Pandemic Response and Emergency
    Suspension of Policy.
    a. PANDEMIC RESPONSE AND EMERGENCY SUSPENSION OF POLICY
    Motion by Thompson, second by Ludeking to approve the Pandemic Response and
    Emergency Suspension of Policy.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  6. Action #126 – 2019-20 Calendar Amended
    Motion by Becker, second by Thompson to Approve the recommendation of
    Superintendent Ewell from the announcement on March 13, 2020, as per the
    President of the United States declaring a national state of emergency, and on March
    15, 2020 Iowa Governor Kim Reynolds recommended closure of all public and private
    K-12 schools in Iowa until April 13, 2020 to contain the spread of COVID-19.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  7. Action #127 – School Calendar
    The Board will consider the presented 2020-21 school calendars and act on selecting
    one for the 2020-21 school year. The Board discussed 2 calendar drafts
    DRAFT #1
    DRAFT #2
    and reviewed input strategies. The Board requested future work on parental input to
    calendar development and process. Discussed whole day value to professional
    development and reviewed placement of professional development days to time and
    place during school year. No public comments on the calendar.
    Hearing for the 2020-21 School Calendar:
    No Comments provided.
    Motion by Nolte, second by Upah to approve the 2020-2021 school year calendar as
    DRAFT#1 – FINAL Version DRAFT #1.
    MOTION CARRIED
    Ludeking voting “Nay”, all other directors voting “Aye.”
  8. Action #128 – School Resource Office (SRO)
    The board will review and consider a partnership (MOU) with the Benton County
    Sheriff Department for the spring of 2020 to have a Safety Resource Officer work in
    our schools provided by the Benton County Sheriff Department. At an upcoming
    Board meeting: A 28E agreement will then be developed (currently in progress) and
    approved for a full-time SRO for the 2020-21 school year. Benton Community Schools
    will be invoiced from the Benton County Sheriff Department through the 28E
    agreement and Benton Community will be responsible for the salary costs of the
    SRO. The Benton County Sheriff Department will be responsible for the costs of
    training, equipment, and materials for the SRO to do their job.
    a. Information: School Resource Officer – New hire with Benton Co. Sheriff
    Department. 28E agreement to be approved at a future meeting.
    b. April – June 30, 2020 position will be paid by Benton County Sheriff Department.
    c. The 28E agreement will run from July 1, 2020 – June 30, 2022.
    Motion by Becker, second by Nolte to approve securing a Safety Resource Officer
    from the Benton County Sheriff Department for the spring of 2020 until June 30, 2020
    with the intent to continue with a 28E agreement for the 2020-21 school year.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  9. COVID-19
    The Board will review with Dr. Ewell and the Administration Team Contingency Plan
    and detail.
    a. School Trips
    b. Contingency Plan
    No Action – information only.
  10. Action #129 – Graduates – 2019-2020
    a. PROSPECTIVE GRADUATES PRESENTED, MAY 24
    Motion by Upah, second by Nolte to approve prospective graduates
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  11. Roof – MS/HS
    EMC ROOF ASSESSMENT MSHS GYM
    SHIVE HATTERY ROOF ASSESSMENT MSHS GYM
    No action – information only
  12. Action #130 – Negotiations
    The Board will review and consider the Tentative Negotiations Agreement with
    Benton Community Education Association.
    Approve the Tentative Agreement with BCEA for a 2-year agreement, $475 on the
    salary base and supplemental changes as presented.
     2-year agreement
     $475 on the salary base
     Supplemental Salary Changes
    a. Add 1% to High School Varsity Head Soccer Coach
    b. Add 1% to High School Varsity Head Golf Coach
    c. Add 1% to Robotics
    d. Add .5% to High School Student Council
    e. Add 1% to Middle School Volleyball Head Coach
    f. Add 1% to Middle School Volleyball Assistant Coach
    g. Add .5% to Middle School 7th Grade Assistant Football Coach
    Motion by Becker, second by Thompson to approve the Tentative Negotiations
    Agreement with the Benton Community Education Association.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  13. Action #131 April Board Meeting Date Change
    Motion by Nolte, second by Upah to move the regular Board Meeting date from April 15
    to April 13, 6:00 p.m.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  14. Action #132 – Certified Budget Information
    a. FY21 PowerPoint Presentation
    b. Fiscal 2021 BUDGET —20-21 Budget, Operational Gen Fund Levies
    c. PUBLIC PRESENTATION OF THE BUDGET FY 21 – Proposed Benton School
    Budget Summary
    d. FY 2021 BUDGET GUARANTEE RESOLUTION
    The Board will consider the following resolution regarding budget guarantee for FY
    2020-2021.
    “Resolved that the Board of Directors of the Benton Community School District
    will levy property tax for fiscal year 2020-2021 for the regular program budget
    adjustment as allowed under section 257.14, Code of Iowa.
    Motion by Thompson, second by Becker to approve the resolution regarding budget
    guarantee for FY2020-2021.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
    e. Instructional Support Levy Income Surtax Rate – Summary ISL
    Action #133 – INSTRUCTIONAL SUPPORT LEVY (ISL) INCOME SURTAX RATE
    (UPDATE)
    Recommendation to approve an income tax rate of 4% for ISL for Fiscal year 2021.
    According to the Aid and Levy Worksheet, this rate will generate $502,760. The
    property tax asking would generate $354,359 (0.49678 per 1,000 assessed
    valuation). The ISL state aid would be $35,178. The total levy amount is calculated
    at $857,119.
    Motion by Nolte, second by Thompson to approve income surtax rate of 4% for
    FY’21 Budget.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
    f. Action Item #134 – Set Budge Hearing/Board Meeting Date for April 13, 2020.
    The Board will consider and act on setting the budget hearing.
    Motion by Becker, second by Nolte to hold the Fiscal Year 2021 Benton Community
    Budget Hearing at 6:00 P.M. on April 13, 2020 and the regular meeting of the Board
    of Education at 6:00 P.M. on April 13, 2020 at the Central Administration Office
    Board Room, 304 1st Street, Van Horne, IA 52346.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
    g. Action Item#135 – Budget Publication Approval
    The Board will consider and act on publishing the Fiscal Year 2021 Budget.
    Motion by Becker, second by Thompson to approved Budget Fiscal 21 for
    publication.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
    h. Action Item 136 – Budget Amendment FY’20 Non-Instructional Program and
    other expense – Amendment of Current Budget
    Motion to hold the Fiscal Year 2020 Benton Community Budget Amendment
    hearing at 6:00 P.M. on April 13, 2020, and the regular meeting of the Board of
    Education at 6:00 P.M. on April 13, 2020 at the Central Administration Office Board
    Room, 304 1st Street, Van Horne, IA 52346.
    Motion to approve by Nolte, second by Upah.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
    i. Action Item 137 – Budget Amendment Hearing for Fiscal ’20 Publication
    Motion by Thompson, second by Becker to approve Budget Amendment
    Hearing for Fiscal ’20 for publication.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  15. Action Item #138 – Positions and Activities
    The Board will consider and review the recommendations for the following positions.
    Superintendent recommendation: to move to approve the following positions and extracurricular activity as presented:
    a. Social Studies – Secondary
    d. Hire Secondary social studies teacher.
    e. Transfers
    I have received and approved the following transfers:
     -Alyssa Schumacher – transfer to elementary music/Tech
     -Jen Bange – transfer to secondary English/LA
    f. BOWLING – NEW SCHOOL Activity & coaching position
     Bowling Program information
    Motion by Becker, second by Upah to approve positions and activities.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  16. School Improvement
     ISASP PRACTICE TESTS
     Math Curriculum
    No action taken.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  17. Administration Report
    Review only – no action.
  18. Action Item #139 – Audit Firm
    The Board will consider the audit firm for the school district.
    Audit Proposal June 2021-June 2023
    BENTON REGULAR BOARD MEETING
    Page 7– March 23, 2020
    Motion by Thompson, second by Nolte to approve Hunt and Associates audit firm for 3
    year fiscal term.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  19. Action #140 – Business Services
    The Board will consider the business services.
    a. WARRANTS
     PRELIMINARY WARRANTS
    b. FINANCIAL REPORTS
     GENERAL FUND REPORT
     ALL FUNDS REPORT
    c. SPRING PAY SCHEDULE – Pay Schedule
    Motion by Nolte, second by Thompson to approve the bills and fund reports as presented.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  20. Policy Review
    The Board will consider review and revisions of the following policies as
    presented.
  21. Policy Review
    a. Policy 507.3 Communicable Diseases
    b. Policy 507.3E1 – Communicable Diseases Chart
    c. Policy 507.3E2 – Iowa Department of Public Health Table of Reportable
    Communicable and Infectious Diseases
    d. Policy 507.3E3 – Iowa Disease Reporting Card
    e. Pandemic policy – New consideration
    No action taken.
  22. Action #141 – Consent Agenda
    The Board will consider the entire Consent Agenda for approval.
    a. PERSONNEL
    HIRES AND VOLUNTEERS- RECOMMENDATIONS
  23. Sarah Van Horn – Food Service Substitute, Atkins/Norway Centers
  24. Brenden Hartwig – Custodian, Norway Center
  25. Todd Neis – Volunteer Driver Request, MS/HS
  26. Brad Norton – Volunteer Driver Request, MS/HS
  27. Karen Brecht – MS/HS Special Ed Associate,MS/HS
    RESIGNATIONS
  28. Betty Schultz – Food Service
  29. Sean Bredl – Teacher, MS/HS Social Studies
  30. Kate Dirksen – 7th Volleyball, MS/HS
    b. APPROVAL OF MINUTES – February BoardMinutes Correction to Minutes – List
    Position ResignedFrom
  31. Brady Stramer- L2 Baseball Coach
  32. Jill Mills – Special Ed Associate, Norway
  33. Deb Miner – Data Team Leader, 5th Grade, Norway
    c. MOU’s
  34. Kirkwood Community College – Concurrent taught courses – M OU
  35. University of Northern Iowa – Pre-Service Clinical Placement – Agreement
  36. Mt. Mercy Student Teaching Agreement & Field Placement – Agreements
    d. OPEN ENROLLMENT
  37. Denial – 5th grade request, 2 siblings
     Appropriate special education program not available.
    e. FIELD TRIPS AND EXCURSIONS
  38. i. Deny Robotics trip due to COVID-19 and Travel restrictions
    Motion by Nolte, second by Upah to approve the consent agenda as presented.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE
  39. Action #142 – Closed Session – Iowa Code 21.5(1)(C) – To discuss strategy with
    counsel in matters that are presently in litigation or where litigation is imminent
    where its disclosure would be likely to prejudice or disadvantage the position of
    the governmental body in that litigation.
    Motion made by Becker, second by Thompson.
    Roll Call All Directors voting “AYE:.
    Recording done by Dr. Ewell on computer.
    Closed Session began 8:53 P.M.
    Action #143 – Closed Session
    Motion made by Becker, second by Thompson to move to open session.
    No Action.
    Roll Call All Directors voting “AYE:.
    Moved to Open Session at 9:51 P.M.
  40. SUPERINTENDENT
    a. UPDATES
    ● ARCHITECTURAL RFP’S – work sessions canceled
    March 26 – 4:30 – 6:30 p.m.
    April 15 – 4:30 – 6:30 p.m.
    ● Current Preschool and Kindergarten enrollment data
    3 year olds: now – 46, next year – 48
    4 year olds: now – 102, next year – 83
    AK & Kdg.: now – 130, next year – 113
    Preschool and Kindergarten Registration numbers – current Atkins
    ● 3’s – 40
    ● 4’s – 59
    ● K’s – 75
    Preschool and Keystone
    ● 3’s – 8
    ● 4’s – 24
    ● K’s – 38
    b. UPCOMING EVENTS & DATES
    ● Board meetings
    i. April 13, 2020, 6:00 p.m. – note date change, electronic board meeting
    ii. May 20, 2020, 6:00 p.m. – planned to be an electronic board meeting
    iii. Work sessions: – postponed
  41. March 26 – 4:30 – 6:30 p.m.
  42. April 15 – 4:30 – 6:30 p.m.
    SUPERINTENDENT MID-YEAR EVALUATION
    CLOSED SESSION – Closed Session – Iowa Code Section 21.5(1_(i) To evaluate the
    professional competency of an individual whose appointment, hiring, performance, or
    discharge is being considered when necessary to prevent needless and irreparable
    injury to that individual’s reputation and that individual requests a closed session.
    No action taken.
  43. Action Item #144 – Adjournment
    Motion by Thompson, second by Nolte to adjourn meeting at 10:11 P.M.
    MOTION CARRIED
    ALL MEMBERS PRESENT VOTING AYE

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