Benton School Board Agenda – Nov. 16, 2022

TO:             BENTON COMMUNITY BOARD OF EDUCATION

FROM:         DR. PAMELA EWELL, SUPERINTENDENT

RE:         REGULAR BOARD MEETING 

TIME:         WEDNESDAY, NOVEMBER 16,  2022

6:00 p.m. – Regular Meeting

PLACE:       Central Office – Board room

304 1st Street

Van Horne, Iowa 52346

REGULAR MEETING 

  1. CALL TO ORDER
  2. DELEGATIONS, COMMUNICATIONS, AND CONSIDERATIONS OF ADDITIONAL ITEMS FOR THE AGENDA
  3. APPROVAL OF AGENDA
  4. CALENDAR COMMITTEE
    1. 2023-2024 CALENDAR PROPOSAL
    2. SET DATE FOR 2023-2024 CALENDAR HEARING
  5. SCHOOL IMPROVEMENT REPORT
    1. TANAGER THERAPISTS AND SUPPORT PERSONNEL – PRESENTATION AND UPDATES
  6. OPEN FORUM
  7. BUS BID RFP
  8. BOARD DIRECTOR DISTRICT MAP 
    1. DRAFT 
    2. SET THE DATE FOR THE BOARD RESOLUTION FOR JANUARY 18, 2023
  9. FACILITY CAPITAL IMPROVEMENTS AND MASTER PLAN
    1. Petition and General Obligation Bond
    2. Capital improvement plan diagram
    3. Other
  10. ADMINISTRATION REPORT
  11. CALENDAR CHANGE
  12. FUNDRAISERS
  13. EARLY RETIREMENT PLAN & RESOLUTION
  14. MODIFIED SUPPLEMENTAL AMOUNT – AT-RISK/DROPOUT 
  15. SUPERINTENDENT RETIREMENT AND REPLACEMENT
  16.  BUSINESS SERVICES
    1. WARRANTS
    2. ADDITIONAL WARRANTS
    3. SUMMARY OF WARRANTS
    4. FINANCIAL REPORTS
      1. GENERAL FUND
      2. ALL FUNDS REPORT
  17. POLICY REVIEW 
  18. CONSENT AGENDA
  19. SUPERINTENDENT 
    1. SUPERINTENDENT REPORT
  20. CLOSED SESSION
    1. as per Iowa Code 21.5(e)  To discuss whether to conduct a hearing or to conduct hearings to suspend or expel a student, unless an open session is requested by the student or a parent or guardian of the student if the student is a minor.
  21. CLOSED SESSION 
    1. as per Iowa Code 21.5(e)  To discuss whether to conduct a hearing or to conduct hearings to suspend or expel a student, unless an open session is requested by the student or a parent or guardian of the student if the student is a minor.
  22. CLOSED SESSION
  23. 21.5(1)(i) – To discuss the purchase or sale of particular real estate only where premature disclosure could be reasonably expected to increase the price the governmental body would have to pay for that property or reduce the price the governmental body would receive for that property.
  24. ADJOURNMENT

BOARD PACKET

11-16-22 –  REGULAR MEETING                                                                                                                                                                

6:00 p.m. – Regular Meeting                                                                 

Regular Meeting

  1. CALL TO ORDER

DIRECTOR:  BECKER, LUDEKING, NOLTE, PHILLIPS, THOMPSON, UPAH, WERNING

DECLARE A QUORUM PRESENT

ALSO PRESENT:

  1. DELEGATIONS, COMMUNICATIONS, CONSIDERATIONS OF ADDITIONAL ITEMS FOR THE AGENDA 

MOTION________________________________2ND__________________________

  1. IT HAS BEEN MOVED AND SECONDED TO….
  2. (DISCUSSION)
  3. ALL THOSE IN FAVOR SAY AYE
  4. THOSE OPPOSED THE SAME SIGN
  5. MOTION CARRIED……NOT CARRIED
  1. APPROVAL OF AGENDA

MOTION________________________________2ND__________________________

  1. IT HAS BEEN MOVED AND SECONDED TO….
  2. (DISCUSSION)
  3. ALL THOSE IN FAVOR SAY AYE
  4. THOSE OPPOSED THE SAME SIGN
  5. MOTION CARRIED……NOT CARRIED
  1. CALENDAR COMMITTEE 

Executive Summary: The calendar committee is bringing the following proposed 23-24 calendar to the board for consideration. Staff from the calendar committee will present the calendar and background information regarding the calendar recommendation.

Motion Recommendation: To set the date for the 2023-2024 school calendar hearing to be Dec. 21, 2022.  

  1. 2023-2024 CALENDAR PROPOSAL
  2. SET DATE FOR 2023-2024 CALENDAR HEARING
    1. Set for Dec. 21 Board meeting
  1. SCHOOL IMPROVEMENT REPORT
    1. TANAGER THERAPISTS AND SUPPORT PERSONNEL – PRESENTATION AND UPDATES
  1. OPEN FORUM
  2. BUS BID RFP

Executive Summary: We will need to go out for bids to begin the purchase process for 2 new buses for the 23-24 school year.  Seeking Board action to approve request for proposals of bus bids.  We will use the same RFP used last fall to purchase the 3 buses.

Motion Recommendation:

  1. Bus Specifications – Bus 26
  2. Bus Specifications – Bus 33
  1. BOARD DIRECTOR DISTRICT MAP DRAFT 

Executive Summary:

Motion Recommendation:  SET THE DATE FOR THE BOARD RESOLUTION FOR JANUARY 18, 2023

  1. FACILITY CAPITAL IMPROVEMENTS AND MASTER PLAN

EXECUTIVE SUMMARY:    

MOTION RECOMMENDATION: 

  1. Petition and General Obligation Bond 

Shall the Board of Directors of the Benton Community School District in the Counties of Benton, Iowa, and Tama, State of Iowa, be authorized to contract indebtedness and issue General Obligation Bonds in an amount not to exceed $48,500,000 to provide funds to build, furnish, and equip a new elementary building in Van Horne and to acquire and improve the site; to build, furnish and equip an addition to Atkins Elementary and related remodeling; to improve, repair, remodel, furnish, and equip the High School/Middle School building, including HVAC and safety improvements; and to remodel and improve existing space into a secure entryway and main office space at the High School/Middle School building?

MOTION________________________________2ND__________________________

IT HAS BEEN MOVED AND SECONDED TO….

(DISCUSSION)

ALL THOSE IN FAVOR SAY AYE

THOSE OPPOSED THE SAME SIGN

MOTION CARRIED……NOT CARRIED

Roll call vote:  DIRECTOR:  BECKER____, LUDEKING____, NOLTE____, PHILLIPS_____, THOMPSON______, UPAH_____, WERNING______

  1. ADMINISTRATION REPORT
  1. CALENDAR CHANGE

EXECUTIVE SUMMARY:  To allow opportunities for voter turnout and satellite voting (proposed), it would be valuable for us to move spring parent-teacher conferences from March 8-9 to Feb. 28 & March 1, 2023.  That way parents attending PT conferences can also take the time to view our Facilities Capital Improvement Plan, ask questions, visit with admin./board members, and vote at our hopeful satellite voting stations!  

MOTION RECOMMENDATION:  Approve the calendar change from Parent-Teacher Conferences on March 8 & 9, 2023 to February 28 and March 1, 2023 with early dismissal at noon and Parent-Teacher Conferences from 2:30 p.m. – 7:30 p.m. 

  1. FUNDRAISERS

EXECUTIVE SUMMARY:  We neglected to have the list of planned fundraisers to you at the September board meeting.  We are bringing this forward now as per our policy.  

FUNDRAISERS – 2022-2023

MOTION RECOMMENDATION: Approve the 2022-2023 fundraisers as presented.  

  1. EARLY RETIREMENT PLAN & RESOLUTION

EXECUTIVE SUMMARY:  Each fall the list of employees eligible for early retirement, if the Board so elects to offer the plan, is presented and reviewed.  

 I would recommend that we include use of PAYING OUT sick days ($50/unused day) as part of the early retirement plan for certified staff only.  Including this payout discourages over-use of sick leave for the remainder of the school year.  I figured the maximum number of days a certified employee might have and estimated the payout to be approximately $6,000 total per retiree.  I will provide a cost/benefit analysis at the meeting so we can make a decision on this addition to the plan.  

“Plus” of offering the plan:

  • Can plan on savings to the General Fund – Est. at $104,000
    • Can be valuable if SSA remains low and CPI remains high – means we will overspend with settlements and receive less revenue from the state
  • Can say in plan that you’ll take 1-4 retirees if you want to keep it in check
  • What districts near us are doing

Details”:

  • If we offer the full list of certified staff, 6 elementary teachers MIGHT take it

Delta”:

  • Teacher shortage situation 
  • A couple of staff who have waited for the plan would miss their opportunity to retire with the incentive.  This has created hard feelings and impacted our culture in the past.  This is most likely the reason we have offered it fairly continually during the past 10 years.  

MOTION RECOMMENDATION AND RESOLUTION:  Let it be resolved that the Benton Community School Board will offer their early retirement plan for the 2022-2023 school year, ending at the finality of the 2022-2023 school year, for eligible employees and as per the plan details and requirements.  

MOTION________________________________2ND__________________________

IT HAS BEEN MOVED AND SECONDED TO….

(DISCUSSION)

ALL THOSE IN FAVOR SAY AYE

THOSE OPPOSED THE SAME SIGN

MOTION CARRIED……NOT CARRIED

  1. MODIFIED SUPPLEMENTAL AMOUNT – AT-RISK/DROPOUT  

$207,213.12

EXECUTIVE SUMMARY:  At-risk Drop out is to serve (K-12) students who are at-risk for succeeding in school as well as at-risk of dropping out (moving to homeschool, leaving school, dropping out).  If you recall, we use these funds to support counselors, therapists, our Bobcat time with interventions, and our SRO position contract with the sheriff department

Link to at-risk drop out budget for services to our students (see below as well).

MOTION RECOMMENDATION:  Approve the modified supplemental amount of $207,213.12.  

MOTION________________________________2ND__________________________

IT HAS BEEN MOVED AND SECONDED TO….

(DISCUSSION)

ALL THOSE IN FAVOR SAY AYE

THOSE OPPOSED THE SAME SIGN

MOTION CARRIED……NOT CARRIED

  1. SUPERINTENDENT RETIREMENT AND REPLACEMENT

Board discussion and contract with Trent Grundmeyer

MOTION________________________________2ND__________________________

IT HAS BEEN MOVED AND SECONDED TO….

(DISCUSSION)

ALL THOSE IN FAVOR SAY AYE

THOSE OPPOSED THE SAME SIGN

MOTION CARRIED……NOT CARRIED

  1. BUSINESS SERVICES:

EXECUTIVE SUMMARY: Positive fund balances continue to exist and of note is that supplemental state aid payments have begun and helped to provide for rising costs in the budget. Expenses have seemed to level out this month with lower amounts on the bill list compared to July and August of FY23 as well as September of FY22. 

MOTION RECOMMENDATION:  Approve the warrants and financial reports as presented.  

  1. WARRANTS
  2. ADDITIONAL WARRANTS
  3. SUMMARY OF WARRANTS
  4. FINANCIAL REPORTS

MOTION________________________________2ND__________________________

IT HAS BEEN MOVED AND SECONDED TO….

(DISCUSSION)

ALL THOSE IN FAVOR SAY AYE

THOSE OPPOSED THE SAME SIGN

MOTION CARRIED……NOT CARRIED

  1. POLICY REVIEW

EXECUTIVE SUMMARY:  (to be added)

MOTION RECOMMENDATION:  Approve the policies and revisions as presented

MOTION________________________________2ND__________________________

  1. IT HAS BEEN MOVED AND SECONDED TO….
  2. (DISCUSSION)
  3. ALL THOSE IN FAVOR SAY AYE
  1. CONSENT AGENDA

EXECUTIVE SUMMARY:   The Consent Agenda includes common topics.   

*ALL HIRES ARE CONTINGENT ON BACKGROUND CHECK, PROPER LICENSING, AND RELEASE FROM CURRENT CONTRACT IF APPLICABLE

MOTION RECOMMENDATION:  Approve the Consent Agenda as presented.  

  1. HIRES
  2. Volunteers
    • Adrian Erickson – Volunteer Assistant Robotics Sponsor – Recommendation
    • Nolan Krueger – Volunteer Boys Basketball Aide – Recommendation
  3. Resignations
  4. MEETING MINUTES –
  5. CONTRACTS

MOTION________________________________2ND__________________________

IT HAS BEEN MOVED AND SECONDED TO….26th at 

(DISCUSSION)

ALL THOSE IN FAVOR SAY AYE

THOSE OPPOSED THE SAME SIGN

MOTION CARRIED……NOT CARRIED

  1. SUPERINTENDENT REPORT
    1.  Bond referendum schedule
    2. UPCOMING BOARD MEETINGS
      1. Dec. 21, 6:00 p.m., Regular meeting
        1. Introduction of 6 new teaching staff
  1. CLOSED SESSION 

as per Iowa Code 21.5(e)  To discuss whether to conduct a hearing or to conduct hearings to suspend or expel a student, unless an open session is requested by the student or a parent or guardian of the student if the student is a minor.

  1. CLOSED SESSION 

as per Iowa Code 21.5(e)  To discuss whether to conduct a hearing or to conduct hearings to suspend or expel a student, unless an open session is requested by the student or a parent or guardian of the student if the student is a minor.

  1. ADJOURNMENT

MOTION________________________________2ND__________________________

IT HAS BEEN MOVED AND SECONDED TO….

(DISCUSSION)

ALL THOSE IN FAVOR SAY AYE

THOSE OPPOSED THE SAME SIGN

MOTION CARRIED……NOT CARRIED

Prior work sessions

  1. Prioritized safety and security items per building 

FACILITIES MASTER PLAN

  1. Review norms 
  2. Use “Norm” when necessary

Resources

  1. PRIOR WORK SESSION MATERIALS
    1. Materials from Tammi D. from prior  work session –

ONGOING DOCUMENTATION OF BOARD GOALS & SUPERINTENDENT PROGRESS / ACTIONABLE STEPS

  •   BOARD GOAL UPDATES:
  • GOAL #1:  CURRICULUM AND INSTRUCTION  (Priority Goal)
  • GOAL #5 UPDATE:  MARKETING AND CUSTOMER SATISFACTION  (Priority Goal)

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