2022-23 BOARD MINUTES

November 28, 2022

Mid-Prairie Community School District

Kalona, Wellman, West Chester

Mid-Prairie Central Office Community Room, Wellman, IA  52356

November 28, 2022 – 6:15 p.m.

www.mid-prairie.k12.ia.us

 

President Jeremy Pickard called the meeting to order.

Board members present:   Mary Allred, Denise Chittick, Gabrielle Frederick, Jeremy Pickard, Marianne Schlabach, Jed Seward, and Jake Snider (arrived at 6:19 p.m.).

Board members absent:  Jake Snider (arrived at 6:19 p.m.).

Also Present:  Brian Stone, Jeff Swartzentruber, Chuck Banks, Greg Jergens, Rachel Kerns, and Amy Shalla.

Marianne Schlabach moved to adopt the agenda as presented.  Seconded by Mary Allred.  Motion carried 6-0.

WORK SESSION

Hawk Highlight

Superintendent Stone introduced the Care Solace Program for School Communities and discussed the use of the program within the District.  This is a mental health initiative, service, program to assist our students in getting help for various social and emotional issues in an around the clock application.  The program will be funded with Title IVA Funds.  The Board looks forward reports on the program.

Board Member Dialogue with Iowa Legislators

President Pickard welcomed Iowa Legislators Heather Hora and Dawn Driscoll to the meeting.  He expressed appreciation for their willingness to serve the District constituents.  Both Driscoll and Hora introduced themselves and their respective roles in the legislature.  The Board and administrators, Hora, and Driscoll then engaged in a discussion of legislative issues of concern for the District.  Items discussed included the school voucher program, teacher retention issues, apprenticeship programs for teachers—paraprofessionals to teachers—and students, especially the trades for the students.  They encouraged folks to reach out at any time to give feedback and to ask questions.

Jake Snider arrived during this agenda item at 6:19 p.m.

Facility Planning Discussion

The Board continued discussions on the Long-term Facilities Plan and began to prioritize the projects identified to date.  Some preliminary costing was shared by Superintendent Stone using the priorities list.  He shared two initial scenarios for the Board to review and discuss and explained it further as phases. There was discussion on the approach to projects and the longer or shorter terms on bonds.  It is recognized that the needs do tend to change rapidly.  What are the top priorities and the timeframe for communication and education to the Public.  The Board discussed next steps and needed items: Reconvene a Facilities Committee with the constituency; develop a robust plan for September of 2023 referendum followed by other referendums in November of 2023 or March of 2024.  Students continue to be the primary focus of the projects and planning. The Board tentatively agreed to move the process forward as discussed in principle.

BUSINESS MEETING

Public Forum– 7:00 p.m.

No one spoke.

Consent Items

Marianne Schlabach moved to approve the following consent items.

Minutes of Previous Meetings

The minutes of November 14, 2022;

Finance Report

None presented at this time;

Payment of Bills

The bills as listed for November 28, 2022;

Open Enrollment Requests

Don Waltenberger requests Anya Waltenberger (Grade 10), attend Mid-Prairie Virtual Academy from Pella Community School District for the 2022-23 School Year;

Nathan and Laura Kooyman request Julie Kooyman (Grade 4) attend Mid-Prairie’s Home School Assistance Program from Ankeny Community School District for the 2022-23 School Year;

Personnel Items

Contract issued to Laura Schmitt, High School Grade 9-12 Counselor, $43,451 per annum/21,502 Prorated;

Work Agreement issued to Jane Blieu, High School Paraprofessional, $14.67 per hour;

Contract issued to Jared Duwa, High School Assistant Wrestling Coach, $2,790 per season;

Fundraising Requests – No requests presented for approval

Denise Chittick seconded the consent items.  Motion carried 7-0.

Finance

First Reading of School Board Policy 802.4 Fixed Assets

Business Manager Swartzentruber presented the change to the Policy due to the change in IASB policy pertaining to fixed assets and GASB 87 Leases.  The capitalization policy moves fixed asset tracked from the current $2,500 amount to $5,000.  It removes language related to GASB 34 language and inserts GASB 87 language for leases.  The GASB 87 lease threshold is recommended to be considered only if a lease is greater than 1% of the previous year General Fund expenses, which would set it at $190,000+.  There are no leases near that threshold.

Gabrielle Frederick moved to approve School Board Policy 802.4 Fixed Assets on First Reading as presented.  Jed Seward seconded the motion.    Motion carried 7-0.

First Reading of School Board Policy 708 Care, Maintenance and Disposal of School District Records

Business Manager Swartzentruber presented the change to Policy to increase the current fixed asset capitalization threshold from $2,500 to $5,000.  This is to keep the Policy in synch with School Board Policy 802.4. 

Gabrielle Frederick moved to approve School Board Policy 708 Care, Maintenance and Disposal of School District Records on First Reading as presented.  Jed Seward seconded the motion.    Motion carried 7-0.

Student Learning

Closed Session for the Mid-Year Review of the Superintendent Goals

Board President Pickard stated that the agenda notes the Board will move to closed session to review the progress of Superintendent Stone as it relates to the goals the Board gave him at the time he was hired.  Superintendent Stone has requested this to be a closed session under 21.5(1)(j) of the Iowa Code.

Gabrielle Frederick moved to enter closed session to evaluate the professional competency of an individual whose 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 as provided by 21.5(1)(i), Code of Iowa.  Marianne Schlabach seconded the motion. 

Roll Call Vote:    Gabrielle Frederick          - yes                                      Mary Allred                        - yes

                          Jed Seward                      - yes                                      Jeremy Pickard                  - yes

                          Marianne Schlabach        - yes                                      Jake Snider                        - yes

                          Denise Chittick                 - yes

Motion carried 7-0.

The Board entered Closed Session at 8:06 p.m.

The Board exited Closed Session at 9:24 p.m.

Work Session

Completion of Unfinished Work Session Items

There were no unfinished items from the Work Session section of the meeting.

Announcements and Suggestions for Next Agenda

The next regular Board meeting will be on Monday, December 12, 2022, at 6:15 p.m. at the Central Office Community Room.  Agenda items to include:  101% Budget Guarantee Resolution; Second Reading of Board Policies 802.4 and 708; Facility Planning Discussion; In January – Level I Investigators and Flexibility Transfer for HSAP Funds Public Hearing Set;

Board Highlights

  • Affirmed the direction of the Board conversations
  • Quieter Board Members spoke more

Adjournment

The meeting adjourned at 9:29 p.m.

 

November 14, 2022

Mid-Prairie Community School District

Kalona, Wellman, West Chester

Mid-Prairie Central Office Community Room, Wellman, IA  52356

November 14, 2022 – 6:15 p.m.

www.mid-prairie.k12.ia.us

 

RETIRING SCHOOL BOARD ANNUAL MEETING

President Jeremy Pickard called the meeting to order.

Board members present:   Mary Allred (arrived to the meeting at 7:19 p.m.) Denise Chittick, Gabrielle Frederick, Jeremy Pickard, Marianne Schlabach, Jed Seward, Jake Snider.

Board members absent:  Mary Allred (arrived to the meeting at 7:19 p.m.).

Also Present:  Brian Stone, Jeff Swartzentruber, Chuck Banks, Robin Foster, Rob Hruby, Rachel Kerns, Amy Shalla, and Frank Slabaugh.

Marianne Schlabach moved to adopt the agenda as presented.  Seconded by Denise Chittick.  Motion carried 6-0.

Consent Items

Marianne Schlabach moved to approve the following consent items.

Minutes of Previous Meetings

The minutes of October 24, 2022;

Denise Chittick seconded the consent items.  Motion carried 7-0.

Adjournment (Sine Die) The Board President adjourned “sine die” the final meeting of the 2021-2022 and partial 2022-2023 School Board at 6:16 p.m.

New Board of Education – Organization of the 2022-2023 Board

Board Secretary, Jeff Swartzentruber, called the meeting to order at 6:17 p.m.

Nominations for President of the Board of Directors for the 2022-2023 School Year:

Jake Snider Jake Snider nominated Gabrielle Frederick for President of the Board.  Gabrielle Frederick responded to the nomination and expressed reservations.  Swartzentruber asked for a second.  Motion died for lack of a second.

Marianne Schlabach nominated Jeremy Pickard for President of the Board.  Additional nominations were requested by Swartzentruber, and there were none.   Seconded by Denise Chittick.  Further discussion ensued.  Motion carried 5-0 as Jeremy Pickard abstained from voting.

Nominations for Vice-President of the Board of Directors for the 2022-2023 School Year:  Jeremy Pickard nominated Gabrielle Frederick for Vice-President.  Additional nominations were requested by Swartzentruber, and there were none.  Seconded by Marianne Schlabach.  Motion carried 6-0 .

The Oaths of Office were administered Jeremy Pickard President of the Board and Gabrielle Frederick Vice President of the Board.

New President Jeremy Pickard, again, called the New Board of Education meeting to order.

Gabrielle Frederick moved to adopt the agenda as presented for the New Board.  Seconded by Marianne Schlabach.  Motion carried 6-0.

WORK SESSION

Hawk Highlight

Behavior Interventionists, Beth Dehogues and Mackenzie Kos provided an update on their work and changes to Minor and Major Behavior Matrix.  They provided a view of the matrix and connected it to the PBIS program.  They also discussed the Continuum of Responses approach that dovetails into the strategy used for the matrix and followed this up with details.  This program was presented to staff and continues to be implemented.  The Board expressed appreciation for the presentation and the explanation of the program and protocols.  The Board also asked questions of Dehogues, Kos and administrators for clarification.  The program was strongly affirmed.

Board Member and Administrator Dialogue

Facility Long-term prioritizing

The Board continued discussions on the Long-term Facilities Plan and began to prioritize the projects identified to date.  Some preliminary costing was shared by Superintendent Stone using the priorities list.  He shared two initial scenarios for the Board to review and discuss.  The Board discussed the approach to referendum questions for an increase of the bond levy rate and a question for the amount of General Obligation bonds to be issued for the projects.  The discussion centered on asking the questions at the same time, or asking them separately.  The Board recognizes that the community needs to understand the long-range plan and the steps included with the master plan.  The Board discussed a smaller scope of projects first and then a larger project later as part of the master plan.  The Board discussed the issues related to usage of the various spaces including Fine Arts, Education, and Athletic.  At the next meeting the Board needs to determine the approach to be taken, will it be one question, or two questions.  And of the debt service levy question what is the level to raise the debt service levy.

BUSINESS MEETING

Public Forum– 7:00 p.m.

No one spoke.

The Board returned to the Facility Long-term prioritizing of the Work Session

(Mary Allred arrived at 7:19 p.m.)

Consent Items

Jed Seward moved to approve the following consent items.

Finance Report

The Finance Report for Year-to-date October 2022;

Payment of Bills

The bills as listed for November 14, 2022; and Prepaid Bills;

Open Enrollment Requests

Asenath Shetler requests Brice Shetler (Grade 2) and Celie Shetler (Grade 5), attend Mid-Prairie from Highland Community School District for the 2022-23 School Year;

Jamie Mullins requests Mackenzie Rilea (Grade 8), attend Mid-Prairie Virtual Academy from Williamsburg Community School District for the 2022-23 School Year;

Zachary and Angela Miller request Beckett Miller (Grade 5) and Brylee Miller (Grade 8) attend Mid-Prairie’s Home School Assistance Program from Iowa City Community School District for the 2022-23 School Year;

Personnel Items

Contract issued to Caleb Potts, High School Math Teacher, $18,885 per remainder of School Year;

Work Agreement issued to Deana Nolan, High School Paraprofessional, $14.67 per hour;

Contract issued to Megan Neal, High School Prom Sponsor, $929.85 per annum;

Contract issued to Brock Moore, Middle School Head Girls Wrestling Coach and Boys Assistant Wrestling Coach, $A per annum;

Winter Volunteer Coaches

Jared Duwa, Assistant HS Wrestling Coach, $-0-

Shannon McCain, Assistant HS Wrestling Coach, $-0-

Timothy O’Tool, Assistant HS Boys Basketball Coach, $1,500 from Basketball Resale

Tana Boshart, Assistant MS Girls Basketball Coach, $-0-

Noah Hugh, Assistant MS Boys Wrestling Coach, $-0-

Fundraising Requests – No requests submitted

Marianne Schlabach seconded the consent items.  Motion carried 7-0.

Finance

Interest Based Bargaining School Board Representative

The board discussed who the representatives from the Board will be for the 2022-23 School Year.  Jed Seward and Denise Chittick served in this capacity last year with approximately two meetings per month from November to March or April and scheduled to precede School Board meetings.  The first meeting will be prior to the December 12th School Board meeting.  Then future meetings will also be prior to the School Board meetings.  Jed Seward and Denise Chittick both stated and openness to serve for the upcoming year.

Gabrielle Frederick moved to appoint Jed Seward and Denise Chittick as the School Board Representatives to the Mid-Prairie School District Interest Based Bargaining Committee for 2022-2023 School Year.  Mary Allred seconded the motion.    The Motion carried 7-0.

Washington and Johnson County Conference Boards

The board discussed who the representatives for these boards will be for the 2022-2023 School Year. Both boards work to approve the County Budget via the Assessor’s Office.  Gabrielle Frederick is the only Johnson County resident amongst the School Board Members.  Gabrielle Frederick represented Mid-Prairie at Johnson County and Jake Snider represented Mid-Prairie at Washington County in the prior fiscal year.

Jed Seward moved to approve Gabrielle Frederick as the Johnson County Representative to the Johnson County Conference Board and Jake Snider as the Washington County Representative to the Washington County Conference Board for the 2022-2023 School Year.  Denise Chittick seconded the motion.    The Motion carried 7-0.

IASB Representative/Delegate

The board discussed who the delegate to IASB would be for the coming year after this week’s annual convention and delegate session.  Gabrielle Frederick has served as the IASB delegate for Mid-Prairie for the past number of years.  She stated that she is willing to continue in this role and yet welcomed others to serve in the coming year if they have interest.  The Board discussed representation at IASB.

Mary Allred moved to approve Gabrielle Frederick as the IASB delegate for the coming year to start immediately after the November 16-18, 2022 Annual Convention.  Marianne Schlabach seconded the motion.    Motion carried 7-0.

Utility Easement Request – Soccer Field

Business Manager Swartzentruber presented a request for an underground electric easement by Interstate Power and Light Company (Alliant Energy) for a utility easement to cross on the North border of the soccer field complex as noted on the Exhibit B map that is attached to the Easement Document.  The Board approved an Underground Electric Easement in June of 2022 for an area at the North most point for the placement of a pad-mounted XMFR and pole.  Alliant found that the underground area they had planned to use at the street is already overcrowded with other utilities making their original plan untenable.  This this request allows them a 10 foot area on the north boundary of the Soccer fields.

Mary Allred moved to approve the permanent easement with Interstate Power and Light as presented in the document.  Denise Chittick seconded the motion.    Motion carried 7-0.

SBRC Resolution for Additional Allowable Growth for Enrollment and ELL

Business Manager Swartzentruber presented the additional allowable growth resolution that, if passed, will allow the District to increase spending authority of $64,043 for Open Enrollment Out and of $6,226.92 for ELL Beyond 5 Years.   These amounts are a result of the Certified Enrollment data from the October 1, 2022, count date.

Jake Snider moved to approve Resolution 11142201 to allow the Superintendent to request increased spending authority of $64,043 on Open Enrollment Out for the 2022-2023 School year and $6,226.92 for ELL Beyond 5 Years.  Jed Seward seconded the motion.

Roll Call Vote:    Gabrielle Frederick          - yes                      Mary Allred                        - yes

                          Jed Seward                      - yes                      Jeremy Pickard                  - yes

                          Marianne Schlabach        - yes                      Jake Snider                        - yes

                          Denise Chittick                 - yes

Motion carried 7-0.

Student Learning

Carl A. Nelson/Shive-Hattery Presentation on the Design Development process for the upcoming East Elementary and Middle School additions and renovations projects

The Carl A. Nelson and Shive-Hattery teams provided an update on the East Elementary and Middle School Design Development process for additions and renovations.  Shive-Hattery shared an overview of the current site plans and building drawings of both buildings and noted that there are not significant changes from the previous phase. Also included was a review of budget of these projects at this point and changes made to the projects as preparations for bid documents and bid packages are prepared.  Shive-Hattery discussed the Wrestling space as part of their presentation and discussed an initial estimation before the Schematic Design phase as it appears that it may be higher than the $1million.  There is recognition that the scope needs to be further refined on the Wrestling space.

The next phase is to move to Construction documents for the Middle School, East Elementary, and the High School Track to be presented to the Board at the January 23, 2023 meeting.  The Board informally agreed to continue to move forward with this process for the three projects.

Reschedule the March 13, 2023 School Board Meeting

Superintendent Stone discussed the potential need to change the first Board Meeting in March as this is Spring Break week with a number of Board Members known to be absent due to travel plans.  Another date needs to be considered and/or selected unless the March 13, 2023 date is cancelled outright.  A special meeting could be called as needed.

Mary Allred moved to cancel the March 13, 2023 School Board Meeting.  Jed Seward seconded the motion.  Motion carried 7-0.

Superintendent Evaluation Process

Gabrielle Frederick presented some ideas about the Superintendent evaluation process.  Normally, it would be the second meeting in November.  The Superintendent Contract states that it is to be conducted on May 15, 2023, which is not a scheduled Board Meeting date, for the first year of his contract.  Frederick stated her thoughts on having Superintendent Stone share the progress towards the goals that the Board had set at the next School Board meeting.  She recommends that it be a closed session at the end of the next meeting with recognition that this is Superintendent Stone’s decision.  Additional comments were made about timing, process, and content of the evaluation.  The Board provided feedback to move in the direction stated above for the next meeting in November.  Frederick also discussed the idea of doing a Board Member evaluation, either peer to peer or self-evaluation.  There seemed to be agreement to explore the Board Member evaluation idea.

Work Session

Completion of Unfinished Work Session Items

There were no unfinished items from the Work Session section of the meeting.

Announcements and Suggestions for Next Agenda

President Pickard has invited State of Iowa Legislators Heather Hora and Dawn Driscoll to the Work Session of the November 28th School Board Meeting.

Business Manager Swartzentruber noted that the District has been approached about our interest in leasing a 100 foot by 100 foot portion of our property for a cellphone tower at $500 per month.  Is there interest in putting this on the agenda to discuss?  Let Pickard or Swartzentruber know if this should be an agenda item.

Business Manager Swartzentruber communicated that the first quarter ESSER III reimbursement requests were made and that $625,500-plus was submitted for reimbursement.  $139,000 remains and is committed to projects for the remainder of the 2022-2023 School Year.  There can be no new projects.

Business Manager Swartzentruber communicated that $750,000 and $1,100,000 have been invested in Treasuries through the Hills Bank Trust Investment Management Accounts following the established Board Policy guidelines.

The next regular Board meeting will be on Monday, November 28, 2022, at 6:15 p.m. at the Central Office Community Room.  Agenda items to include: First Reading of Board Policy 802.4 Fixed Assets; Level I Investigators, and Superintendent interim evaluation.

Board Highlights

  • Gabrielle Frederick state that she is proud of Jake Snider for doing the first ever resolution motion.

Adjournment

The meeting adjourned at 8:58 p.m.

October 24, 2022

Mid-Prairie Community School District

Kalona, Wellman, West Chester

Mid-Prairie Central Office Community Room, Wellman, IA  52356

October 24, 2022 – 6:15 p.m.

www.mid-prairie.k12.ia.us

 

Vice President Marianne Schlabach called the meeting to order in the absence of President Jeremy Pickard.

Board members present:   Mary Allred, Denise Chittick, Gabrielle Frederick, Jeremy Pickard (arrived at 7:25 p.m.), Marianne Schlabach, Jed Seward, and Jake Snider.

Board members absent:  Jeremy Pickard (arrived at 7:25 p.m.).

Also Present:  Brian Stone, Jeff Swartzentruber, Chuck Banks, Robin Foster, Rob Hruby, Greg Jergens, Rachel Kerns, Amy Shalla, and Frank Slabaugh.

Mary Allred moved to adopt the agenda as presented.  Seconded by Gabrielle Frederick.  Motion carried 6-0.

WORK SESSION

Hawk Highlight – FCS Global Cuisine Class

Glenda Seward, High School FCS Teacher, and a group of students to share on their experiences in the Global Cuisine Class. The class has a very international flavor and appeal.  The class formed groups that competed against other groups.  Their dishes were judged by various teachers and administrators.  They served the Board and group a Hazelnut cake. 

Board Member and Administrator Dialogue

Building Needs Updates – Superintendent Stone introduced the process that each Administrator used to canvas their building staff.  Each Principal shared about facilities needs for their building.  Superintendent Stone noted that he will gather these lists and incorporate the items into the plan.

  1. Middle School– Principal Rob Hruby noted the following additional suggested items by staff:  More classrooms and restrooms, more staff bathrooms, expanded office/staff rooms, gymnasium, remodel of the media center, small group meeting spaces, and remodel of the art classroom.
  2. High School– Principal Chuck Banks noted the following additional priorities: classrooms, auditorium, multi-purpose room remodel, new band and vocal area, parking lot, new gymnasium, staff bathrooms, classroom updating, and update of interior doors.
  3. East Elementary – Principal Greg Jergens noted the following priorities: the parking lot, outdoor lighting improvements, classrooms, special education rooms, small group meeting rooms, playground resurface/painting, new carpet in the library, handicap accessible doors, and sidewalks connecting all parts of the building.
  4. West Elementary– Principal Robin Foster noted the following additional priorities:  the parking lot with traffic flow, additional classrooms (Preschool rooms were mentioned), handicap accessible doors, handicap accessible playground, and preschool playground.
  5. Home School– Director Rachel Kerns noted the following additional priorities: expressed appreciation for their space; new air conditioning unit on the roof, new gymnasium floor, parking lot improvements (future); a parent classroom, update the kitchen, science room lab space, playground upgrade, fencing around the ball fields—remove or upgrade, and exterior doors upgrades.

Facility Long-term Prioritizing – The focus turned to prioritizing projects and next steps.  Superintendent Stone reiterated that the District leadership knows what is on the table.  There is more on the list than what can be done with current funding sources.  Once an initial prioritized list is established, then the cost estimates can be added to the list.  Then there is a need to work on what can be done in the next 14 months.

The Board moved to Business meeting at 7:00 p.m. and continued Work Session items after the Business portion of the meeting.

BUSINESS MEETING

Public Forum– 7:00 p.m.

No one spoke.

Consent Items

Jake Snider moved to approve the following consent items.

Minutes of Previous Meetings

The minutes of October 10, 2022;

Finance Report

None presented at this time;

Payment of Bills

The bills as listed for October 24, 2022;

Open Enrollment Requests

Angela Herren requests Treyton Herren (Grade 7), attend Mid-Prairie from Highland Community School District for the 2022-23 School Year as a Dual Enrolled student;

Personnel Items

Resignation of Brad Tornow, High School Assistant Baseball Coach, $2,901 per season, effective October 7, 2022;

Resignation of Melyssa Kleitsch, High School Paraprofessional, $14.67 per hour, effective October 10, 2022;

Fundraising Requests – None presented for approval;

Mary Allred seconded the consent items.  Motion carried 6-0.

Finance

Middle School Gym Floor

Superintendent Stone presented the recommendation to use FLR Sanders, Inc. as the vendor to replace the Middle School gym floor.  The replacement will be covered by insurance due to the floor flood issue in early June.  Their proposal came in at $100,900.  Additional questions were asked of them to assure completeness and comparability to the other two proposals.  The other two proposals were $109,800, and $114,450, respectively.  All three were comparable in scope.  The Board asked questions about the process and the vendors for understanding and clarification.

Jed Seward moved to approve accepting the proposal from FLR Sanders, Inc. to replace the Middle School Gym Floor at a price of $100,900.  Mary Allred seconded the motion.    Motion carried 6-0.

Hills Bank Trust Investment Management Accounts Setup

Business Manager Swartzentruber reminded the Board that they approved the two account setup, one for the General Fund, and one for the SAVE Fund at the October 10st meeting.  Board President Pickard and Swartzentruber signed the account opening documents earlier this week.  The document provided for the Board’s review completes the process.  The document outlines the approach that Hills Bank will take in investment of the dollars the District Transfers to them.  Swartzentruber asked if there were any questions on the Philosophy document provided by the Hills Bank Trust Company.  No further action is needed.

Resolution for Limited English Proficiency Additional Allowable Growth – Resolution 10242221

Superintendent Stone reported that the Limited English Proficiency (LEP) Deficit for the 2021-2022 School Year was $7,664.64.  These are costs in excess of the Categorical Funding.  The LEP filing has been certified as required by the state before the September 15, 2022 deadline.  In order to be not be impacted by this deficit, a resolution for increased Allowable Growth for a negative LEP Balance is required to be filed with the School Budget Review Committee through the Iowa Department of Education.

Jeremy Pickard arrived at 7:25p.m. during this agenda item.

Gabrielle Frederick moved to approve Resolution 1024221 for additional allowable growth of $7,664.64 to cover the 2021-2022 LEP costs in excess of funding.  Denise Chittick seconded the motion.

Roll Call Vote:    Gabrielle Frederick          - yes                                Mary Allred                        - yes

                          Jed Seward                      - yes                               Jeremy Pickard                  - yes

                          Marianne Schlabach        - yes                               Jake Snider                        - yes

                          Denise Chittick                 - yes

Motion carried 7-0.

Student Learning

MS Assistant Wrestling Coach and Girls Wrestling Coach

Superintendent Stone brought a recommendation for approval of a combined position of Middle School Wrestling Coach and Girls Wrestling Coach position to be paid on the same level as a Middle School Wrestling Head Coach. The Girls would have a 5-week extended season after January 1, 2023.  The Board asked questions for clarification.

Jeremy Pickard moved to approve the creation of a Middle School Assistant Wrestling Coach and Middle School Girl’s combined wrestling coach to be paid on the same scale as a Middle School Head Wrestling Coach.  Gabrielle Frederick seconded the motion.    Motion carried 7-0.

Work Session

Completion of Unfinished Work Session Items

The Board continued the Business Facility needs from the Work Session.

Facility Long-term Prioritizing – The discussion continued on the amount to be borrowed and the rate at which it could be paid off.  The Board asked for some illustrations on Pre-Levy and payoff of the bonds at varying levels.

Piper-Sandler Information – Business Manager Swartzentruber drew the Board’s attention to the 2-page illustration prepared by Piper-Sandler.  The total maximum available borrowing is $20,655,000 with building proceeds of just under $20,100,000.  The maximum available is stretched due to a split of the total borrowing over two years and interest only payment on the first two years of the larger amount and Interest only payments on the second issuance except for year 1 and year 21.  The interest rates at 4.75% and 5% on the two tranches are higher than what seen in the recent past, but are reflective of the current environment.  If/as the Board wants to go less than the maximum, additional scenarios may be needed.  The Board asked questions about the illustration for clarification.

Certified Enrollment Numbers – Superintendent Stone showed the Certified Enrollment Numbers for 2023 as of the October 1, 2022 count date.  Resident students have declined by 29.89 students.  With this level of decline the 101% Budget Guarantee Resolution will be needed.  Open Enrolled Students in are up 29.60 students.  While the numbers appear to offset each other, there is still concern as the Open Enrolled Students can be more volatile throughout the year due to changes in the law enacted in the last session.  The actual impact of revenue to educate students will not be known until SSA is finalized in the first quarter of 2023.

Softball Lights Update – Superintendent Stone provided an update on the Softball Lighting Project at the Middle School.  An on-site meeting with Ardent Lighting took place last week.  Work will most likely begin in November and December with the removal of some trees to create accessibility to the old lights and the new light placement.  Work to install the lights and the wiring will begin after the ground is frozen estimated to be in January.  There is confidence that the project will be completed in early Spring.

Iowa School Performance Profile – Superintendent Stone and the Administrators provided an update using the ISPP Accountability Data Summary for 2022.  The two Elementary Schools and the Virtual Academy received and Acceptable Rating and No Support Required.  The High School received a Commendable Rating with No Support Required.  The Middle School also received a Commendable Rating with some targeted emphasis for Students with Disabilities (IEP).

Student Learning

Closed Session – Student Behavior

The Board reviewed a Student Behavior situation.  It is preferred to be in closed session. 

Mary Allred moved to go into closed session per Iowa Code 21.5 subsection 1: 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.  Jake Snider seconded the motion.    Motion carried 7-0.

Roll Call Vote:    Gabrielle Frederick          - yes                                      Mary Allred                        - yes

                          Jed Seward                      - yes                                      Jeremy Pickard                  - yes

                          Marianne Schlabach        - yes                                      Jake Snider                        - yes

                          Denise Chittick                 - yes

Motion carried 7-0.

The Board entered Closed Session at 7:55 p.m.

The Board exited Closed Session at 8:14 p.m.

Mary Allred moved to uphold the suspension recommendation for Student A to be suspended from school for the rest of the Semester, and during that time, the student would be enrolled in the Virtual Academy from home.  Denise Chittick seconded the motion.  Motion carried 7-0.

Work Session

Announcements and Suggestions for Next Agenda

The next regular Board meeting will be on Monday, November 14, 2022, at 6:15 p.m. at the Central Office Community Room.  Agenda items to include: Annual Organizational Meeting, Ongoing discussion about the Facility Planning Process, Level I Investigators, Flexibility Transfer of HSAP Funds, and Gabrielle Frederick may present some ideas on the Superintendent Evaluation at the next meeting.   The second Meeting in November could be the Superintendent Evaluation.

Board Highlights – Nothing of significance was shared, though the Board expressed appreciation for Jeremy Pickard’s attendance in a busy week.

Adjournment

The meeting adjourned at 8:25 p.m.

 

October 10, 2022

Mid-Prairie Community School District

Kalona, Wellman, West Chester

Mid-Prairie Central Office Community Room, Wellman, IA  52356

October 10, 2022 – 6:15 p.m.

www.mid-prairie.k12.ia.us

 

Vice President Marianne Schlabach called the meeting to order in the absence of President Jeremy Pickard.

Board members present:   Mary Allred, Denise Chittick, Gabrielle Frederick, Jeremy Pickard (arrived at 6:23 p.m.), Marianne Schlabach, Jed Seward, Jake Snider.

Board members absent:  Jeremy Pickard (arrived at 6:23 p.m.)

Also Present:  Brian Stone, Jeff Swartzentruber, Chuck Banks, Robin Foster, Greg Jergens, Rachel Kerns, Amy Shalla, Frank Slabaugh, and Tyler Hotz.

Gabrielle Frederick moved to adopt the agenda as presented.  Seconded by Mary Allred.  Motion carried 6-0.

WORK SESSION

Hawk Highlight

High School Chuck Banks introduced Jess Jones and Shawna Sieren, two of the four High School Math Teachers, who attended the National Science Conference.  The teachers provided an overview of the July conference in Chicago and the various learning opportunities.  The expressed their thanks for the ability to develop relationships between the Mid-Prairie teachers and the networking with other teachers at the conference.  Science Literacy was one of the most prevalent themes of the conference—Currency, Reliability, Accuracy, and Purpose.  They hope to bring these elements to the classroom.  They discussed on-line academic resources that can also be used in the classroom.  They concluded by discussing a few of the breakout workshops.  The Board asked questions for insights, and then thanked the teachers for the presentation and their work with students.

Pickard arrived during this agenda item.

Board Member and Administrator Dialogue

Facilities Data – Superintendent Stone introduced the Facilities Data gathered from Board members, the Administrator Team, the most recent Facilities Committee, and a group of staff members that also participated with the Facilities Committee.  The data gathering tool asked those to whom the inquiry was made to evaluate the priorities of the projects.  The goal is to begin to develop a comprehensive facility plan that includes current needs and future needs recognizing the limitations on funds that is currently the Districts reality.  It was noted that new items to be added to the list were not solicited in this phase.

Facility Long-term Prioritizing – The focus then turned to prioritizing the projects and next steps.  Stone asked for further clarification and feedback for additional projects that were not on the current list.  The Board noted the need to be more fact-finding.  It was expressed that there is some urgency in the short term needs and the focus to build the long-term plan.  It was suggested that the Administrative Team needs to review and reassess the needs and the priority of needs and bring some additional ideas of expanded areas of needs.

Pickard took the chair at 7 p.m.

BUSINESS MEETING

Public Forum– 7:00 p.m.

The Fine Arts Booster representatives shared about some urgent needs that are safety related for items in the Cafetorium/Student Center including the retractable seating, curtain, and additional other immediate needs.

Consent Items

Jake Snider moved to approve the following consent items.

Minutes of Previous Meetings

The minutes of September 26, 2022;

Finance Report

The Finance Report for September 2022;

Payment of Bills

The bills as listed for October 10, 2022; and Prepaid Bills;

Open Enrollment Requests

Marisa Tujlliani-Holtz requests Benjamin Lopiccalo (Grade 6), attend Mid-Prairie from Columbus Community School District for the 2022-23 School Year;

Taylor and Drew Albright request Lakota Albright (Kindergarten), attend Mid-Prairie from Iowa City Community School District for the 2022-23 School Year;

Nichole Jaspering requests Aven Jaspering (Grade 5) and Zayley Jaspering (Grade 3), attend Mid-Prairie from Washington Community School District for the 2022-23 School Year;

Personnel Items

Contract issued to Mark Hostetler, High School Girls Head Track Coach, $5,616 per Season;

Resignation of Beth Reeves, High School Math Teacher, $63,108 per year, effective 12/02/2022;

Fundraising Requests – No requests are presented for approval;

Jed Seward seconded the consent items.  Motion carried 7-0.

Student Learning

Second Reading of Graduation Requirements

President Pickard noted that Board Policy 505.5 passed on First Reading at the September 26, 2022, meeting.  A short summary of the proposed changes presented at the last meeting was provided.  They asked for any questions or further discussion.

Denise Chittick moved to approve changes to Board Policy 505.5 as proposed on Second Reading.  Mary Allred seconded the motion.    Motion carried 7-0.

Student Appeal

Superintendent Stone introduced Activities Director, Tyler Hotz, and recommended the Board go into closed session to conduct a hearing of appeal to determine whether to suspend a student.  There are two students to be referred to as Student A and Student B.  There will be two closed sessions, one for each student.

Mary Allred moved to hold a closed session for Student A as provided in section 21.5(l)e of the open meetings law to conduct a hearing to determine whether to suspend or expel a student unless an open session is requested by the student or a parent or legal guardian of the student if the student is a minor.  Marianne Schlabach seconded the motion.

Roll Call Vote:    Gabrielle Frederick          - yes                                      Mary Allred                        - yes

                          Jed Seward                      - yes                                      Jeremy Pickard                  - yes

                          Marianne Schlabach        - yes                                      Jake Snider                        - yes

                          Denise Chittick                 - yes

Motion carried 7-0.

The Board entered Closed Session at 7:17 p.m.

The Board exited Closed Session at 7:45 p.m.

Gabrielle Frederick moved to uphold the suspension recommendation for Student A as stated in closed session.  Mary Allred seconded the motion.

Roll Call Vote:    Gabrielle Frederick          - yes                                      Mary Allred                        - yes

                          Jed Seward                      - yes                                      Jeremy Pickard                  - yes

                          Marianne Schlabach        - yes                                      Jake Snider                        - yes

                          Denise Chittick                 - yes

Motion carried 7-0.

Mary Allred moved to hold a closed session for student B as provided in section 21.5(l)e of the open meetings law to conduct a hearing to determine whether to suspend or expel a student unless an open session is requested by the student or a parent or legal guardian of the student if the student is a minor.  Jake Snider seconded the motion.

Roll Call Vote:    Gabrielle Frederick          - yes                                      Mary Allred                        - yes

                          Jed Seward                      - yes                                      Jeremy Pickard                  - yes

                          Marianne Schlabach       - yes                                       Jake Snider                        - yes

                          Denise Chittick                 - yes

Motion carried 7-0.

The Board entered Closed Session at 7:50 p.m.

The Board exited Closed Session at 7:55 p.m.

Finance

Public Hearing on Softball Light Specifications at 7:15 p.m.

President Pickard opened the Public Hearing on the Softball Lights Specifications.  No one spoke.  Pickard closed the Public Hearing at 7:16 p.m. 

Softball Lights Bid Review

Denise Chittick moved to approve Softball Light Specifications as presented.  Mary Allred seconded the motion.    Motion carried 7-0.

Tad Morrow of Carl and Nelson Company was present to share the results of the bids received on September 29, 2022.  There were two bidders to submit bids.  Ardent Lighting Group’s bid for the project was $207,000.  Both bidders used MUSCO lighting materials in their bids.   Morrow discussed the review process for the bids and recommended that Ardent Lighting Group be awarded the contract based upon their bid and specifications review.  The Board asked questions for clarification on approach and date of completion of the work.

Gabrielle Frederick moved to approve awarding a contract to the Ardent Lighting Group LLC in the amount of $207,000 to complete the Softball Lighting project.  Marianne Schlabach seconded the motion.  Motion carried 7-0.

Increase in Certified Substitute Staff Pay

Superintendent Stone introduced a recommendation to raise Substitute Teacher Pay from the current $135 per day to $150 per day effective October 16, 2022.  Substitute Teacher Pay was increased to $135 from $120 per day in November of 2017 and at that time all substitutes—teacher and support staff—were made immediately eligible to participate in IPERS.  Stone provided some background information on how the District’s current rate compares to surrounding districts.  The Board asked questions for clarification and understanding. 

Marianne Schlabach moved to approve the increase in Teacher Substitute Pay to $150 per day effective on October 16, 2022.  Denise Chittick seconded the motion.    Motion carried 7-0.

Hills Bank Trust Investment Management Accounts Setup

Business Manager Swartzentruber noted that the account set up documents for two Investment Management Accounts are underway.  There will be two accounts.  One account will be for General Fund investments.  The other will be for the SAVE Fund.  Each will have approximately $1 million invested.  The amount in the Operating Fund will vary from time to time based upon the timing of funds received for operations.  The amount in the SAVE Fund will be the amount we are required to hold in escrow for the Revenue Bonds.  Investments will consist of Treasury Securities and Certificate of Deposit Investments with durations of 13 months or less and be laddered in their maturities in order to take advantage of liquidity and the current interest rate environment.  Account opening documents will need to be signed by the Board President and the Board Secretary.

Gabrielle Frederick moved to approve the opening of two Investment Management Accounts with Hills Bank and Trust Company for the General Fund and the SAVE Fund.  Mary Allred seconded the motion.    Motion carried 6-0, Denise Chittick abstained.

Work Session

Completion of Unfinished Work Session Items

There were no unfinished items from the Work Session section of the meeting.

Announcements and Suggestions for Next Agenda

Swartzentruber reported the Audit Fieldwork for the 2022 Fiscal Year was conducted today.

Stone announced the vulnerability assessments are being completed by Homeland Security approved consultants.

The next regular Board meeting will be on Monday, October 24, 2022, at 6:15 p.m. at the Central Office Community Room.  Agenda items to include or are under consideration: Administrative priorities on the Facilities Needs and Assessment including some additional costs, LEP/ELL Board Resolution for additional Allowable Growth; Level I Investigators; Discussion of a Flexibility Transfer of HSAP Funds;

Board Highlights

  • Science presentation on the National Conference and the recognition of different levels of reading of the students.

Adjournment

The meeting adjourned at 8:27 p.m.

September 26, 2022

Mid-Prairie Community School District

Kalona, Wellman, West Chester

Mid-Prairie Central Office Community Room, Wellman, IA  52356

September 26, 2022 – 6:15 p.m.

www.mid-prairie.k12.ia.us

 

Vice President Marianne Schlabach called the meeting to order in the absence of Jeremy Pickard, Board President.

Board members present:   Mary Allred, Denise Chittick, Marianne Schlabach, and Jake Snider.

Board members absent:  Gabrielle Frederick, Jeremy Pickard, and Jed Seward.

Also Present:  Brian Stone, Jeff Swartzentruber, Chuck Banks, Robin Foster, Rob Hruby, Greg Jergens, Rachel Kerns, Amy Shalla, and Frank Slabaugh.

Mary Allred moved to adopt the agenda as presented.  Seconded by Jake Snider.  Motion carried 4-0.

WORK SESSION

Hawk Highlight

Superintendent Stone introduced Kaden Meader and recognized him for his accomplishments as he will join the Navy as a US Navy AIRR (Navy Air Rescue Swimmer).  This is an elite accomplishment as the US Navy employs around 346,000 men and women in it ranks.  The number of AIRR members are less than 350.  Meader is already participating in monthly Navy training sessions as he prepares for this assignment after graduation.  The motto of AIRR is “So others may live.”  The Board expressed appreciation for his work and accomplishments and wished him well.

Board Member and Administrator Dialogue

Superintendent Stone noted the Professional Learning Communities efforts that are going on within the District and asked the Administrators to report.  Administrators discussed the specific focus on student learning and collaborating on data and learning strategies.  The work is district-wide with emphasis building level teams.  This is a continuous cycle of collaboration and improvement.

Business Manager Swartzentruber discussed the use of Hills Bank Investment Management Account Arrangement within the Hills Bank Trust Department for short term investments.  He noted the rising interest rate environment makes this favorable to begin again.  He asked if the Board would like to see a presentation from Hills Trust Department.  It was thought that was not necessary, though a concept page/document may be a good step along with the account opening documents.

Superintendent Stone discussed the Emergency Readiness progress and the on-going documentation.

Middle School is finishing up the I-Ready diagnostics to help students with the learning plans.  This replaces the STAR assessment.  The Middle School Team is quite impressed with the new tool.  There will be 3 testing days throughout the year.

General Obligation Bonds

Superintendent Stone opened this conversation early as it is last on the Business Meeting Agenda Items and noted the assignment given by the Board. The minutes on this entire segment are recorded in the Business Session agenda items to keep the recorded minute in one place.

BUSINESS MEETING

Public Forum– 7:00 p.m.

No one spoke.

Consent Items

Jake Snider moved to approve the following consent items.

Minutes of Previous Meetings

The minutes of September 12, 2022;

Finance Report

None presented at this time;

Payment of Bills

The bills as listed for September 26, 2022;

Open Enrollment Requests

Christine Brito requests Theresa Taylor (Grade 11), attend Mid-Prairie Virtual Academy from Keota Community School District for the 2022-23 School Year;

Andrea Farrier requests Rebecca Farrier (Grade 12), attend Mid-Prairie as a High School dual enrolled from Clear Creek Amana Community School District for the 2022-23 School Year;

Greg and Mandy Lybeck request Isaac Lybeck (Grade 12), attend Mid-Prairie as a High School dual enrolled from Iowa City Community School District for the 2022-23 School Year;

Wilson and Wendy Paiva request Madeline Paiva (Grade 12), attend Mid-Prairie as a High School dual enrolled from Iowa City Community School District for the 2022-23 School Year;

Randy and Kristen Rempel request Jace Rempel (Grade 12), attend Mid-Prairie as a High School dual enrolled from Iowa City Community School District for the 2022-23 School Year;

Rachel Bartachek requests Jordan Bartachek (Grade 9), Quinn Bartachek (Grade 4), and Serena Bartachek (Grade 2) attend Mid-Prairie’s Home School Assistance Program from BGM Community School District for the 2022-23 School Year;

Michelle Haveman requests Ezra Haveman (Grade 10) attend Mid-Prairie’s Home School Assistance Program from Clear Creek Amana Community School District for the 2022-23 School Year;

Abigail Drost requests Deborah Drost (Grade 6) attend Mid-Prairie’s Home School Assistance Program from Washington Community School District for the 2022-23 School Year;

Personnel Items

Work Agreement issued to Melyssa Kleitsch, High School Paraprofessional, $14.67 per hour;

Fundraising Requests

Fine Arts Boosters request approval to raise funds through the raffle of a finished hog between September 26th and November 5th with funds to be used for supplies for the Fine Arts program;

Purchase in Excess of $25,000

Walsh Door proposal of $34,300 to replace the doors and glass in the main entrance and vestibule at West Elementary School.

Mary Allred seconded the consent items.  Motion carried 4-0.

Student Learning

Graduation Requirements

Chuck Banks, High School Principal, noted a change in the graduation requirements for the post-secondary occupation graduation requirements in Board Policy 505.5.  The Career Immersion Leadership Assessment (CILA) is no longer available or offered.  He also noted removal of the paragraph starting with “Starting with 2016…” as the testing elements may no longer apply or be offered.

Denise Chittick moved to approve changes to Board Policy 505.5 as proposed on First Reading.  Jake Snider seconded the motion.    Motion carried 4-0.

Finance

IASB Annual Conference Registration

Business Manager Swartzentruber reported that 4 of the 7 Board Members have contacted him to register for the November 16-18 Conference.  2 are planning to attend all 3 days and 2 are attending November 17th, only.  We would like to register all Board Members simultaneously, if possible. 

Fiscal Year 2022 Annual Treasurer’s Report

Business Manager Swartzentruber presented the Fiscal Year 2022 Treasurer’s Report.  This is the report that is provided after the Certified Annual Report is submitted to the State Department of Education Portal by the September 15, 2022, due date.  Net Operating Fund Balance increased by $271,000, compared to $236,000 for the previous fiscal year.  Swartzentruber discussed the reasons for the decrease in Fund Balance for the Management Fund.  He noted increases to the Student Activity Fund, SAVE Fund, and PPEL Fund.  He noted specifically the positive fund balance in the Nutrition Fund as the first of its kind in at least 15 years.  Federal assistance program due to COVID that ended at June 30, 2022 has provided significant breathing room to the Nutrition Fund.  While we cannot expect that trend to continue, we are now in a position of strength from which to operate going forward.

Denise Chittick moved to accept the Fiscal Year 2021-2022 Treasurers Report as presented.  Mary Allred seconded the motion.    Motion carried 4-0.

Special Education Deficit Spending Authority Resolution

Superintendent Stone and Business Manager Swartzentruber reviewed the SBRC Resolution for Additional Allowable Growth as a result of the Special Education Spending Deficit for the recently completed fiscal year ending on June 30, 2022.  The reported deficit was $69,462.55 for last year as compared to $271,387.11 for the previous year.  The request is rounded up to $75,000 to allow for any upward adjustment that might be found during the Department of Education’s year-end review.  The deficit is lower than last year due to the Tuition-out students being significantly fewer than the previous year.

Denise Chittick moved to approve Resolution 0926221 to authorize the Superintendent to submit a request to the School Budget Review Committee for additional allowable growth of up to $75,000 to cover the deficit in Special Education funding from the year ending June 30, 2022.  Mary Allred seconded the motion.

Roll Call Vote:    Gabrielle Frederick          - absent               Mary Allred                        - yes

                          Jed Seward                      - absent               Jeremy Pickard                  - absent

                          Marianne Schlabach        - yes                    Jake Snider                        - yes

                          Denise Chittick                 - yes

Motion carried 4-0.

Timing on the General Obligation Bonds and Priority Setting

From the Work Session, Business Manager Swartzentruber presented on a Bond Thumbnail analysis of potential bond proceeds that would be available and answered questions as well as showed some of the variables with interest rates and taxable valuation growth assumptions.

Superintendent Stone then reported on the feedback from the last Facilities Committee process.  Stone noted some of the specifics that were communicated to him on items that might need to be smoothed out on the next project cycle.  Communication of the short-term plan and the long-term elements of the plan is needed. He noted some options of how to proceed with either starting over with a new assessment through fresh eyes, however, the prioritized lists of the last cycles are very detailed in a way that the work completed previously can be built upon and expanded.  Superintendent Stone shared some preliminary results of the feedback from the previous Facilities Committee Survey and the pointed out the items completed or targeted for completion with the current Revenue Bond proceeds.  The Board discussed the information and next steps based on the information provided. Stone suggested that there be some priorities set for both current and various points in the future.  The Board discussed identifying additional priorities from the Administrators to add to the list.  A few items were suggested for the list by the High School, West Elementary, Home School Education Center administrators for discussion.  Stone will clean the list up and add items to the current list, then take steps with the Board as well as gather/regather a Facilities Committee.  The specifics of this process will need to be discussed with and by the Board.

Announcements and Suggestions for Next Agenda

Business Manager Swartzentruber announced that the external Audit RFP is not needed until September of 2024 as the audit agreement with Nolte, Cornman, and Johnson was extended for three years.  The next RFP will be five years from Fiscal Year 2025 to Fiscal Year 2029.

The next regular Board meeting will be on Monday, October 10, 2022, at 6:15 p.m. at the Central Office Community Room.  Agenda items to include:  Bond Discussion continues.

Board Highlights

  • The Home School Assistance Program’s Mums sale was noted as impressive.
  • Positive productive conversation this evening was noted as invigorating.

Adjournment

The meeting adjourned at 7:54 p.m.

September 12, 2022

Mid-Prairie Community School District

Kalona, Wellman, West Chester

Mid-Prairie Middle School Media Center / Library, Kalona, IA  52247

September 12, 2022 – 6:15 p.m.

www.mid-prairie.k12.ia.us

 

President Jeremy Pickard called the meeting to order.

Board members present:   Mary Allred, Denise Chittick, Gabrielle Frederick, Jeremy Pickard, Marianne Schlabach, Jed Seward, Jake Snider.

Board members absent:  None.

Also Present:  Brian Stone, Jeff Swartzentruber, Chuck Banks, Robin Foster, Rob Hruby, Greg Jergens, Rachel Kerns, Amy Shalla, and Frank Slabaugh.

Mary Allred moved to adopt the agenda as presented.  Seconded by Denise Chittick.  Motion carried 7-0.

Hawk Highlight

Kaitlyn Dodds, District Librarian, shared about her July 2022 trip to the Library of Congress in Washington D.C. and the experiences for the week.  A highlight was using the TPS Network for access to pictures and other media.  She was one of 30 School Librarians from around the country that were selected to participate.

BUSINESS MEETING

Public Forum– 6:20 p.m.

No one spoke.

Consent Items

Marianne Schlabach moved to approve the following consent items.

Minutes of Previous Meetings

The minutes of August 22, 2022;

Finance Report

The Finance Report for August 2022 and June 2022 Second iteration with Accruals;

Payment of Bills

The bills as listed for September 12, 2022; and Prepaid Bills;

Open Enrollment Requests

Nolan and Kimberly Decker request Nevaeh Chrzan-Decker (Grade 11), attend Mid-Prairie from English Valleys Community School District for the 2022-23 School Year;

Pamela Vercande requests Caleb Vercande (Grade 12), attend Mid-Prairie from English Valleys Community School District for the 2022-23 School Year;

Julie Tweedt requests Maverich Tweedt (Grade 1) attend Mid-Prairie’s Home School Assistance Program from Clear Creek Amana Community School District for the 2022-23 School Year;

Amanda Mize requests Isaiah Mize (Grade 5) attend Mid-Prairie’s Home School Assistance Program from College Community School District for the 2022-23 School Year;

Julie Spears requests Joshua Spears (Grade 2) attend Mid-Prairie’s Home School Assistance Program from Columbus Community School District for the 2022-23 School Year;

Karin Swanson requests Moriah Swanson (Grade 10) attend Mid-Prairie’s Home School Assistance Program from Highland Community School District for the 2022-23 School Year;

Diane Berryman requests Jayce Berryman (Grade 4) attend Mid-Prairie’s Home School Assistance Program from Iowa City Community School District for the 2022-23 School Year;

Travis and Lindsey Meade request Addison Meade (Grade 1), Colton Meade (Grade 3), and Gavin Meade (Kindergarten) attend Mid-Prairie’s Home School Assistance Program from Solon Community School District for the 2022-23 School Year;

Melinda Hammes-Buch requests Gracelyn Hammes (Grade 2) attend Mid-Prairie’s Home School Assistance Program from Washington Community School District for the 2022-23 School Year;

Personnel Items

Contract issued to Kathrine Roth, Middle School Special Education Teacher, $48,624 per annum;

Contract issued to Daniel Hershberger, Middle School Assistant 8th Grade Football Coach, $2,045 per annum;

Contract issued to Derek Kalm, Middle School Assistant Volleyball Coach, $1,984 per season;

Contract issued to Truman Shetler, High School Girls Varsity Soccer Head Coach, $4,339 per season;

Fall Volunteer Coaches

                Kevin Cortum, High School Football Coach, Up to $1,800 from Football Resale;

                Dolfi Kalm, High School Volleyball Coach, Up to $500 from Volleyball Resale;

                Zeb Evans, High School Volleyball Coach, Up to $2,000 from Volleyball Resale;

                Dylan Wertz, High School Football Coach, Up to $1,800 from Football Resale;

                Derek Yoder, High School Football Coach, Up to $1,800 from Football Resale;

                Lynnette Poll, High School Cross Country Coach, Up to $1,800 from Cross Country Resale;

Fundraising Requests

FFA requests approval to raise funds through the sale of fruit/meat/cheese/popcorn from October 10th to November 4th to be used for FFA activities throughout the school year;

FCCLA requests approval to raise funds through the sale of Homecoming T-shirts from September 12th to September 21st to be used for community, student body, and leadership projects throughout the school year;

Boys and Girls Basketball requests approval to raise funds through hosting youth basketball clinics on November 5th, 12th, and 19th funds raised will be used to pay volunteer coaches, purchase team apparel, coach apparel, and purchase basketballs;

Gabrielle Frederick seconded the consent items.  Motion carried 7-0.

Student Learning

Second Reading of Employee Owned Therapy Dog Policy Header(s)

President Pickard reviewed the proposed Policy 606.9 Employee-Owned Therapy Dog Policy along with Documents 606.9E1 Professional Dog Handler Ethics, and 606.9E2 Employee-Owned Professional Therapy Dogs Checklist that passed on First Reading at the August 22, 2022 Board Meeting.  Stone and President Pickard ask if there were additional questions.

Gabrielle Frederick moved to approve on Second Reading Board Policy 606.9 and exhibits 1 and 2 as presented (as changed).  Mary Allred seconded the motion.    Motion carried 7-0.

FFA Students attending the FFA National Conference in Indianapolis, IN

Superintendent Stone noted that Elsa Schmidt plans to take seven students to the FFA National Convention in Indianapolis, Indiana on October 24th to 29th.  As this is an event that is outside the state of Iowa, the Board needs to approve the students and sponsors travel to this annual event. 

Gabrielle Frederick moved to approve students and sponsors travel from October 24, 2022 to October 29, 2022, to the FFA National Conference event in Indianapolis, Indiana.  Marianne Schlabach seconded the motion.    Motion carried 7-0.

FFA Roadside Cleanup on Sunday, September 25th at 2pm

Superintendent Stone announced the intentions of the Mid-Prairie FFA Club to have a Roadside Cleanup Day on Sunday, September 25th at 2 p.m.

Finance

IASB Annual Conference Registration

Superintendent Stone and Business Manager Swartzentruber alerted the Board to the upcoming IASB Convention from November 16 to 18 at the Iowa Events Center.  The Board is encouraged to attend.  Swartzentruber needs to know who is attending by October 14th so that he can register Board Members and arrange transportation.

Timing of the General Obligation Bonds and Setting Priorities

Superintendent Stone noted the agenda item is at the request of Board Member, Jake Snider.  The timing of the next planning process may be upon us.  General Obligation Bond borrowing capacity continues to grow as the District continues the pre-levy and early payments on the 2014 General Obligation Bonds.  Discussion about forming a Facility Committee that includes public, staff, parents, students is to be considered.  The Facility Committee worked in 2019 and into 2020 and then was tabled due to COVID.  The Board expressed interest in moving the conversation forward with the formation of a committee and creation of a timeline of action.  There was also discussion about seeking feedback from past committee members in different ways.

Bus Bid Results and Recommendations

Business Manager Swartzentruber, along with Transportation Director Teresa Hartley directed the Board’s attention to Bid Results for 2 Diesel Powered buses for the bids opened on September 1st.  Hoglund Bus Sales presented the lowest gross of $258,000 and net bid of $251,000 for two buses, each would be half of the total.  The other two bidders were $10,000 higher than Hoglund.  The recommendation would be to move ahead with ordering the two buses and trading in Buses #5 and #18.  Without the trade-ins, the value of the buses would be $129,000 each.  After these purchases, the fleet would be pretty well up to date and the District may be able to suspend purchase for a year in the 2023-2024 fiscal year.  It has been a long range plan to have our fleet as up to date as possible and would be achieved with the purchase of these two buses.  Delivery of these buses would be expected in September/October of 2023.  The buses purchased for this year are expected for delivery in late October or early November of this year.  The Board asked questions about the current fleet. Mark English, Transportation Maintenance Engineer for the District answered questions related to the technical side.  The Board asked if there was a way to check on trade versus sell them outright.

Gabrielle Frederick moved to accept the bid from Hoglund Bus Sales in the amount not to exceed $258,000 for the purchase of two new yellow school with the recognition that the price, net of trade-in value of two buses would be $251,000 if Hoglund would not agree to work with the District on a sell versus trade.  Mary Allred seconded the motion.    Motion carried 7-0.

Set a Public Hearing for the Softball Field Lights Project

Business Manager Swartzentruber drew the Board’s Attention to the two documents on the Board Document Site.  The first is the Advertisement for Bid.  The second is the Notice of Public Hearing for October 10, 2022, at 7:15 p.m.  Both documents have been in the paper and set to run on the weeks of September 8th and September 15th.  Carl A. Nelson has pushed the Advertisement for Bid and specifications of the projects out to the public and specific bidders that would provide the service.  A Pre-bid meeting is planned for September 15th and the Bid Opening is scheduled for September 29th at 2pm at Central Office.  It is intended that the bids would be reviewed after the Public Hearing on October 10th.

Marianne Schlabach moved to set a Public Hearing for the Specifications for the Softball Field Project for Monday, October 10, 2022 at 7:15 pm. In the Community Room at the Mid-Prairie Central Office.  Denise Chittick seconded the motion.    Motion carried 7-0.

Second Reading of the Bond Disclosure Policy 704.7 and the Post Issuance Compliance Regulation for Tax-Exempt Obligations 704.2RI

Board President Pickard and Business Manager Swartzentruber noted that the two documents were passed on First Reading at the August 22, 2022, meeting. These were required as part of the issuance of the Revenue Bonds and future bond offerings of the District by the District’s Bond Counsel.

Bond Disclosure Policy 704.7

Again, this policy is to assure that the items in the policy are known and followed.  The Policy language is standard and written by Ahlers Cooney, the District’s Bond Legal Counsel.  Questions were welcomed from the Board for further clarification and understanding.

Marianne Schlabach moved to approve on Second Reading the Bond Disclosure Policy 704.7 as presented.  Jake Snider seconded the motion.    Motion carried 7-0.

Post-Issuance Compliance Regulation for Tax-Exempt Obligations 704.2.R1

Again, this regulation is required due to some changes in the original Section 7 on Advance Refunding.  Swartzentruber serves as Treasurer of the District and works through Piper-Sandler in its capacity as District Financial and Bond Advisor to assure compliance.

Mary Allred moved to approve the Post-Issuance Compliance Regulation 704.2 RI on Second Reading as presented.  Marianne Schlabach seconded the motion.    Motion carried 7-0.

Announcements and Suggestions for Next Agenda

Gabrielle Frederick referred to evaluations of Superintendent—more frequently, and of Board and Roles—self evaluations.  Superintendent sets goals.

Frederick also would like to discuss the grant process at Mid-Prairie for accessing grants as it would be great to be educated on the District’s process.

The next regular Board meeting will be on Monday, September 26, 2022, at 6:15 p.m. at the Central Office Community Room.  Agenda items to include: 2022 Treasurer’s Report, Special Education Deficit Resolution, and Discussion of the Audit RFP.

Work Session

Hawk Highlights

Building Tour of MP Middle School

The Board toured the Middle School building led by Rob Hruby, Principal, and Gary Dawson, Lead Custodian, to see the changes made over the Summer.

Building Tour of MP East Elementary

The Board toured the Middle School building led by Greg Jergens, Principal, and Mike TeBockhorst, Lead Custodian, to see the changes made over the Summer.

Building Tour of MP Home School Education Center

The Board toured the Home School Education Center building led by Rachel Kerns, Home School Director, and Mark Kleese, Lead Custodian, to see the changes made over the Summer.

Board Highlight

The Board noted highlights from this evening’s meeting.  They are:  Tours of the buildings with the changes and updates from staff; Conversations in the Business Meeting are appreciated; Kudos to Rob Hruby and Middle School Team for the new parking lot configuration

Adjournment

The meeting adjourned at 8:46 p.m.

August 22, 2022

Mid-Prairie Community School District

Kalona, Wellman, West Chester

Mid-Prairie Central Office Community Room, Wellman, IA  52356

August 22, 2022 – 6:15 p.m.

www.mid-prairie.k12.ia.us

 

President Jeremy Pickard called the meeting to order.

Board members present:   Mary Allred, Denise Chittick, Gabrielle Frederick, Jeremy Pickard, Marianne Schlabach, Jed Seward, and Jake Snider.

Board members absent:  None.

Also Present:  Jeff Swartzentruber, Chuck Banks, Robin Foster, Rob Hruby, Greg Jergens, Rachel Kerns, Amy Shalla, and Frank Slabaugh.

Superintendent Stone was absent due to family obligations.

Mary Allred moved to adopt the agenda as presented.  Seconded by Marianne Schlabach.  Motion carried 7-0.

Hawk Highlight

Principals Foster, Jergens, Kerns, Banks, Slabaugh, and Hruby shared the impressions and experience at the recent PLC (Professional Learning Communities) Training held in Minnesota.  The Administrative Team is going to utilize the resources for learning together and then take the learning and ideas to each buildings.  Fifteen staff attended and came back with a passion to implement the learnings to the District. The Board asked questions for understanding.

BUSINESS MEETING

Public Forum– 6:20 p.m.

No one spoke.

Consent Items

Marianne Schlabach moved to approve the following consent items.  The change of FTE for Carrie Schweitzer was noted as a consent item by Business Manager, Swartzentruber.

Minutes of Previous Meetings

The minutes of August 8, 2022;

Finance Report

None presented at this time;

Payment of Bills

The bills as listed for August 22, 2022 and Prepaid Bills;

Open Enrollment Requests

Susan Ray requests Eli Ray (Grade 8), attend Mid-Prairie from Washington Community School District for the 2022-23 School Year;

Charles Gent and Trisha Parizek request Jacob Gent (Grade 1) attend Mid-Prairie’s Home School Assistance Program from English Valleys Community School District for the 2022-23 School Year;

Shawn & Jennifer Sandersfeld request Anton Sandersfeld (Grade 10), Otto Sandersfeld (Grade 6), and Reiner Sandersfeld (Grade 8) attend Mid-Prairie’s Home School Assistance Program from Clear Creek Amana Community School District for the 2022-23 School Year;

Tyler and Sadie Woodley request Alexander Woodley (Kindergarten) attend Mid-Prairie’s Home School Assistance Program from Iowa City Community School District for the 2022-23 School Year;

Samantha Meyer request Camille Meyer (Kindergarten) attend Washington Community School District from Mid-Prairie;

Personnel Items

Contract issued to Melanie Steinhart, 8th Grade Volleyball Coach, $2,170.00 per annum;

Proposal to Increase Carrie Schweitzer, Middle School FCS from 0.5 FTE to 0.75 FTE for the 2022-2023 School Year;

Work Agreement issued to Stephanie Tardy, High School Paraprofessional $14.67 per hour;

Work Agreement issued to Hannah Glick, East Elementary Paraprofessional $14.67 per hour;

Resignation of Sandra Popejoy, High School Paraprofessional, $14.76 per hour, effective August 31, 2022;

Fundraising Requests

High School Baseball requests approval to raise funds through the 3rd Annual Can Drive on October 15, 2022, to purchase equipment, pay volunteer coaches and purchase coaches apparel;

Mary Allred seconded the consent items.  Motion carried 7-0.

Student Learning

Second Reading of Board Policy Series 100’s and 400’s

Board President Pickard directed the Board’s attention to the Chapter 100 and Chapter 400 Policies that were reviewed and portions amended by the Board with passage of the First Reading on August 8th. Pickard asked for questions, if any.

Denise Chittick moved to approve on Second Reading Board Policy Series 100 as presented.  Jed Seward seconded the motion.    Motion carried 7-0.

Marianne Schlabach moved to approve on Second Reading Board Policy Series 400 as presented.  Denise Chittick seconded the motion.    Motion carried 7-0.

Employee-Owned Therapy Dog Policy (New) – 605.9

Board President Pickard introduced the agenda item and referenced new proposed Policy 606.9 Employee-Owned Therapy Dog Policy along with Documents 606.9E1 Professional Dog Handler Ethics, and 606.9E2 Employee-Owned Professional Therapy Dogs Checklist.  These policies are similar to those used by Ottumwa Community Schools.  This is brought to the Board due to an employee inquiry for bringing their Therapy Dog to their building.  The Board Discussed the Policy.

Gabrielle Frederick moved to approve on First Reading Board Policy 606.9 and exhibits 1 and 2 as presented (as changed).  Jake Snider seconded the motion.    Motion carried 7-0.

Finance

Bond Disclosure Policy 704.7

Business Manager Swartzentruber updated the Board on this Policy.  We are required to make the primary (initial) offering and the secondary (on-going) annual disclosures on bond securities the District issues or guarantees under the Federal Securities laws, including anti-fraud provisions.  Piper-Sandler, the District Financial and Bond Advisor assists us in assuring this disclosures are made by the state deadlines.  This policy is to assure that this is known and followed.  The Policy language is standard and written by Ahlers Cooney, the District’s Bond Legal Counsel.  This will be Board Policy 704.7 according to Ahlers & Cooney.  The Board asked questions for clarification and understanding.

Gabrielle Frederick moved to approve on First Reading the Bond Disclosure Policy 704.7 as presented.  Mary Allred seconded the motion.    Motion carried 7-0.

Post-Issuance Compliance Regulation for Tax-Exempt Obligations 704.2.R1

Business Manager Swartzentruber updated the Board on this regulation as it needs to be reapproved due to some changes in the original Section 7 on Advance Refunding.  Swartzentruber serves as Treasurer of the District and again work through Piper-Sandler in its capacity as District Financial and Bond Advisor to assure compliance.  This will be Board Policy 704.2.R1 according to Ahlers & Cooney.   Swartzentruber discussed elements of tax-exempt obligations to be followed including interest earnings and arbitrage, building for tax-exempt purposes that includes no leases or agreements with other entities or special use provisions for the buildings being built with these bonds.

Gabrielle Frederick moved to approve the Post-Issuance Compliance Regulation on First Reading for Tax-Exempt Obligations as presented.  Marianne Schlabach seconded the motion.    Motion carried 7-0.

IASB National Presence-Potential By-Laws Amendment

Board Member, Gabrielle Frederick, reported an upcoming change in By-Laws for IASB to the Board where the IASB changes the national organization from the current NSBA—2% of IASB dues—to the new one, CASBA—1% of IASB due.  The Board discussed the issues and noted a focus on local issues versus national.

Announcements and Suggestions for Next Agenda

The next regular Board meeting will be on Monday, September 12, 2022, at 6:15 p.m. at the Mid-Prairie Middle School Media Center.  Agenda items to include:  Second Reading on 606.9, 704.7 and 704.2.R1; visits of the Middle School, East Elementary, and Home School Education Center; Audit RFP; and other items tabled from the previous meeting of August 8th.

Work Session

Building Tour of MP High School

The Board toured the High School Building led by Chuck Banks, Principal, to see the changes made over the Summer and see the preparation for first day of school.

Building Tour of MP West Elementary

The Board toured the High School Building led by Robin Foster, Principal, and Jordan TeBockhorst, Lead Custodian for West Elementary, to see the changes made over the Summer and see the preparation for first day of school.

Board Highlight

Board Members shared a highlight from the meeting.  Items mentioned included:

  • Appreciation for learning about the PLC training and process for the upcoming school year.
  • The tours of the two buildings to see the year over year changes and to see the pride for the building taken by the staff.  Specifically noted, were the MP Skins on the windows for added security
  • Appreciation for the discussion of the use of Therapy Dogs and the desire to add to the capacity of this program.

Announcements and Suggestions for Next Agenda

The next regular Board meeting will be on Monday, September 12, 2022, at 6:15 p.m. at the Mid-Prairie Middle School Media Center.  Agenda items to include:

Adjournment

The meeting adjourned at 8:00 p.m. at West Elementary School.

 

August 8, 2022

Mid-Prairie Community School District

Kalona, Wellman, West Chester

Mid-Prairie Central Office Community Room, Wellman, IA  52356

August 8, 2022 – 6:15 p.m.

www.mid-prairie.k12.ia.us

 

President Jeremy Pickard called the meeting to order.

Board members present:   Mary Allred, Denise Chittick, Jeremy Pickard, Marianne Schlabach,

Jake Snider.

Board members absent:  Gabrielle Frederick and Jed Seward.

Also Present:  Brian Stone, Jeff Swartzentruber, Chuck Banks, Amy Shalla, and Frank Slabaugh.

Mary Allred moved to adopt the agenda as presented.  Seconded by Denise Chittick.  Motion carried 5-0.

WORK SESSION

Hawk Highlight

Superintendent Stone introduced the Hawk Highlight idea and shared the Administrative Team went to SAI last week to get to know each other and learn with each other at the event.  Noted the breakout session were outstanding.  Seventeen staff are in Minneapolis this week for PLC training.

Schematic Design Presentation by Carl A. Nelson and Shive-Hattery

Tad Morrow and Chris Smith of Carl A Nelson Company (CANCO) Project Manager and Natalie Oppedal, Tim Fehr and Abbey Foster of Shive-Hattery Architects presented the Schematic Design and Budget Report to the Board for the Middle School, East Elementary, Softball Lights and High School Track projects that are included in the Revenue Bonds sold in July.  Included were the overview of the Schematic Design Drawings by Oppedal, Review of Estimated/Budgeted costs, the timeline and next steps in the design process, Track replacement status and Softball Lights replacement status.  The Wrestling room project was not addressed per the timeline.  The Board asked questions for clarification on the schematic drawings and also about timing of the projects.

Tad Morrow presented the overall project budget through the Schematic Design Phase of $12,667,000 is currently estimated to cost $12,346,000, or under by $220,000.  However, alternatives were noted in the presentation for items that would add additional cost to the estimated costs and could be additional savings.  Shive-Hattery and CANCO discussed the geothermal payback increasing from a 10 year to a 20 year payback on investment.  The Board discussed the pros and cons of geothermal versus non-geothermal options on only on the additions.  The Board asked Shive-Hattery and CANCO to look closely at the non-geothermal options.

The schedule for construction was reviewed with the Board where the target date for bids to be let would be February of 2023.  Construction would be mobilized to begin in the Spring of 2023 on the Middle School and East Elementary with the substantial completion on the buildings to be late Summer of 2024.  Softball lights are targeted for completion in early Spring of 2023, and High School Track replacement project is targeted for late Summer to Fall of 2023.  The schedule for the Wrestling Room is still to be determined and is dependent on the bid process for the two educational additions and renovations.  The Board asked questions for clarification and understanding.

Board Member and Administrator Dialogue – Moved to the end of the meeting in the Work Session

BUSINESS MEETING

Public Forum– 7:00 p.m.

No one spoke.

Consent Items

Marianne Schlabach moved to approve the following consent items in this section.  Superintendent Stone noted a transfer of Sue Kleese to Middle School Nurse from High School Paraprofessional not a consent item, and also the existing staff that approved for 9 Apprenticeship seats in the Personnel section, below.

Minutes of Previous Meetings

The minutes of July 7, 2022, July 11, 2022, and July 14, 2022;

Finance Report

The Finance Report for July 2022 and second iteration of June 30, 2022 with initial accruals;

Payment of Bills

The bills as listed for August 8, 2022; and Prepaid Bills;

Open Enrollment Requests

Michelle Pacha requests Logan Pacha (Grade 6), attend Mid-Prairie from Clear Creek Amana Community School District for the 2022-23 School Year;

Jared and Megan Holmes request Kenna Holmes (Grade 2), Kestyn Holmes (Grade 5), and Kinley Holmes (Grade 6), attend Mid-Prairie from Highland Community School District for the 2022-23 School Year;

Cody & Tanja Hughes request Jayce Hughes (Grade 1) and Liliana Hughes (Grade 2), attend Mid-Prairie from Highland Community School District for the 2022-23 School Year;

Amanda Kron requests Adalyn Kron (Grade 7) and Remington Kron (Grade2), attend Mid-Prairie from Highland Community School District for the 2022-23 School Year;

 Emily Ross requests Travis Ray (Grade 7), attend Mid-Prairie from Iowa City Community School District for the 2022-23 School Year;

Jerrica Morgan requests Miya Ford (Grade 1), attend Mid-Prairie from Keota Community School District for the 2022-23 School Year;

Kelby Kiefer requests Kinzlee Kiefer (Grade 8) and Kylar Kiefer (Grade 6), attend Mid-Prairie from Keota Community School District for the 2022-23 School Year;

Jessica Kelchen requests Joseph Kelchen (Grade 7) and Owen Kelchen (Grade 4), attend Mid-Prairie from Washington Community School District for the 2022-23 School Year;

Whitney Christensen requests Jessa Christensen (Kindergarten) attend Mid-Prairie’s Home School Assistance Program from Iowa City Community School District for the 2022-23 School Year;

Shannon Rahde requests Ezekiel Rahde (Grade 2) attend Mid-Prairie’s Home School Assistance Program from Iowa City Community School District for the 2022-23 School Year;

Meaghan Cahill requests Tyler Riether (Grade 4) attend Washington Community School District from Mid-Prairie;

Tangier Suddeth requests Elaine Suddeth (Kindergarten) and Ayla Suddeth (Kindergarten) attend Washington Community School District from Mid-Prairie;

Personnel Items

Contract issued to Chris Kern, HS Physical Education Teacher 0.5 FTE First Half of Year, $13,708 per annum;

Contract issued to Emestina Hernandez-Zudell, 5th Grade Teacher, $70,708 per annum;

Contract issued to Sue Schweinfurth, Bus Driver, $24.67 per hour;

Work Agreement issued to Tobi Anderson, Middle School General Cook, $14.56 per hour;

Work Agreement issued to Grace Beatty, Middle School General Cook, $14.56 per hour;

 

Professional Partners

Mackenzie Kos, MP West, $1,000 per annum;

Erin Cavanagh, MPHS, $1,000 per annum;

Wendy Allen, MPMS, $1,000 per annum;

Apprenticeship Program Participants – Hiring Recognition by requirement of the Apprenticeship Program

Justin Barthelman, MPHS                              Kaytlin Chalupa, MP West

Shelby Cook, MPMS                                       Katy Debler, MP East

Elisabeth Harris, MPMS                                 Alyssa Hershberger, MP East

Allyson Swartzentruber, MPMS                     Kristen Thomas, MPHS

Cassie Wolinsky, MP West

Resignation of Chris Tyler, HS Girls Head Track Coach, $5,189 per annum, effective July 26, 2022;

Resignation of Kathryn Schneider, MS Softball Coach, $1,827 per season, effective 7/28/2022;

Fundraising Requests – No requests submitted;

Mary Allred seconded the consent items.  Motion carried 5-0.

Student Learning

First Reading of Board Policy Series 100’s and 400’s

Superintendent Stone directed the Board’s attention to the Chapter 100 and Chapter 400 Policies that were reviewed and portions amended by the Board over the past 2 months of meetings as shared documents.  Changes made are identified.  Approval of all are necessary as part of the ongoing schedule of policy reviews as required by the State of Iowa.

Marianne Schlabach moved to approve on First Reading Board Policy Series 100 and 400 as presented.  Jake Snider seconded the motion.    Motion carried 5-0.

Second Reading Board Policy 203 Board Conflict of Interest

Superintendent Stone and Board President Pickard noted the Board Policy 203 on Board Conflict of Interest was approved on First Reading at the July 11, 2022 meeting and reviewed the need to change this policy to meet the new limits due to a change in the law during the last Iowa Legislative session.  The threshold of earnings for a School Board member as related to conflict of interest with the District has been raised to $20,000.

Jake Snider moved to approve the amendment upon Second Reading Board Policy 203 Conflict of interest with the new limit of $20,000 as signed into law on March 23, 2022.  Marianne Schlabach seconded the motion.    Motion carried 5-0.

Finance

Public Hearing – 7:15p.m. – Bus Specifications

Board President Pickard opened the Public Hearing for School Bus Specifications.  No one spoke.  The Public Hearing closed at 7:16 p.m. 

Jake Snider moved to approve the bus specifications as presented and to put the specifications for 2 School Buses out to bid with a due date of September 1, 2022.  Marianne Schlabach seconded the motion.    Motion carried 5-0.

Bank Depository Resolution

Business Manager Swartzentruber and Superintendent Stone presented the resolution in recognition that it was passed on June 13, 2022 in advance of the funds to be received when the Revenue Bonds closed in July. This is now the annual Depository Resolution required in August.

RESOLVED, that the Mid-Prairie Community School District of Wellman, Iowa in Washington County, Iowa approves the following list of financial institutions to be depositories of the Mid-Prairie School, all funds in conformance with all applicable provisions of Iowa Code Chapters 452 and 453 (1983) as amended by 1984 Iowa Acts. S.F. 2220.  The Business Manager/Board Secretary is hereby authorized to deposit the Mid-Prairie School funds in amounts not exceed the maximum approved for each respective financial institution as set out below.

 

                                             Location of         Maximum Balance           Maximum balance in

Depository name              Home Office       effect under prior             effect under this              

___________________  __________        resolution                           resolution                  .                                  

UMB Bank, N.A. (ISJIT)    Des Moines           3,000,000                           3,000,000

Hills Bank                            Hills                   12,000,000                         25,000,000

Federation Bank Wellman                              5,000,000                           5,000,000

CBI Bank & Trust               Kalona                 5,000,000                           5,000,000

Miles Capital Mgmnt       Des Moines            2,000,000                           2,000,000

 

Marianne Schlabach moved to approve 08082202 as presented reading from the resolution. Mary Allread seconded the motion.

Roll Call Vote:    Gabrielle Frederick           - absent               Mary Allred                        - yes

                           Jed Seward                      - absent               Jeremy Pickard                  - yes

                           Marianne Schlabach        - yes                    Jake Snider                        - yes

                           Denise Chittick                  - abstained

Motion carried 4-0 with Denise Chittick abstaining.

Approval of the Schematic Design Plan

Superintendent Stone and Board President Pickard noted the presentation from the Carl A Nelson Company and Shive-Hattery teams during this meeting’s Work Session.  The next step in the process is to direct the two outside teams to move on the time line into the Design Development Phase of the projects as stipulated and related to the 2022 Revenue Bond proceeds.  The current budget estimate at the end of the Schematic Design phase is $12,346,000.

Denise Chittick moved to approve the Schematic Design plan as discussed and to move to the Design Development Phase of the project.  Mary Allred seconded the motion.    Motion carried 5-0.

District Contribution towards the Baseball Field Renovation

President Pickard noted that a group of baseball parents and supporters have started a fundraiser to raise funds to address concerns about the condition of the baseball field with backstop, field drainage concerns, and other improvements.  The total project is estimated to be $338,000.  Private donations currently stand at $85,000, with Athletic Boosters contributing $30,000 over two years.  The District has committed $20,000 in matching funds over two years per the existing matching fund policy and amounts.  Additionally, the group plans to submit a WCRF grant request in the current grant cycle for $150,000.  No motion is needed at this time as the matching funds policy is already in place.  Pickard asked for questions.  No further questions were asked.

WCRF Application Resolution

Superintendent Stone recommends one grant request for the funding round that ends August 25, 2022.  It is the “Mid-Prairie Field of Dreams” request of $150,000 with a total estimated project cost of $338,000.  The project will complete a renovation and upgrade of the High School Baseball field using a variety of funding sources as stated in the previous minuted item.

Marianne Schlabach moved to approve Resolution 08082201 for the WCRF Grant Application as presented “Mid-Prairie Field of Dreams" grant for approximately $150,000 on a total estimated project cost of $338,000.  Jake Snider seconded the motion.

Roll Call Vote:    Gabrielle Frederick           - absent               Mary Allred                        - yes

                          Jed Seward                        - absent              Jeremy Pickard                  - yes

                          Marianne Schlabach          - yes                    Jake Snider                        - yes

                          Denise Chittick                  - yes

Motion carried 5-0.

Work Session

Completion of Unfinished Work Session Items

Board Member and Administrator Dialogue – Moved to the end of the meeting in the Work Session

Chuck Banks talked about the featured speaker at SAI who authored the Book “Water Your Bamboo”.  He was very encouraged by the message.

Business Manager Swartzentruber reported on mileage rates for employees at the IRS rate of $0.585 from $0.45 per the First Reading of Policy 401.07.  He also discussed whether the $1.25 per mile for charged for use of buses needs to be increased to $1.75 or $2.00 per mile for the new school year due to increased costs of fuel and operations.  While the latter is not in Board Policy, Administration wants to create awareness that this is being considered.

Closed Session

Discuss the Purchase or Sale of Real Estate

Mary Allred moved to enter into closed session as provided in section 21.5(l)(i) of the open meetings law to discuss the purchase or sale of particular real estate where premature disclosure could be reasonably expected to increase the price the school district would have to pay or lower the price the board would receive for that property.  Seconded by Marianne Schlabach.

Roll Call Vote:    Gabrielle Frederick           - absent               Mary Allred                        - yes

                          Jed Seward                       - absent               Jeremy Pickard                  - yes

                          Marianne Schlabach         - yes                    Jake Snider                        - yes

                          Denise Chittick                  - yes

Motion carried 5-0.

The Board entered Closed Session at 8:56 p.m.

The Board exited Closed Session at 9:03p.m.

Announcements and Suggestions for Next Agenda

The next regular Board meeting will be on Monday, August 22, 2022, at 6:15 p.m. at the Central Office Community Room.  Agenda items to include: a formal Board picture will be taken at 6pm, Building Project update from Summer Projects, Bond Disclosure Policy, Post-Issuance Compliance Regulation for Tax-Exempt Obligations, Discuss the RFP needed for Independent Audit for FY2023 and beyond (September), IASB by-laws Change Discussion, Buildings Walk Through with Custodians (September), and presentations from various departments and programs across the District (throughout the year).

Board Member Highlight

Superintendent Stone encouraged the Board to share one highlight from the evening’s meeting.  Start on a positive and end on a positive.  Items shared included – Board members recognized and appreciate Jake Snider’s increasing activity with motions and seconds, they expressed appreciation for the work of CANCO and Shive-Hattery, especially in the presentation this evening and the direction of the project, and appreciation was noted for the discussion and questions asked of each other and the presenters at the Board table this evening.

Adjournment

The meeting adjourned at 9:12 p.m.

July 14, 2022

Mid-Prairie Community School District           

Kalona, Wellman, West Chester

Mid-Prairie Central Office Community Room, Wellman, IA  52356

July 14, 2022 – 6:00 p.m.

www.mid-prairie.k12.ia.us

 

President Jeremy Pickard called the meeting to order.

Board members present Mary Allred, Denise Chittick, Gabrielle Frederick, Jeremy Pickard, Marianne Schlabach, Jed Seward, Jake Snider.

Board members absent:  None.

Staff Present:  Superintendent Brian Stone, Business Manager/Board Secretary Jeff Swartzentruber

Jake Snider moved to adopt the agenda as presented.  Seconded by Jed Seward.  Motion carried 7-0.

Business Meeting

Finance

Schematic Design Presentation for Middle School and East Elementary

Carl A. Nelson Company personnel and Shive-Hattery personnel provided the Board with an update and current overview on the Schematic Design Process and a timeline of projects.  August 8th is the date of the Schematic Design Presentation on the Middle School and East Elementary will be made to the Board.  After the presentation, the Board will process and provide direction so the next phase of the project can proceed.

Work Session

Board Development Training

Tammi Drawbaugh, IASB Consultant, led the Board discussion and facilitated a number of interactive exercises to challenge the Board on vision with focus on Governance level thinking.  Drawbaugh continued to focus on the differences of Governance versus Management, and the definition of near term and long term success factors that the Board can reach for in the present and into the future.

Adjournment

The meeting adjourned at 8:31 p.m.

July 11, 2022

Mid-Prairie Community School District

Kalona, Wellman, West Chester

Mid-Prairie Central Office Community Room, Wellman, IA  52356

July 11, 2022 – 6:15 p.m.

www.mid-prairie.k12.ia.us

 

President Jeremy Pickard called the meeting to order.

Board members present:   Mary Allred, Denise Chittick, Gabrielle Frederick, Jeremy Pickard, Jed Seward, Jake Snider.

Board members absent:  Marianne Schlabach.

Also Present:  Brian Stone, Jeff Swartzentruber, Chuck Banks, Robin Foster, Rob Hruby, Greg Jergens, Rachel Kerns, Amy Shalla, and Frank Slabaugh.

Mary Allred moved to adopt the agenda as presented.  Seconded by Denise Chittick.  Motion carried 6-0.

WORK SESSION

Facility Updates

Superintendent Stone shared a brief update of the stage of the buildings and the various Summer projects to date.  Significant progress is being made on the special projects and on the preparations for the first day of school.

Board Policy Review – Continuation of Series 400

Superintendent Stone led the Board through the latter sections of the Series 400 Board Policies, starting at 402.2 with intentions to complete the Series 400 at this meeting.  This review continued after the Business portion of the meeting.

Board Policy 203 Board Conflict of Interest – Moved to the Business portion of the meeting.

Board Member and Administrator Dialogue – Tabled until the next meeting

BUSINESS MEETING

Public Forum– 7:00 p.m.

No one spoke.

Consent Items

Superintendent Stone noted that Daniel Hershberger is being transferred to Full Time at the Middle School to teach Physical Education.  He was at 0.8 FTE shared between the Middle School and High School.

Mary Allred moved to approve the following consent items.

Minutes of Previous Meetings

The minutes of June 27, 2022 and July 7, 2022;

Finance Report

The Finance Report for June 2022 with recognition that this is the cash basis report and will be modified over the next two months as year end information becomes available and measurable/accrued back to June 2022;

Payment of Bills

The bills as listed for July 11, 2022; and Prepaid Bills;

Open Enrollment Requests

Millard Fisher and Ashley Cory request Tabitha Fisher (Grade 8), attend Mid-Prairie from Keota Community School District for the 2022-23 School Year;

Jessica Mumford requests Greyson Bunting (Kindergarten), attend Mid-Prairie from English Valleys Community School District for the 2022-23 School Year;

Whitney Christenson requests Bethany Christenson (Grade 2) attend Mid-Prairie’s Home School Assistance Program from Iowa City Community School District for the 2022-23 School Year;

Personnel Items

Contract issued to Jeanne Wagner, High School English Teacher, $58,969 per annum;

Contract issued to Lisa Helmuth, HS Fall Musical Assistant Director, $2,083 per annum;

Contract issued to Lisa Helmuth, HS Spring Play Assistant Director, $2,083 per annum;

Contract issued to Ron Swartzendruber, 7th Grade Girls Basketball Coach, $3,276 per annum;

Work Agreement issued to Remington Amelon, High School Paraprofessional, $14.67 per hour;

Work Agreement issued to Ashlyn Gugel, Middle School Paraprofessional, $14.67 per hour;

Work Agreement issued to Karissa Huggman, Middle School Paraprofessional, $14.67 per hour;

Resignation of Tammy Molone, East Elementary Paraprofessional, $14.18 per hour, effective July 7, 2022;

Fundraising Requests – None presented for approval;

Gabrielle Frederick seconded the consent items.  Motion carried 1-0 (Jeremy Pickard abstained).

Student Learning

2022 2023 IASB Legislative Priorities

Board President Pickard noted the initial discussion at last Board Meeting and led a discussion on the Legislative Priories list provide by IASB.  Previous year priorities chosen included:  Mental Health, Area Education Agencies, Teacher Recruitment and Licensure, Supplemental State Aid, and Bond Issues.   The Board Members continued to provide their input for the legislative priories to include:

  • 8. Mental Health – Supports Efforts to establish comprehensive community mental health systems to offer presentative and treatment services and school mental health programs;
  • 10. Area Education Agencies – Supports full funding of the area education agencies to provide essential services in a cost-effective manner to school districts;
  • 16.  Teacher Recruitment and Licensure – Supports additional tools to attract individuals to the teaching profession, especially for teacher shortage areas;
  • 20. Supplemental State Aid – Supports setting supplemental state aid at a rate that sufficiently supports local districts’ efforts to plan, create, and sustain world-class schools;
  • 23. Bond Issues – Supports allowing school bond issued to be passed by a simple majority vote, as well as supports authority to levy a combination of property taxes and income surtaxes to pay the indebtedness, and clarification that revenue bonds do not count toward the 5 percent statutory limit;

Gabrielle Frederick moved to approve the legislative priorities as noted above for the 2022-2023 Legislative Year and submit to IASB.  Jed Seward seconded the motion.    Motion carried 6-0.

First Reading Board Policy 203 Board Conflict of Interest

Superintendent Stone and Board President Pickard noted the earlier Work Session discussion about the need to change this policy to meet the new limits due to a change in the law during the last Iowa Legislative session.  The threshold of earnings for a School Board member as related to conflict of interest with the District has been raised to $20,000.  Not in the policy is the change for IPERS benefit recipients under the age of 65 and employed by an IPERS eligible employer may now earn up to $50,000 annually without loss of IPERS benefits.  The prior IPERS limit was $30,000.

Denise Chittick moved to approve the amendment upon First Reading Board Policy 203 Conflict of interest with the new limit of $20,000 as signed into law on March 23, 2022.  Jake Snider seconded the motion.    Motion carried 6-0.

Finance

New Money Market Accounts at Federation Bank and CBI Bank and Trust for Bond Proceeds

Business Manager Swartzentruber directed the Board’s attention to the account setup documents on the Board document site.  The Revenue Bonds will settle and be funded on Wednesday, July 13, 2022.  On that day, the funds will be wired into the Hills Bank Account in the amount of $12,430,000.  After closing expenses and escrow the net available for construction projects is expected to be $11,315,000.  The net proceeds will be evenly split to the three local banks into interest bearing accounts.  There is a need to two separate motions to set up the money market accounts at Federation Bank, and CBI Bank and Trust, respectively.  The District will use the Hills Bank interest bearing checking account initially, The Board asked questions for clarification and understanding.

Gabrielle Frederick moved to approve the creation of the Money Market Account at Federation Bank as presented with the account setup documents.  Mary Allred seconded the motion.    Motion carried 6-0.

Jed Seward moved to approve the creation of the Money Market Account at CBI Bank and Trust as presented with the account setup documents.  Jake Snider seconded the motion.    Motion carried 6-0.

School Bus Specifications Set Date and Time for Public Hearing

Business Manager Swartzentruber discussed the ongoing need to keep the District School Bus Fleet up to date.  A request for a Public Hearing to review the bus specifications for the purchase of up to two diesel powered, Yellow School Buses on August 8, 2022, at 7:15 p.m. is recommended.  The buses to be replaced are two of the older route buses that have reached a point where repairs are increasingly more frequent.

Gabrielle Frederick moved to set a Public Hearing for purpose of reviewing the specifications of up to 2 diesel powered school buses on Monday, August 8, 2022 at 7:15 p.m. at the Mid-Prairie Central Office Community Room.  Denise Chittick seconded the motion.    Motion carried 6-0.

2022 2023 Proposed School Fees / Admission Fees

Superintendent Stone noted that the Board had tabled this agenda item from the June 27th meeting due to discussions about whether or not to increase the gate amounts as recommended by the conference.  The conference approved an increase event ticket prices to $6 per High School Event and for Middle School to $4 for Adults and $1 for Students.  This also causes consideration of the Year Long Pass Prices to increase by $5 each for Families, Adults, and Students for the 2022-2023 School Year.  New amounts will be $265, $105, and $90, respectively.

At the June 27th meeting, the Board discussed not only not increasing the ticket prices but contemplated letting all Mid-Prairie students in free with a valid student identification card.  An alternative to allowing students in free, was to have a periodic free night for Mid-Prairie students instead.

Prior to tonight’s meeting an analysis of the annual gate revenue and the expenses of officials to better understand the impact of the options.  Superintendent Stone recommends the approval of the event ticket prices and season passes.  Families will begin to buy season passes for 2022-2023 very soon, and thus waiting until August could create issues, especially if prices were to be raised.  The Board asked questions for clarification and understanding.

The Board then discussed modifying the recommendation to $6 Adults and $3 for Mid-Prairie students. Middle School ticket prices would be as recommended at $4 for adults and $1 for students. The season long passes would then follow as $265 for families, $105 adults, and no change for students at $85.

Gabrielle Frederick moved to approve the athletic event prices to be $6 for Adults and $3 for Mid-Prairie Students at High School Events, $4 for Adults and $1 for all Students at Middle School Events, and Season Long Passes at $265 for Families, $105 for Adults, and $85 for Students.  Mary Allred seconded the motion.    Motion carried 6-0

Work Session

Completion of Unfinished Work Session Items

Board Policy Review – Continuation of Series 400 from the Work Session

Superintendent Stone led the Board through the latter sections of the Series 400 Board Policies that had not yet been completed to the end of Series 400.  The review of these policies was completed.  It was noted that the Series 100 and 400 Policies will be brought to August Board meeting for First Reading consideration of approval.

Announcements and Suggestions for Next Agenda

The next regular Board meeting will be on Monday, August 8, 2022, at 6:15 p.m. at the Central Office Community Room.  Agenda items to include: Public Hearing for New School Buses, First Reading of Board Policy Series 100 and 400, Second Reading of Board Policy 203, and Annual Bank Depository Resolution.

There will be a special Board Meeting Work Session Training Session on Thursday, July 14, 2022, at 6:00 p.m. at Central Office Community Room.  Agenda items will include: One item of business as a review and approval of the Schematic Design stage of the 2022 Revenue Bond Projects with Carl A. Nelson and Shive-Hattery personnel present to present; following this one business item, the Board will continue to the second Board Development Work Session with IASB consultant Tammi Drawbaugh.

Adjournment

The meeting adjourned at 7:51 p.m.

 

 

 

July 7, 2022 SPECIAL REPORT

Mid-Prairie Community School District 

           Kalona, Wellman, West Chester

Mid-Prairie Central Office Community Room, Wellman, IA  52356

July 7, 2022 – 6:00 p.m.

www.mid-prairie.k12.ia.us

 

President Jeremy Pickard called the meeting to order.

Board members present Mary Allred, Gabrielle Frederick, Jeremy Pickard, Marianne Schlabach, Jed Seward, Jake Snider.

Board members absent:  Denise Chittick.

Staff Present:  Superintendent Brian Stone, Business Manager/Board Secretary Jeff Swartzentruber

Marianne Schlabach moved to adopt the agenda as presented.  Seconded by Mary Allred.  Motion carried 6-0.

Work Session

Board Development Training

Board President Jeremy Pickard introduced Tammi Drawbaugh, IASB Consultant, presenter and discussion leader for the tonight and for July 14th.  Tammi led the board in a Board education and training session on Board Governance Practices.  The framework for the work of the Board as a unit and the focus on the differences of Governance versus Management are key components to near term and long term success for the Board.

Announcements

The next regularly scheduled School Board Meeting will be Monday, July 11, 2022, at 6:15pm in the Central Office Community Room.

The next Special Board Meeting will be Thursday, July 14, 2022, at 6pm in the Central Office Community Room.  The agenda will include a second session on Board Governance Practices with IASB and the Schematic Design Presentation by Carl A. Nelson and Shive-Hattery for East Elementary and Middle School projects related to the 2022 Revenue Bond Issue.  The schematic design presentation will be first at 6 p.m. followed by the Work Session.

Adjournment

The meeting adjourned at 8:30 p.m.