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August 12, 2019

Mid-Prairie Community School District

Kalona, Wellman, West Chester

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

August 12, 2019 – 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 (arrived at 6:16 p.m.), Jodi Meader, Jeremy Pickard, Marianne Schlabach, and Jeremy Gugel (joined after appointment and swearing in at 7:11 p.m.).

Board members absent:  Gabrielle Frederick (arrived at 6:16 p.m.).

Also Present:  Mark Schneider, Jeff Swartzentruber, Robin Foster, Rachel Kerns, Marc Pennington, Bill Poock, Amy Shalla and Jay Strickland.

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

Gabrielle Frederick arrived immediately after the agenda was adopted.

WORK SESSION

Open School Board Seat

President Jeremy Pickard noted the resignation of Emily Uhl from the School Board on July 20, 2019 due to a move to Iowa City and out of the Mid-Prairie School District.  Because of the resignation the Board has 30 days from the resignation to appoint a replacement.  The replacement would serve until just after the November 5, 2019 results are canvassed.  There are 3 persons who have expressed interest in being appointed to serve.  They are:  Randy Billups, Jeremy Gugel and Angie Lamb.  Angie Lamb and Jeremy Gugel introduced themselves in some detail in addition to an earlier introductory email each sent to the Board.  Conversations with the two members present and the Board ensued.  All 3 plan to run in the November 5th election whether or not they are appointed this evening.

Facilities Report

Superintendent Schneider and the Lead Custodians provided the Annual Facilities Report. Each Lead Custodian spoke to the Board about projects completed during the Summer.  The Lead Custodians are:  Mike TeBockhorst, East Elementary; Gary Dawson, Middle School; Bud Juilfs, High School; Jordan TeBockhorst, West Elementary; and Mark Kleese, HSEC Custodian and District Grounds.  Superintendent Schneider noted the Annual Custodians report on the Board document site and provided an overview of the 20-page document.

Board Policy 903.6 Matching Funds

This agenda item is moved to the Policy Series 800 and 900 agenda item of the meeting.

Board Policy 203, 206.2, 307, 405.2, 501.5, 505.5, 603.1

This agenda item is moved to the end of the meeting.

Announcements and Suggestions for Next Agenda

This agenda item is moved to the end of the meeting.

BUSINESS MEETING

Public Forum– 7:00 p.m.

No one spoke.

Consent Items

Gabrielle Frederick moved to approve the following consent items.

Minutes of Previous Meetings

The minutes of July 8, 2019;

Finance Report

The Finance Report for July 2019 – it is recognized that the June Finance Report continues to change as accruals and adjustments continue;

Payment of Bills

The bills as listed for August 12, 2019, Prepaid Bills; and Hills Bank ACH Transactions for the month of July 2019;

Open Enrollment Requests

Sara Brown requests Kristina Gerst (Grade 11), attend Mid-Prairie from Washington Community School District for the 2019-20 School Year;

Haley LeGrande and Tyler Bartow request Jack Bartlow (Grade 2), attend Mid-Prairie from Ottumwa Community School District for the 2019-20 School Year;

Zac and Angela Miller request Beckett Miller (Grade 2) and Brylee Miller (Grade5) attend Mid-Prairie’s Home School Assistance Program from Iowa City Community School District for the 2019-20 School Year;

Heather Hohenshell requests Wyatt Hohenshell (Grade 6) attend Clear Creek Amana Community School District from Mid-Prairie;

David Gardner and Anita Johnson request Matthew Gardner (Grade 7) attend Iowa City Community School District from Mid-Prairie;

Personnel Items

Work Agreement issued to Sarah Biersner, West Elementary Associate, $13.40 per hour;

Contract issued to Nora Kehoe, Professional Partner Stipend, $1,000.00 per annum;

Resignation of Ron Davis, High School 3rd Shift Custodian, $15.69 per hour, effective August 5, 2019;

Resignation of Jodi Kahler, East Elementary Associate, $15.11 per hour, effective August 5, 2019;

Resignation of Mitch Spenler, West Elementary Associate, $13.55 per hour, effective august 5, 2019;

Fundraising Requests – None Presented for Approval; 

Marianne Schlabach seconded the consent items.  Motion carried 6-0.

Student Learning

Formal Acceptance of School Board Member Resignation

President Pickard stated that it is necessary to formally recognize the resignation of Emily Uhl effective July 20, 2019.   Emily Uhl is moving her residence out of the Mid-Prairie district boundaries.

Denise Chittick moved to accept, with regret and thanks, the resignation of Emily Uhl effective July 20, 2019.  Jodi Meader seconded the motion.    Motion carried 6-0.

Appoint New School Board Member

President Pickard asked for questions and any further discussion on the need to appoint a new School Board Member to serve out an open term to November 5, 2019.  Randy Billups joined the meeting at 7:03 p.m. and provided some input on his desire to be appointed.  Pickard asked for additional questions.  He then asked for a motion to appoint one of the persons who have expressed interest.

Gabrielle Frederick moved to appoint Angie Lamb as the new school board member to the seat vacated by Emily Uhl.  No ne seconded the motion and it died for lack of a second.

Marianne Schlabach moved to appoint Jeremy Gugel as the new school board member to the seat vacated by Emily Uhl.  Jodi Meader seconded the motion.    Motion carried 6-0.

Board Secretary, Jeff Swartzentruber, administered the oath of office to Jeremy Gugel at 7:11 p.m.

Second Reading—School Board Policies—700 Series

Superintendent Schneider and Board President Pickard noted the policies 701.3, 705.1, 711.1, 711.8, and 712 with changes were approved on first reading at the July 8, 2019 meeting.

Gabrielle Frederick moved to approve Board Policies in Series 700 on Second Reading as presented.  Denise Chittick seconded the motion.    Motion carried 7-0.

First Reading—School Board Policies—800 and 900 Series

Superintendent Schneider discussed the process of reviewing the Series 800 and 900.  He noted the items for discussion and consideration.  Items of note in the 800 series:  801.5—Bids and Awards for Construction Contracts to be deleted due to change of process by the State; 804.3—Bomb Threats--is deleted and to be incorporated into 804.2; and 804.2—District Emergency Operations Plans—is revised to include the provisions created by recent law changes.  Items of note in the 900 series:  903.6—Matching Funds Policy--to be revised and 905.1—Community Use of School District Buildings, Sites, Equipment & Vehicles—to be revised. These came out of the previous Board meeting discussion.

Board Policy 903.6 Matching Funds

Superintendent Schneider noted the proposed changes to the current Matching Fund Policy as a revision is recommended.  With the change in Student Boosters; subsequent to the 2014 Bond Issue; and the availability of WCRF Grants, it is thought that changes to the policy are warranted.  He also highlighted the Administrative Regulation and noted that there are now only 3 main Booster groups.

Marianne Schlabach moved to approve Board Policies in Series 800 on First Reading as presented.  Gabrielle Frederick seconded the motion.    Motion carried 6-0.  Jeremy Gugel abstained.

Gabrielle Frederick moved to approve Board Policies in Series 900 on First Reading as presented.   Denise Chittick seconded the motion.    Motion carried 6-0.  Jeremy Gugel abstained.

Accept the Employee Handbook

Superintendent Schneider noted that there is one proposed changed to the Employee Handbook and an addition of volunteer policies added as Appendix J to the handbook.  The only change is on page 27 where clarification on overtime hours for hourly employees is to be paid at time and one-half for all hours worked over 40 hours in one week.  Worked hours does not include leave hours.  There is one exception and that is for custodians required to work weekends will be paid at time and on-half.

Gabrielle Frederick moved to accept the 2019 2020 Employee Handbook as presented.  Jodi Meader seconded the motion.    Motion carried 7-0.

Employee Wellness Incentive

Superintendent Schneider introduced this agenda item.  It is proposed that a Wellness Incentive be offered to all Regular Employees beginning September 1, 2019 in the form of a $1 credit toward a future YMCA membership for every visit to the Y each year with a maximum credit of $50.  Total financial impact is estimated to be $6,000 with the benefit to the district being healthier employees resulting in less absences, lower health insurance premium rates, and leading to better student learning.  The Board discussed this policy recommendation at length.

Gabrielle Frederick moved to approve the Employee Wellness Incentive Program as presented.  Jodi Meader seconded the motion.    Motion carried 7-0.

Finance

Refinancing of SAVE Bonds

Superintendent Schneider discussed the proposed refinancing of the SAVE Bonds.  In an effort to save the District $255,000 over 10 years through earlier payoff of bonds issued in 2010 and to open potential additional spending opportunities, the refinance of the 2010 SAVE Bonds is presented.  The timeline and steps to be taken for the refinance was discussed.  The timeline is between August 12, 2019 and November 1, 2019.  There are three elements required at this meeting to move ahead. These steps are:  1) Approval of the Engagement Letters for Bond Counsel, using the firm of Ahlers & Cooney and for the firm of Piper Jaffray & Co as our exclusive investment representative for the proposed private placement of the refinanced bonds; 2) Approve the timeline and public offering terms on the refinance of SAVE Bonds issued in 2010; and 3) Set the date for a Public Hearing for the Refinancing of Bonds.

Approval of Engagement Letters – Board President Pickard asked for questions and further discussion on the engagement letters of both firms.  He then asked for a motion to approve the engagement letters.

Gabrielle Frederick moved to approve the Engagement Letters of Ahlers & Cooney LLC as Bond Counsel and Piper Jaffray & Company as the exclusive Investment Representative in the refinance of the SAVE Bond issued in 2010.  Mary Allred seconded the motion.    Motion carried 7-0.

Approval of Timeline for the refinance of the SAVE Bonds Issued in 2010 for approximately 3,205,000 – Board President Pickard asked for questions and further discussion on the timeline.  He then asked for a motion to approve the proposed timeline to refinance the SAVE Bonds.

Gabrielle Frederick moved to approve timeline for 2019 for the refinance of the SAVE Bonds issued in 2010, the estimated value of which is $3,205,000 as presented.  Marianne Schlabach seconded the motion.    Motion carried 7-0.

Resolution to Set the Date for Public Hearing on the refinance of the SAVE Bonds issued in 2010.

Board President Pickard asked for questions and further discussion the resolution to set a Public Hearing for the refinance of the SAVE bonds issued in 2010 on September 9, 2019.  He then asked for a motion to approve the resolution reading in part..”Therefore, it is resolved that a public hearing will be held in the Community Room at the Central Office Building at 1636 Highway 22 East, Wellman, Iowa on September 9, 2019 at 7:15pm on the proposal to issue approximately $3,500,000 School Infrastructure Sales, Services and Use Tax Revenue Refunding Bonds, which may be issued in one or more series over multiple fiscal years pursuant to Iowa Code Sections 423F.2 and 423E.5 for the purpose of providing funds to currently refund outstanding sales tax indebtedness dated December 1, 2010…”.  

Gabrielle Frederick moved to approve the resolution to set the date of the Public Hearing on September 9, 2019 at 7:15 p.m. in the Community Room at the Mid-Prairie Central Office Building and in reading portions of the resolution.  Denise Chittick seconded the motion.

Roll Call Vote:    Gabrielle Frederick           - yes

                           Mary Allred                        - yes

                          Jodi Meader                       - yes

                          Jeremy Pickard                  - yes

                          Marianne Schlabach         - yes

                         Jeremy Gugel                    - yes

                         Denise Chittick                  - yes

Motion carried 7-0.

2019 2020 Bank Depository Resolution

Superintendent Schneider presented the board with the annual required resolution on District Bank Depositories and limits and recommended Resolution 08121901 for approval.  Changes include increasing Hills Bank to $12 million, increasing CBI Bank & Trust to $5 million and including Miles Capital Management.  All are preemptive changes in case there are needs to move funds during the year and in thinking about future potential construction initiatives.  Miles Capital Management is a trustee for the School Investment Network similar to ISJIT.

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. (Formerly

Bankers Trust) (ISJIT)                      Des Moines           5,000,000                           5,000,000

Hills Bank Kalona                             Hills                       10,000,000                         12,000,000

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

CBI Bank & Trust                              Kalona                    2,000,000                           5,000,000

Miles Capital Management           Des Moines                 -0-                                  2,000,000

 

Gabrielle Frederick moved to approve to approve Resolution 08121901 as presented reading from the resolution.  Jodi Meader seconded the motion.

Roll Call Vote:    Gabrielle Frederick           - yes

                           Mary Allred                       - yes

                          Jodi Meader                      - yes

                         Jeremy Pickard                  - yes

                         Marianne Schlabach          - yes

                         Jeremy Gugel                    - yes

                         Denise Chittick                  - yes

Motion carried 7-0.

Work Session

Completion of Unfinished Work Session Items

Board Policy 203, 206.2, 307, 405.2, 501.5, 505.5, 603.1

Superintendent Schneider discussed the “orphaned” policies noted in the title of this minute and include: Board of Directors’ Conflict of Interest; Vice-President Duties; Licensed Employee Qualifications; Recruitment and Selection; Nonresident Students attendance; Graduation Requirements; and Basic Instruction Program and Curriculum.  The changes in these policies are due to changes in Iowa law.  After discussion the Board determined to move ahead with First Reading of the policies in an effort to meet the changed provisions of the law in an expedient manner.

Gabrielle Frederick moved the following Board Policies 203, 206.2, 307, 405.2, 501.5, 505.5, 603.1 on First Reading. Jodi Meader seconded the motion.  Motion Carried 7-0.

Announcements and Suggestions for Next Agenda

The next regular Board meeting will be on Monday, August 26, 2019, at 6:15 p.m. The meeting will include building tours that will start at the Home School Education Center, then move to East Elementary, then to the Middle School for the tour and Business Meeting.  Agenda items to include:  Second Reading of the Orphaned Policies; Second Reading of Policy Series 800 and 900; Revenue Purpose Statement action; Voted PPEL action; Building tours of Home School Education Center, East Elementary, and the Middle School.

Adjournment

The meeting adjourned at 8:33 p.m.