Mid-Prairie Community School District
Kalona, Wellman, West Chester
Mid-Prairie Central Office Community Room, Wellman, IA 52356
January 8, 2024 – 6:15 p.m.
President Jake Snider called the meeting to order.
Board members present: Mary Allred, Denise Chittick, Jed Seward, and Jake Snider.
Board members absent: Randy Billups, Gabrielle Frederick, Ryan Schlabaugh.
Also Present: Superintendent Brian Stone, Board Secretary/School Business Official Jeff Swartzentruber, Robin Foster, West Elementary Principal and Greg Jergens, East Elementary Principal.
Pledge of Allegiance
Read the School Mission Statement
Jed Seward moved to adopt the agenda as presented. Seconded by Denise Chittick. Motion carried 4-0.
Public Forum
No one spoke.
WORK SESSION
The Board reviewed the Administrators’ written reports to the Board. Time was allotted to ask questions and discuss the reports. No questions were asked.
2024 General Obligation Bond Update
Bond Timeline - School Business Official (SBO) Jeff Swartzentruber directed the Board’s attention to the timeline document. He reviewed the report with the Board noting that Piper-Sandler and Ahlers & Cooney teams are working on the documents needed to complete the resolutions and pre-work required starting in February and going through the sale in April and receipt of proceeds in June. The schedule minimizes the need for special meetings.
Early Principal Pay Down of the 2014 GO Bonds and Schedule
Bond Amortization Schedules Discussion
Early Principal Pay Down of the 2014 GO Bonds and Schedule – SBO Swartzentruber referred to the yellow highlighted areas in the timeline in the above item as well as a spreadsheet of analysis done of excess funds in the Debt Service Fund. During discussions with Piper-Sandler it was determined that extra revenue from interest income allocated to the fund and replacement credits over the last 8+ years has created a surplus through March of $160,000+. This surplus allows the District to pay down principal on the 2014 Bonds while lowering the need for the surplus levy to pay 2014 GO Bonds into Fiscal Year 2025-2026.
The surplus levy for Fiscal Year 2024-2025 is lowered to $592,250, and as a result, allows more of the Debt Service Levy to be applied to payment of the new 2024 GO Bonds in Fiscal Year 2024-2025.
2024 General Obligation Bond Amortization Scenarios – SBO Swartzentruber referred to the four Bond Principal and Interest payment schedules provided by Piper-Sandler. Scenarios C and D were discussed as preferred over Scenarios A and B as the potential to pay the bond principal balance more quickly is desired in order to potentially move to more quickly to another, possibly larger, future bond issue should the Facilities Committee Master Planning process call for this to be considered by the Board. The Board discussed the Pro’s and Con’s of Scenario C and D in terms of timing and size of any future bond referendums. The Board will discuss again, but leans towards Scenario C.
2022 Revenue Bond Savings and Interest Uses Discussion – SBO Swartzentruber and Superintendent Stone shared an analysis. During the construction phase as bond proceeds have been parked in money market account, there have been interest earnings of $335,000 through December of 2023. Additionally, at the October meeting Carl A. Nelson Co.’s Tad Morrow had noted some potential savings from contingencies that have not materialized. With those savings, there could be and additional $110,000+ from the actual bond proceeds that can be spent. There has been some discussion by Stone and Swartzentruber on how these funds might be utilized. Some of these options were noted to the board for discussion (Cafetorium seating, stage curtains, stage lighting, etc.) The Board is aware of the development of a list of items for High School Fine Arts and would like to see this list as part of the discussion to spend the proceeds.
Grade-like Attendance Center Modifications Discussion – Superintendent Stone, West Elementary Principal Robin Foster, East Elementary Principal Greg Jergens, and the Board discussed the Facilities Committee previous conversations on modification to the current grade-like attendance center structure at the elementary schools and as it relates to space needs at both West Elementary and East Elementary. The Board reviewed the lists and the rough as-if floor plans presented by the principals showing the grade change ideas.
Restructure of Board Meetings – President Snyder and Superintendent Stone introduced the ideas of changing Board Meetings to include one of the two Board Meetings each month as primarily a Work Session and the other meeting as a Business Meeting. This could allow the Board to have deeper discussions on vision and business issues. The Board discussed the ideas and approach. Stone noted that Board Policy 210.2 would need to be changed to move in this direction.
BUSINESS MEETING
Consent Items
Mary Allred moved to approve the following consent items.
Minutes of Previous Meetings
The minutes of December 11, 2023;
Finance Report
The Finance Report for December 2023;
Payment of Bills
The bills as listed for January 8, 2024; and Prepaid Bills;
Open Enrollment Requests
Open Enrollment In Requests total 7 students;
Open Enrolled Out Requests total 0 students;
Personnel Items
Contract issued to Liza Fontaine, Middle School TLC Assistant Literacy Coach, $1,000 last half 2023-2024;
Contract issued to Stephanie Schlabaugh, Middle School TLC Assistant Math Coach, $1,000 last half 2023-2024;
Fundraising Requests
Junior Class requests approval to raise funds for Prom through a Chili Cook-Off event on January 12th to be used for Prom Supplies and expenditures;
FCCLA requests approval to raise funds through the sale of strawberries from February 1st to 15th for club in it activities within the community, student body, and for leadership opportunities;
Jed Seward seconded the consent items. Motion carried 4-0.
Student Learning
First Reading to Change Policy 407.1 Licensed Employee Resignation
Superintendent Stone brought a proposed change to the policy per the request of the Board at the December 11, 2023, Board Meeting. The proposed changes move the notification dates from the third Friday in February and the third Friday in March to the First Monday in February and the First Monday in March. These dates are two weeks earlier than is currently in the policy. If changed, the dates for this year would be February 6, 2024 and March 5, 2024. The Board asked questions for clarification.
Jed Seward moved to approve Board Policy 407.1 Licensed Employee Resignation on First Reading with changes as presented to the first Monday in February and the first Monday in March. Denise Chittick seconded the motion. Motion carried 4-0.
SBRC Request for Additional Allowable Growth for At-Risk & Drop-Out Prevention Program
Superintendent Stone introduced the annual resolution for consideration. The request is for Modified Supplemental Aid for 2024-2025 Dropout Prevention Program of $255,275.00 to implement the At-Risk and Dropout Prevention program plans. The local match component is $85,092. It is recommended that the Board pass this resolution prior to the January 15, 2024, deadline.
Denise Chittick moved to approve the resolution by reading Resolution 01082401 for Additional Allowable Growth for Modified Supplemental Aid of $255,275.00 for implementation of the 2024-2025 School Year At-Risk and Dropout Prevention program plans by reading the resolution. Jed Seward seconded the motion.
Roll Call Vote: Gabrielle Frederick - absent Mary Allred - yes
Jed Seward - yes Ryan Schlabaugh - absent
Randy Billups - absent Jake Snider - yes
Denise Chittick - yes
Motion carried 4-0.
Finance
Resolution to Establish the Qualified Education Assistance Plan
SBO Jeff Swartzentruber directed the Board’s attention to two documents. The first is the Education Assistance Plan Document. The District began participating in a new Apprenticeship Program touted by the State and Iowa Workforce Development in the Spring of 2022. There are currently 6 Paraprofessionals participating in the program. This group will begin to finish in the Spring of 2024 through the Spring of 2026. This program is all new and there have been a number of rough spots along the way for participating districts. The most recent was learning of an annual limit that can be paid on behalf of each of the apprentices for tuition and books. The Plan Document and the Resolution brought to the Board are to keep the District in compliance with the payment of these expenditures.
Swartzentruber then noted the Resolution 010820241 brought to the Board tonight for consideration of approval. The Board asked questions for clarification and understanding.
Denise Chittick moved to approve Resolution 010820241 to establish a Qualified Educational Assistance Plan as presented by reading the resolution. Jed S seconded the motion.
Roll Call Vote: Gabrielle Frederick - absent Mary Allred - yes
Jed Seward - yes Ryan Schlabaugh - absent
Randy Billups - absent Jake Snider - yes
Denise Chittick - yes
Motion carried 4-0.
First Reading to Change Policy 405.2 Licensed Employee Qualifications, Recruitment, Selection
Superintendent Stone brought a proposed change to the policy due to per the request of the Board at the December 11, 2023, Board Meeting. The proposed changes move the notification dates from the third Friday in February and the third Friday in March to the First Monday in February and the First Monday in March. These dates are two week earlier than is currently in the policy. If changed, the dates for this year would be February 6, 2024 and March 5, 2024. The Board asked questions for clarification.
Jed Seward moved to approve Board Policy 407.1 Licensed Employee Resignation on First Reading with changes as presented. Mary Allred seconded the motion. Motion carried 4-0.
Board Development and Inservice Activities
Nothing discussed at this time.
Announcements and Suggestions for Next Agenda
The next regular Board meeting will be on Monday, January 22, 2024, at 6:15 p.m. at the Central Office Community Room. Agenda items to include: Second Reading of Board Policies 405.2 and 407.1; First Reading of Board Policy 210.2 on Board Meetings Restructure; Continuation of Grade-like Attendance Center Restructuring; General Obligation Bond Tasks, 4-Day School Week; Vision and Mission for the Board and District; Determine Schedule and Process for New Board Member Orientation; and Discussion about Safety and Security plans within the District.
Board Highlights
- Board as a whole – Appreciated the input from the Administrators on the Grade-like Attendance Center thoughts and schematic floor plan.
Adjournment
The meeting adjourned at 7:19 p.m.