Mid-Prairie Community School District
Kalona, Wellman, West Chester
Mid-Prairie Central Office Community Room, Wellman, IA 52356
August 12, 2024 – 6:15 p.m.
Board Secretary Jeff Swartzentruber called the meeting to order in the absence of both President Jake Snider and Vice President Gabrielle Frederick. Swartzentruber asked for a motion to appoint a President Pro Tem to act as chair of the meeting until one of the officers arrived.
Mary Allred moved to nominate Denise Chittick to be calls meeting to order and conducts election for Chairman Pro Tem. Jed Seward seconded the motion. Motion carried 4-0.
Chittick called the meeting to order and preformed the items down to through the Hawk Highlight.
Board members present: Mary Allred, Denise Chittick, Ryan Schlabaugh, Jed Seward, and Jake Snider (arrived at 6:22 p.m.).
Board members absent: Gabrielle Frederick, Randy Billups and Jake Snider (arrived at 6:22 p.m.).
Also Present: Superintendent Brian Stone, Board Secretary/School Business Official Jeff Swartzentruber.
Pledge of Allegiance
Read the School Mission Statement by Vice-President
Mary Allred moved to adopt the agenda as presented. Seconded by Jed Seward. Motion carried 4-0.
Hawk Highlight – E3 System application presented by Brian Stone. Allows for notifications and lockdown communication. The Board watched a video on the E3 System. It is both cell phone and desktop application for administration and staff. It has flexibility to be adapted to the District, Buildings, and Groups. The annual cost is $4,000 per year. Initial setup and training is $3,000 should the District choose to move forward. The state emergency response grant may be applicable though the District cannot commit to anything until the grant process is approved for the District. It can be tied into law enforcement or county emergency response teams. The Board
Jake Snider arrived during this agenda item at 6:22 p.m.
Public Forum
No one spoke.
President Snider assumed the chair of the meeting after the end of the Public Forum.
BUSINESS MEETING
Consent Items
Mary Allred moved to approve the following consent items.
Minutes of Previous Meetings
The minutes of July 8, 2024 and July 29, 2024;
Finance Report
The Finance Report for July 2024 and for the first accrual for Year to Date June 2024;
Payment of Bills
The bills as listed for August 12, 2024 and Prepaid Bills;
Open Enrollment Requests
Open Enrollment In Requests total 8 students;
Open Enrolled Out Requests total 4 students;
Personnel Items
Resignation of Kayla Schneider, West Elementary Preschool Paraprofessional; $15.38 per hour; effective end of 2023-2024 Contract;
Resignation of Sydney Miller, East Elementary Paraprofessional (20 hours), $15.32 per hour, effective end of 2023-2024 Contract;
Fundraising Requests – No fundraising request are submitted for approval;
Dance Team requests permission to raise funds working with Leading Edge Fundraising for one month beginning August 23, 2024 to raise funds for competitions, uniforms, choreography, and team apparel.
National FFA Convention Trip October 22-26, 2024 to Indianapolis – Student out of state travel approval for this annual convention;
28E Agreement with Kirkwood Community College on the College K-12 Partnership Agreement – For the current Fiscal Year 2024-2025 activities;
Ryan Schlabaugh seconded the consent items. Motion carried 5-0.
Finance and Long-Range Planning
Bank Depository Resolution for the 2024-2025 School Year
School Business Official Swartzentruber presented the resolution for the 2024 2025 School Year. This is the annual Depository Resolution required in August. There are two changes from last year as spending on the Revenue Bonds completes and spending on the 2024 Issue General Obligation Bonds begins.
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 2,000,000
Hills Bank Hills 25,000,000 25,000,000
Federation Bank Wellman 5,000,000 5,000,000
CBI Bank & Trust Kalona 5,000,000 6,000,000
Miles Capital Mgmnt Des Moines 2,000,000 2,000,000
Ryan Schlabaugh moved to approve 08122401 as presented reading from the resolution. Jed Seward seconded the motion.
Roll Call Vote: Gabrielle Frederick - absent Mary Allred - yes
Jed Seward - yes Ryan Schlabaugh - yes
Randy Billups - absent Jake Snider - yes
Denise Chittick - abstain
Motion carried 4-0 (Chittick Abstained).
Accept the 2023 Annual Financial Audit
School Business Official, Jeff Swartzentruber presented a brief overview of the audited financial statements for the year ended June 30, 2023. He handed out the Governance Letter to the Board as requested by the Auditors. He noted the Auditor comments provided and the District response to those comments. He also noted the later presentation date than in previous years and the reasons for the delay.
Ryan Schlabaugh moved to accept the 2022-2023 Audited Financial Statements as presented. Denise Chittick seconded the motion. Motion carried 5-0.
Second Reading of IASB Board Policy Primer Updates
Superintendent Stone reviewed the changes as passed on First Reading at the July 8, 2024, meeting and drew the Board’s attention to the summary document. Board Policies where changes are needed include:
- Policy 200.4 Board Member Social Media Engagement
- Policy 401.6 Limitations to Employment References
- Policy 501.12 Pregnant Students
- Policy 501.15 Open Enrollment Transfers-Procedures as a Receiving District
- Policy 502.6 Weapons
- Policy 505.2 Student Promotion-Retention-Acceleration
- Policy 603.1 Basic Instruction Program
- Policy 603.12 Postsecondary Education Counseling
- Policy 607.2 Student Health Services
- Policy 708 Care, Maintenance, and Disposal of School District Records
- Policy 710.1 School Food Program
- Policy 801.3 Educational Specifications for Buildings and Sites
- Policy 803.2 Lease, Sale or Disposal of School District Buildings and Sites
Time was provided for the Board to have additional discussion about the Policies in the IASB Policy Primer. Discussion was quite brief with concerns about 200.4 expressed. It was asked that 200.4 be discussed further before any action on Second Reading is taken.
Jed Seward moved to approve the changes to Policies 401.6, 501.12, 502.6, 505.2, 603.1, 603.12, 607.2, 708, 710.1, 801.3, and 803.2 on Second Reading as presented. Ryan Schlabaugh seconded the motion. Motion carried 5-0.
Second Reading of Board Policy Chapter 700’s Non-Instructional Operations and Business Services
Superintendent Stone Board reviewed the changes as passed on First Reading at the July 8, 2024, meeting and drew the Board’s attention to the summary document. All policies were reviewed due to changes with IASB model policy language. Chapter 700 Board Policies where changes are needed include:
- Policy 701.1 Depository of Funds
- Policy 701.2 Transfer of Funds
- Policy 701.3 Financial Records
- Policy 701.4 Governmental Accounting Practices and Regulations
- Policy 702 Cash in School Buildings
- Policy703.1 Budget Planning
- Policy 703.2 Spending Plan (This is removed)
- Policy 704.1 Local – State – Federal – Miscellaneous Revenue
- Policy 704.3 Investments
- Policy 704.4 Gifts – Grants – Bequests
- Policy 705.1 Purchasing – Bidding
- Policy 705.4 Expenditures for a Public Purpose
- Policy 706.2 Payroll Deductions
- Policy 707.4 Audit
- Policy 709 Insurance Program
- Policy 710.2 Free or Reduced Cost Meals Eligibility
- Policy 711.8 Transportation in Inclement Weather
- Policy 713 Responsible Technology Use and Social Networking
Time was provided for the Board to have additional discussion about the Chapter 700 Policies. There was no additional discussion.
Jed Seward moved to approve the changes to Policies 701.1, 701.2, 701.3, 701.4, 702, 703.1, 703.2 (Removed), 704.1, 704.3, 704.4, 705.1, 705.4, 706.2, 707.4, 709, 710.2, 711.8, and 713 on Second Reading as presented. SS seconded the motion. Motion carried 5-0.
Second Reading of Board Policy Chapter 800’s Buildings and Sites
Superintendent Stone Board reviewed the changes as passed on First Reading at the July 8, 2024, meeting and drew the Board’s attention to the summary document. All policies were reviewed. Chapter 800 Board Policies where changes are needed include:
- 804.4 Asbestos-Containing Material
Time was provided for the Board to have additional discussion about the Chapter 800 Policies. There was no additional discussion.
Jed Seward moved to approve the changes to Policy 804.4 on Second Reading as presented. Mary Allred seconded the motion. Motion carried 7-0.
Second Reading of Board Policy Chapter 900’s School District-Community Relations
Superintendent Stone Board reviewed the changes as passed on First Reading at the July 8, 2024, meeting and drew the Board’s attention to the summary document. All policies were reviewed. Chapter 900 Board Policies where changes are needed include:
- Chapter 903.1 School-Community Groups
- Chapter 903.2 Community Resources Persons and Volunteers
- Chapter 903.3 Visitors to School District Buildings and Sites
- Chapter 903.4 Public Conduct on School Premises
- Chapter 904.1 Transporting Students in Private Vehicles
- Chapter 904.2 Advertising and Promotion
- Chapter 905.2 Smoke-Free Environment
Time was provided for the Board to have additional discussion about the Chapter 900 Policies. Discussion was quite brief. Stone provided an update on 905.3 from EMC, the Districts Insurance carrier that EMC is not in favor of the additional language at the end of the policy as their official statement.
Ryan Schlabaugh moved to approve the changes to Policy 903.1, 903.2, 903.3, 903.4, 904.1, 904.2, and 905.2 on Second Reading as presented. Mary Allred seconded the motion. Motion carried 5-0.
Board Development and Inservice Activities
IASB Convention, November 20-24, 2024. SBO Swartzentruber noted that registration is now open. He requests the Board contact him about plans for attendance. He will register the Board that plan to attend, arrange for payment of fees, and help to determine transportation needs. The Board discussed the desire to have as many Board Members attend as possible to both increase networking opportunities with other districts and amongst Board Members.
Announcements and Suggestions for Next Agenda
The next Work Session Meeting will be on Monday, August 26, 2024 at 6:15 p.m. Agenda items to include: IASB Legislative Priorities, IASB Needs Assessment, and further discussion about the E3 application that was introduced in the Hawk Highlight as well as other building initiatives, Board Policy 200.4 and comparatives to other policies already in place; Further discussion on the planning done with Tammi Drawbaugh of IASB.
The next regular Board meeting will be on Monday 9, 2024, at 6:15 p.m. at the Central Office Community Room.
Student Learning
Tour of East Elementary and Middle School
The Board toured the two schools to see the status of the buildings as well as the new construction and renovations that have been completed for the new school year.
Adjournment
The meeting adjourned at 8:24 p.m.