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.
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.