HAYES CENTER PUBLIC SCHOOLS

SPECIAL BOARD MEETING

December 5, 2011

7:00 P.M.

CALL TO ORDER:

A special meeting of the Board of Education for the Hayes Center Public Schools District #43-0079 was held on Monday, December 5, 2011 in the Conference Room at the High School. Notice of the meeting was given in advance by publication and posting in accordance with the Board policy of giving notice of such meetings. Notice of this meeting was given in advance to all Board members.

ROLL CALL- President Large called the meeting to order at 7:04 P.M. with Superintendent Ron Howard, School Attorney Kelley Baker, and Board members Joe Anderjaska, Kevin Large, Kris Kressin, Marian Richards, Bob Rosno, and Randy Richter present.  The Pledge of Allegiance was recited by those in attendance.

RECOGNITION OF VISITORS: President Large welcomed the visitors in attendance.

RECOGNITION OF OPEN MEETING LAW POSTER-The Open Meetings Law Poster was on display and recognized by President Large.

ADDITION TO AND ADOPTION OF AGENDA: Kressin  moved, seconded by Rosno, to adopt the agenda. Voting yes: Richards, Large, Anderjaska, Richter, Kressin, Rosno. Voting no: none. Motion passed 6-0.

AUDIENCE COMMUNICATON: Mr. Sjeklocha addressed the board wanting to discuss concerns, not about discipline but about the policies used to enforce discipline.

EXECUTIVE SESSION-Kressin moved, seconded by Rosno, to go into closed session to discuss and hear Rusty Sjeklocha’s complaint, to avoid needless disclosure of student-related information, to avoid needless injury to individuals reputations and because it is the public interest to do so.

President Large repeated the motion and reminded everyone that the discussion in executive session would be limited to the items on the motion. Mr. Sjeklocha, Mr. Howard and others may be asked to join the board in executive session. Mr. Kelley Baker, School Attorney, will join the board in executive session.

Voting yes: Large, Anderjaska, Richter, Kressin, Rosno, Richards. Voting no: none. Motion passed 6-0.

The Board entered executive session at 7:10 P.M. The Board came out of executive session at 11:38 P.M.

President Large informed the audience that the board will begin a review process of board policies including but not limited to the following: 1110, 1111, 1134, 7010.4, 7020.2, and 7020.4.

BOARD POLICY REVIEW-Kressin moved, seconded by Anderjaska to table the Board Policy Review.  Voting yes: Anderjaska, Richter, Kressin, Rosno, Richards, Large.  Voting no:  none.  Motion passed 6-0.

ADJOURNMENT: President Large adjourned the meeting at 11:41 P.M.

Minutes submitted by:            Marian Richards

The next regular scheduled meeting of the Board of Education will be held on Monday, December 12, 2011 at 7:00 P.M., in the High School Conference Room.

HAYES CENTER PUBLIC SCHOOLS

REGULAR BOARD MEETING

December 12, 2011

 7:00 P.M.

CALL TO ORDER:

The regular meeting of the Board of Education for the Hayes Center Public Schools District #43-0079 was held on Monday, December 12, 2011 in the Conference Room at the High School. Notice of the meeting was given in advance by publication and posting in accordance with the Board policy of giving notice of such meetings. Notice of this meeting was given in advance to all Board members.

ROLL CALL- President Large called the meeting to order at 7:05 P.M. with Superintendent Ron Howard, Principal Peggy Pruter, and Board members Joe Anderjaska, Kevin Large, Kris Kressin, Marian Richards, Randy Richter, and Bob Rosno present. The Pledge of Allegiance was recited by those in attendance.

RECOGNITION OF VISITORS: President Large reminded the visitors to fill out the sign-in sheet if they wished to address the board. Staci Mark, Lloyd Lapp and Halsie Large were present to address the board.

RECOGNITION OF OPEN MEETING LAW POSTER-The Open Meetings Law Poster was on display and recognized by President Large.

ADDITION TO AND ADOPTION OF AGENDA: Kressin moved, seconded by Rosno, to adopt the agenda. Voting yes: Rosno, Richards, Large, Anderjaska, Richter, Kressin. Voting no: none. Motion passed 6-0.

AUDIENCE COMMUNICATIONS- Staci Mark gave a Math presentation on L to J. She uses this program weekly with 7-11^th graders. The goal of L to J is to help the 7-12 grade students understand math definitions and terms. Student scores should show improvement as the year progresses.  Lloyd Lapp addressed the board concerning Board Procedures. He questioned whether the board has adopted Robert’s Rules, had concerns about Board Policy revisions, and questioned whether board formal action and decisions were being made in Executive Session. He is concerned that the public is not getting to hear everything that they should. President Large did respond that the board does not use Robert’s Rules to run the meetings.

Halsie Large, FFA President, addressed the board to request that the FFA be allowed to attend the Denver Stock Show January 18-20^th.  She presented their itinerary and also requested the use of a bus if the board approved the trip.

SERVICES REPORT: NONE

TEACHER ASSOCIATION UPDATE: NONE

BOARD MEMBER/COMMITTEE REPORTS/REQUESTS: Mr. Howard reminded the board of the Board member workshop in North Platte January 25^th from 5:00-9:00 P.M.

SUPERINTENDENT’S REPORT- NEW BUILDING SIGN-A new sign on the High School has been donated by the annual Elementary basketball tournament which is organized and operated by Michelle Lapp and Jeanne Bishop. REPORT ON SNOW RAILS-Maury has informed Mr. Howard that there have never been snow rails on the new high school roof. INSURANCE CLAIM SUMMARY-Mr. Howard reported on the insurance claims summary. Some things that were not repaired didn’t really show any structural damage or were of minimal aesthetic damage.  Rosno questioned whether damages would be covered at a later date if they were not repaired. Mr. Howard clarified that they would be at a reduced rate depending on the percentage of damage that was covered on this claim and the amount of the new damages. Richter questioned if the left over money would go into the Building Fund and was assured that the Board would determine where those funds should go.

Kressin questioned Mr. Howard on the amount of hail damage funds that may be included in the General Fund at this time that should maybe go into the Depreciation Fund.  Kressin questioned whether Mr. Howard had the authority to make decisions or if the Transportation Committee should be deciding. Mr. Howard and the Transportation Committee consisting of Anderjaska, Kressin, Rosno will meet to review vehicle hail damage information and make recommendations at the next meeting.

PRINCIPAL’S REPORT- FFA has been participating in several contests and events and several individuals and teams have qualified for State competition. TEACHER IN-SERVICE-Went very well, the Technology Committee will have a report at the next meeting. DATA TEAM-will put together an action plan based on district data and will set a goal for school improvement that will be related to student achievement. ONE ACT-Wrapped up their season and will be moving right into Speech. NEBRASKA BRASS-was entertaining and educational.

SENIOR SPOTLIGHT-in the trophy case area at the new building. Each week a different senior will bring information about themselves and be showcased during that week.

MISSION STATEMENT-The School Improvement Committee found that there were several different statements posted at various locations and wanted to come up with one current mission statement. This will be presented for approval at the January Board meeting and after approval will be included on written communications, the web site etc.

ACTION ITEMS-CONSENT AGENDA: Kressin requested that consent agenda items be voted on separately.

APPROVAL OF MINUTES OF NOVEMBER 14^TH SPECIAL MEETING- Kressin moved, seconded by Richter, to approve the November 14 Special meeting minutes.

Kressin moved, seconded by Rosno, to amend the minutes of the November 14^th Special Meeting Minutes to include the wording-The auditors reported that our district’s cash reserves have never dropped below 1.2 million dollars in the last three school years. Our district has been in excellent financial shape for at least the past five years due to the hard work of our current and past administrations and boards.

Anderjaska questioned why this needed to be added and why we didn’t add more comments. Large asked questions clarifying the reason for the addition.

Voting  yes:Richter, Kressin, Rosno, Large. Voting no: Anderjaska, Richards. Motion passed 4-2.

Kressin moved, seconded by Richter, to approve the November 14^th Special Meeting minutes as amended. Voting yes: Large, Richter, Kressin, Rosno. Voting no: Anderjaska, Richards. Motion passed 4-2.

APPROVAL OF MINUTES OF NOVEMBER 14^TH REGULAR MEETING-Kressin moved, seconded by Richter, to approve the November 14^th Regular Meeting Minutes.

Kressin moved, seconded by Rosno, to amend the November 14^th Regular Meeting Minutes under Audience Communication to read that-the board followed legal counsel advice when coming out of Executive Session. Voting yes: Kressin, Rosno, Richards, Large, Anderjaska, Richter. Voting no: none. Motion passed 6-0.

Kressin moved, seconded by Richter, to approve the November 14^th Regular Meeting Minutes as amended. Voting yes: Richter, Kressin, Rosno, Richards, Large, Anderjaska. Voting no: none. Motion passed 6-0.

APPROVAL OF DECEMBER GENERAL FUND CLAIMS-Rosno moved, seconded by Anderjaska, to approve the December General Fund Claims of $178,604.66 (Payroll-$126,106.51  Claims-$52,498.15).

Rosno had questions on a few claims, Kressin had several questions on the claims and whether we are repairing the greenhouse. The district will fix the greenhouse with the roof supplies we have. We have one cover in reserve and one the insurance will be paying for. We will be using the one from reserve and put the new one purchased with insurance proceeds in reserve. Kressin also questioned an $1,800 reimbursement to Hayes Center Schools. Mr. Howard will get back to Kressin on what that was for. Richter had a question on an I-pad/cover purchased and whether the Spirit Fund paid for the I-pad. Richards paid the full price on the I-pad-there was no discount. Richter also questioned if there was supposed to be sales tax paid and if it was right for a board member to purchase an item through the school. Mr. Howard will find out if there are any taxes due and about the purchase. Anderjaska reminded the board that we have discussed before that if there are budget item questions it would help move the meetings along to ask them ahead of time so we don’t use up time during the meeting.

Voting yes: Rosno, Richards, Large, Anderjaska, Richter, Kressin. Voting no: none. Motion passed 6-0.

FFA REQUEST FOR TRIP TO DENVER STOCK SHOW-Kressin moved, seconded by Anderjaska, to approve the FFA trip and provide a school bus.

Kressin moved, seconded by Anderjaska, to amend the motion to include paying for fuel, and bus driver salary. Voting yes: Richards, Large, Anderjaska, Richter, Kressin, Rosno. Voting no: none. Motion passed 6-0.

Kressin moved, seconded by Anderjaska, to approve the FFA trip and provide a school bus, fuel and bus driver salary. Voting yes: Anderjaska, Richter, Kressin, Rosno, Richards, Large. Voting no: none. Motion passed 6-0.

BOARD POLICY REVISIONS-1110 BOARD MEETINGS, PROCEDURES AND OPERATIONS-

Kressin moved, seconded by Rosno, to add-“any two board members may place an item on the agenda by notifying the Board President and/or the Superintendent at least 24 hours before the meeting. Those items will be placed on the agenda subject to the Board voting to remove them at the meeting in question.”

Large asked questions clarifying the intent of the addition. He also questioned whether the same changes would be made to 1111 so policies would be aligned. He wanted the board to consider that we already have a policy that allows any two members to request a Special Meeting. During discussion it was clarified that both members requesting the addition to the agenda must notify the president and/or the superintendent separately.  Richards had concerns that changing the policy might have unintended consequences especially if there was not time to seek legal counsel.

Voting yes: Richter, Kressin, Rosno, Large, Anderjaska. Voting no: Richards. Motion passed 5-1.

1111-CONSTRUCTION OF THE AGENDA- Kressin moved, seconded by Richter, to add the same wording at the end of Policy 1111- “any two board members may place an item on the agenda by notifying the Board President and/or the Superintendent at least 24 hours before the meeting. Those items will be placed on the agenda subject to the Board voting to remove them at the meeting in question.” Voting yes: Kressin, Rosno, Large, Anderjaska, Richter. Voting no: Richards. Motion passed 5-1.

1134 HAYES CENTER BOARD OPERATING PRINCIPLES-Kressin moved, seconded by Anderjaska, under sub-section 5 to strike “Individual board members may request items for the agenda but they will be subject to approval by the president and superintendent” and replace with “any two board members may place an item on the agenda by notifying the Board President and/or the Superintendent at least 24 hours before the meeting. Those items will be placed on the agenda subject to the Board voting to remove them at the meeting in question.” Voting yes: Rosno, Large, Anderjaska, Richter, Kressin. Voting no: Richards. Motion passed 5-1.

STUDENT HANDBOOK PAGE 10-Anderjaska moved, seconded by Rosno, to add to Step 2 that- “The Administration shall provide a copy of the Complaint Procedures.”, on step 4, to strike should and replace with “shall”, and insert “business” after (5) to read five business days, add “notification of” after Superintendent’s, and under 5-2 strike ten(10)calendar and replace with “five (5) business” and insert the Complaint Procedures into Policy 1134 items 3 and 4.

Voting yes: Richards, Large, Anderjaska, Richter, Kressin, Rosno. Voting no: none. Motion passed 6-0.

Richter had questions as to where the student handbook came from. This version is much longer than the one we had last year (84 pages compared to 23 pages). Mrs.Pruter and Mr. Howard explained that it came from the attorneys and was presented across the state and most schools across the state accepted it. It is the same handbook we had in place before Mr. Hof made the changes in the 2010-2011 handbook. Richter is upset with himself for not catching the difference in the handbooks.

7010.4-BUDGET AS A SPENDING PLAN-Richter brought up the Statute- Krissen had a patron concerned about the Christmas meal. He contacted the NASB to get a ruling – according to Statute 13-2203-

In addition to other expenditures authorized by law, each governing body may approve:  

 (1) (a) The expenditure of public funds for the payment or reimbursement of actual and necessary expenses incurred by elected and appointed officials, employees, or volunteers at educational workshops, conferences, training programs, official functions, hearings, or meetings, whether incurred within or outside the boundaries of the local government, if the governing body gave prior approval for participation or attendance at the event and for payment or reimbursement either by the formal adoption of a uniform policy or by a formal vote of the governing body. Authorized expenses may include:  

(iii) Provided at one recognition dinner each year held for elected and appointed officials, employees, or action of the governing body, but shall not exceed twenty-five dollars. An annual recognition dinner may be held separately for employees of each department or separately for volunteers, or any of them in combination, if authorized by the governing body;  

Since the board provided a welcome back dinner at the beginning of the school year Kressin believes we may be in violation of the statute if we provide a Christmas dinner. Also according to Board Policy7010.4 “The Superintendent shall check the legality of all expenditures. He/she shall ascertain that all expenditures recommended for approval are legal ones. Mr. Howard will check on this and get back to the board. Richards suggested changing the Christmas dinner to potluck if there is a problem. No action taken-information only.

7020.2-SALES OF OBSOLETE EQUIPMENT AND PROPERTY-This authorizes the Superintendent to direct and dispose of all obsolete furniture and equipment in the most favorable manner to the district, and in accordance with all laws, rules and regulations pertaining to such disposition.  The superintendent is authorized to sell items with an estimated value of less than $300. Items with an estimated value over $300 shall be sold on a bid basis.

Kressin moved, seconded by Richter, to change the amount from $300 to $500.

During discussion Richards pointed out that according to statute

 79-10,114. Class II, III, IV, or VI school district; property; sale; proceeds of sale; use.

No school property of any kind belonging to any Class II, III, IV, or VI school district shall be sold by the school board or board of education except at a regular meeting of the board and with an affirmative recorded vote of at least two-thirds of all the members of the board…

Kressin moved, seconded by Anderjaska, to table this policy.  Voting yes: Large, Anderjaska, Richter, Kressin, Rosno, Richards. Voting no: none. Motion passed 6-0.

Mr. Howard will check on this and report back to the board.

7020.4-GIFTS TO SCHOOL DISTRICT-Richter pointed out that according to Policy 7020.4 “A letter should accompany gifts presented to the district from the donor for official action and recognition by the Board of Education.” that if a letter had accompanied the donation from Mr. Howard it would have helped.  Mr. Howard referred to Policy 2020 #5ACCEPTANCE OF GIFTS-which states that “The Superintendent or Board of Education may accept gifts for use by the school district provided restrictions are not placed on its use that discriminates among pupils on any basis other than school grade or subjects or limits the Board of Education in its duties in operation of the school.”

Amy Frederick pointed out that requiring a letter to accompany a gift, especially one that is intended to remain anonymous, may hinder patrons from making donations. Large thanked her. Discussion followed on making the policies match.

Anderjaska moved, to have policy #7020.4 match policy #2020 #5 Acceptance of Gifts. Motion died for lack of second.

Anderjaska moved, seconded by Kressin, to table Policy 7020.4. Discussion: Kressin requested under this policy that Mr. Howard check on the Superintendents Scholarship Fund and how to set it up, if it needs to be set up in a separate fund.

Voting yes: Richter, Kressin, Rosno, Richards, Large, Anderjaska. Voting no: none. Motion passed 6-0.

STUDENT HANDBOOK PAGE 10-already covered.                                                          

OTHER POSSIBLE POLICIES-President Large requested discussion of Policy 1102 or 2020. At this time there are two buses down needing repairs that may be over the $1,500 spending limit of the superintendent and would require board action to keep the fleet running. Large would like to entertain that either the board give the transportation committee authority to help Mr. Howard expedite repairs or extend the superintendent’s spending authority in that area to $2,500 in that area and limit that to the active fleet in order to keep the fleet running. Kressin questioned on whether there was a problem with fixing Unit 10. If it is a repair, and if it fits under an emergency Mr. Howard doesn’t want problems with getting the repairs done if they are above his spending limit. Rosno commented that under those circumstances if something comes up and needs fixed then the superintendent  can do it.

1^ST READING ON 4010.2- ADMISSION REQUIREMENTS- Mr. Howard explained that this policy includes changes to our district’s Early Enrollment policy and the new policy includes requirements and assessments of students for early admission to school. These changes will allow us to realign our policies with state statute LB 1006.   Rosno moved, seconded by Kressin, to approve first reading of policy 4010.2. Voting yes: Large, Anderjaska, Richter, Kressin, Rosno, Richards. Voting no: none. Motion passed 6-0.

BIDS ON SUBURBAN REPLACEMENT-Several bids were received on both new and used Suburbans.

There was discussion whether to go with new or used because of warranties, tires etc.

Anderjaska moved, seconded by Large, to accept the low bid of $36,600 from Wagner Chevrolet.

There was more discussion as to the difference between the 2011 and the 2012 price from Wagner’s.

Voting yes: Anderjaska, Richter, Kressin, Rosno, Richards, Large. Voting no: none. Motion passed 6-0.

SMART BOARD PURCHASE BID-Mr. Howard presented a bid for the purchase of three Smart Boards. After the Technology workshop there was more interest by the teachers in the use of the Smart Boards.

Anderjaska moved, seconded by Rosno, to approve the purchase of five (5) Smart Boards.

There were questions on the number of boards needed to have them in all classrooms. Some would be on wheels at the high school. Five would allow one at the elementary and four more at the high school. More could be purchased later if necessary.

Voting yes: Richards, Large, Anderjaska, Richter, Kressin, Rosno. Voting no: none. Motion passed 6-0.

BUS REPAIRS-The repairs came in below the spending limit.

APPROVE LOCAL SUBSTITUTES-Mr. Howard recommended that the board approve a local substitute for the 2011-12 school year.

Kressin moved, seconded by Rosno, to approve Hannah Brott’s  substitute teaching application. Voting yes: Anderjaska, Richter , Kressin, Rosno, Richards, Large. Voting no: none. Motion passed 6-0.

DISCUSSION: HANDOUT ON SCHOOL-OWNED VEHICLE INSURANCE CLAIMS-Mr. Howard will be meeting with the Transportation committee to go over this.

REVIEW SUPERINTENDENT’S EVALUATION AND PRESENT RESULTS-Executive session will be held after the discussion items.

ADDITIONAL BOARD POLICIES-Mr. Howard reported that these policies need to be addressed in the near future to meet due diligence as mandated by the state:

a)      3011.5 RECORDS MANAGEMENT AND DISPOSITION

b)      3030.5 ANTI-DISCRIMINATION, ANTI-HARASSMENT, AND ANTI-RETALLIATION

c)      4010 STUDENT RESIDENCE, ADMISSION AND CONTRACTING FOR EDUCATIONAL SERVICES

d)      4050.35  ANTI-DISCRIMINATION, ANTI-HARASSMENT, AND ANTI-RETALLIATION

e)      5010.5 ASSESSMENTS-ACADEMIC CONTENT STANDARDS

f)       5020.10 ADMISSIONS, CLASSIFICATION, AND ATTENDANCE

g)      5030.4B  CONCUSSIONS

h)      5030.7 STATE ASSESSMENTS

i)        6600 SPECIAL EDUCATION POLICIES

j)       7070.5 SERVICE ANIMALS

k)     2020.1 EXPENDITURE AUTHORIZATION

INFORMATION ONLY: Congratulations to the girl’s and boy’s fall sports teams for making the State playoffs in Volleyball and Football.  Staff Christmas dinner reminder.

CORRESPONDENCE:  Thank You from Taylor Cooper.

FUTURE AGENDA ITEMS: Superintendent Contract Review, Election of Officers, Official Depository for the District, Official Newspaper for the District, Committee appointments, Mission Statement, Principal evaluation

EXECUTIVE SESSION-Rosno moved, seconded by Kressin, to go into Executive Session for the protection of the public interest and personnel. The board may call Mr. Howard into Executive Session for clarification of purposes. Voting yes: Kressin, Rosno, Richards, Large, Anderjaska, Richter. Voting no: none. Motion passed 6-0.

President Large repeated that the Board was going into Executive session for the protection of the public interest and personnel. The Board entered Executive Session at 10:14 P.M.   The Board came out of Executive Session at 12:14 A.M.

President Large gave a summary of the Board’s findings of the Superintendent’s evaluation.

PERFORMANCE STANDARD #1- A Superintendent is an educational leader who promotes positive public relations and communication in the context of the school. Narrative: In situations where there is a difference of opinion, the board would like people to feel a greater deal of empathy from Mr. Howard. Meets District Standards-3  Does not meet District Standards-3.

PERFORMANCE STANDARD #2- A Superintendent is an educational leader who demonstrates a command of authority and the capacity to lead, motivate, and inspire self and others. Narrative: The Board would like to see a greater confidence of weighing the facts before making decisions and to exercise greater control over potential rumors that come from the district that get out into the public as we are disseminating district business. There seem to be some sources (from within) whether it is board members or staff- the board would like to have greater control over the kinds of things that come out of our district that reflect negatively in terms of our confidentiality and Mr. Howard is the one to try to give that to us in terms of dealing with staff. Meets District Standards-3  Does not meet District Standards-3.

PERFORMANCE STANDARD #3- A Superintendent is an educational leader who achieves success through formulating strategies and action plans. Narrative: Everyone felt Mr. Howard does a good job in this area. Meets District Standards-6  Does not meet District Standards-0.

PERFORMANCE STANDARD #4- A Superintendent is an educational leader who assumes the responsibility of the overall financial planning of the district and for the preparation of the annual budget, and submits it to the board for review and approval. Narrative: What we will be looking at is something we addressed at the budget hearing, to create a more detailed budget in terms of reporting what the plans are for changes in the budget, utilizing the finance committee a little more in the creation of the budget, and informing the board a little sooner in terms of the budgetary items-mainly more detail in how the budget is created and how Mr. Howard comes up with the money that is being requested when we set our levy.   Meets District Standards-3  Does not meet District Standards-3.

PERFORMANCE STANDARD #5- A Superintendent is an educational leader whom assumes responsibility for the efficient maintenance and use of district facilities and sites, and for recommending to the board plans for needed improvements. Narrative: The board would like to see Mr. Howard utilize the committees to a fuller extent and keep the board more involved. Mr. Howard tends to be a take-charge person and past superintendent experience has been that way and we’re looking for him to come into this board just involving the board more and letting us know what he’s thinking or involving them in terms of the decision making processes, whether it’s transportation or whatever, there are committees there and being more proactive and getting the committees involved, or informing us and asking for input.  Meets District Standards-3  Does not meet District Standards-3.

President Large adjourned the meeting at 12:20 A.M. and thanked everyone for coming.

The next regular scheduled meeting of the Board of Education will be held on Monday, January 9, 2012, at 7:00 P.M., in the High School Conference Room.

Minutes submitted by:            Marian Richards

These are a full draft of the minutes that will be considered for approval at the next regular Board meeting.

Hayes Center Board of Education

Mid-Month Report and Response to Questions

December 21, 2011