Woonsocket School Board proceedings

UNAPPROVED MINUTES – REGULAR MEETING HELD JULY 11, 2016

The Woonsocket Board of Education met in regular session on July 11th, 2016, at 7:00 p.m. in the library/media center of the Woonsocket School. Members attending were: Darrin Uttecht, Jason White, Gary Steichen, Lisa Snedeker, Todd Olinger, and Jodi Doering. Others attending were Superintendent Rod Weber, Paula Lynch, Lynn Klaas, Kami Moody, Becky Hinker, Julie Bebout, Sarah Jensen, Kylie Pauly, Judy Hinker, and Chris Selland. The Pledge of Allegiance was recited and the meeting was called to order at 7:00 p.m.
On a motion by Todd Olinger, seconded by Lisa Snedeker, the Board approved the meeting agenda with two additional items to come before the board.   Motion carried.
The minutes of the regular board meeting held on June 13, 2016, and the special meeting held on June 29, 2016, were approved as presented on a motion by Lisa Snedeker, seconded by Darrin Uttecht.  Motion carried.
On a motion by Darrin Uttecht, seconded by Todd Olinger, the Board approved the claims presented and the June 2016 financial report as follows, motion carried:
GENERAL FUND, Beginning balance: $1,212,407.37; Add receipts: Taxes $63,852.29; Interest $478.17; Other local: $7,128.68; State $63,111.00; Federal $62,554.00; Total to be accounted for: $1,409,531.51; less disbursements, $156,498.02;   Cash balance: $1,253,033.49;  less contracts and accounts payable/transfers, $183,920.94; plus accounts receivable, $56,880.86;  Fund Balance: $1,125,993.41.
CAPITAL OUTLAY, Beginning balance: $805,092.17; Add receipts: Taxes $31,646.06; Other local:  $0.00;  Federal  $0.00. Total to be accounted for: $836,738.23;  less disbursements, $120,421.09;   Cash balance: $716,317.14; less accounts payable: $0.00; Fund balance: $716,317.14.
SPECIAL EDUCATION,  Beginning balance: $411,857.07; Add receipts: Taxes $15,924.47; Other Local: $120.00; State $0.00;  Federal $47,498.00; Total to be accounted for: $475,399.54; less disbursements, $54,559.46;  Cash balance: $420,840.08; Less contracts and accounts payable/transfers, $20,326.72; Fund balance: $400,513.36.
PENSION, Beginning balance:  $233,470.35; Add receipts:  Taxes $4,738.42; Other Local: $0.00; Total to be accounted for: $238,208.77; less disbursements, $30,850.00; Cash balance: $207,358.77; Fund balance: $207,358.77.
FOOD SERVICE, Beginning balance: $32,951.42; Add receipts: Pupil receipts $217.95; Adult receipts $58.00; Milk receipts $0.00; Interest $1.33; Other local: 0.00; State $0.00; Federal reimbursement $4,566.63; Total to be accounted for: $37,795.33;  less disbursements, $7,305.75; Cash balance: $30,489.58;  Less contracts/accounts payable, $10,233.94; Fund balance: $20,255.64.
ENTERPRISE FUND #53, Beginning balance: $19,408.59; Add receipts: Other local: $0.00; Total to be accounted for: $19,408.59;  less disbursements, $4,020.00;  Cash balance: $15,388.59;  Less contracts/accounts payable, $7,858.08; Fund balance:  $7,530.51.
TRUST AND AGENCY, Beginning balance: $34,096.86; Add receipts: Interest $1.31; Pupil activities $368.00; Total to be accounted for: $34,466.17; less disbursements, $10,982.86; Fund balance: $23,483.31.
Salaries and benefits for the month of June 2016 were as follows:
General Fund: $102,062.33
Special Education: $9,372.47
Enterprise #53: $3,815.20
Food Service: $4,712.86
GENERAL FUND
About, Business Manager Dues $50.00
ASBSD, 2016-17 Dues $832.36
AT&T, Cellphone $58.25
Churchill, Manolis, Freemen, Kludt, Shelton & Burns Llp, Legal Fees $121.40
City of Woonsocket, Water Service    $124.16
DB Electric, Lumen Lamps $569.39
Express 2, Gas – Vehicles $118.24
Express Stop, Gas – Lawnmower/Vehicles $181.13
Foreman Sales & Service Inc.,    Maintenance – 2008 Mini-Bus $387.36
[Imprest Fund:
US Post Office, Postage Expense    $141.00]
KO’s Pro Service, Oil Change – Van $42.00
Local Lumber, Custodian/Remodel Supplies $86.48
Menards, Custodian Supplies $16.43
NorthWestern Public Service, Electric Service $2,558.01
Petty Cash, Postage Expense $9.89
Plainsman, Subscription – Library $176.55
Riddell – All American Sports, Football Equipment Recertification $743.07
Sanborn Central School, Shared Coaches/Co-Op Expenses 1/3 State Share Football/Cheer $15,940.16
Sanborn Weekly Journal, Publications/Composite/Graduation Programs $299.35
Sandness, Gary, Ceiling Maintenance $77.40
Santel Communications, Phone/Cable/Internet $429.60
Schoenfish & Co. Inc., Annual Audit $6,500.00
SD United Schools Association, Membership – 2016-17 $450.00
Stoneware, Site License/Support $820.00
Waste Management of WI-MN, Garbage Service $565.38
Wessington Springs School, 1/3 Share State – Football/Cheer $197.87
Woony Foods, Supplies $57.22
Fund Total: $31,552.70
CAPITAL OUTLAY
A&B Business Equipment, Copier Lease $926.09
Oncore, Menu Software Renewal $700.00
Riddell-All American Sports, Football Equipment $3,915.95
Riverside Technologies, Chromebooks (35) $8,365.00
Software Unlimited Inc., Software Maintenance – Business Manager $2,900.00
Fund Total: $16,807.04
SPECIAL EDUCATION
Avera St. Lukes, Client Services $528.60
Guardian, Guardian Mileage $238.65
Lifequest, Client Services $477.30
McClane, Kelly, Mileage – Summer Speech $95.76
Palace Transit, Transportation $80.00
SD Department of Human Services, Client Services – Non-Federal Match $1,654.62
Fund Total: $3,074.93
ENTERPRISE FUND #53
Express 2, Gas – Vehicles/Drivers Ed $306.50
Fund Total: $306.50
FOOD SERVICE
Variety Food, Dishwasher Rent $79.00
Fund Total: $79.00
Sarah Jensen, Kylie Pauly and Judy Hinker addressed the Board with a request for some additional funding for a literacy series (Jill Eggleton – author) for Kindergarten, First and Second Grade. The series would replace the Kindergarten letterbooks that are normally purchased each year at a cost of approximately $1,500.00. The WEPC has also agreed to donate $3,000.00 for the purchase, bringing the total additional cost to the District (taking into account the savings derived from not ordering the letterbooks) to $1,608.15. The Board will approve the purchase with the regular August meeting bills and they would like to thank the WEPC for their contribution towards the literacy series.
Chris Selland gave the financial report and a review of the 2015-2016 fiscal year. All funds were under budget with the General Fund expenditures exceeding revenue by $31,627.07. All other funds had revenue exceed expenditures. There will be a  planned spend down of the General Fund reserve balance for the next several years due to the adoption by the state of fund balance caps that will be in place in 2017-2018. The fund balance cap at that time will be 30 percent for the District. Ms. Selland also reviewed the budget supplements that were approved at the June 29th special board meeting, with several of these supplements utilized to reduce the reserve balance. The State Department of Education has accepted the 2014-2015 audit report.
Superintendent Weber updated the Board on summer maintenance projects and advised that he would see if there was any interest in anyone leasing the Pre-K building as the Pre-K will be moving into the elementary wing this fall. He also advised that he was investigating an update to the elementary and armory heating system that may need to be done in phases, but no actual work to be performed this year except possible proposals for upgrading the system.
Principal Lynch advised that, as of now, we are looking at 16 three-year-old Pre-Schoolers, 10 – 11 four-year-old Pre-Schoolers and 21 in Kindergarten for the upcoming year.   Total estimated fall enrollment for 2016-2017 is approximately 212 students (K-12).
Motion was made by Todd Olinger with a second by Lisa Snedeker to approve the resignation of Erin Feldhaus as Special Education Instructor upon receipt of liquidated damages according to the Woonsocket School Policy.  The Board would like to thank Ms. Feldhaus for her years of service to the Woonsocket School District. Motion carried.
On a motion made by Darrin Uttecht with a second by Todd Olinger, the 2015-2016 Board of Education was officially adjourned and Superintendent Weber was appointed as temporary Board Chair. Motion carried.
The Oath of Office was administered to Jodi Doering, who will begin her three-year term on the Board, having run unopposed.
Motion was made by Lisa Snedeker, with a second by Todd Olinger, to approve the appointment of Jason White as Board Chair for the 2016-2017 term.  Motion carried.
The Board approved the following appointments and executive session, on a motion by Gary Steichen, seconded by Todd Olinger:
Vice Chair – Lisa Snedeker;
Negotiations Committee –  Todd Olinger and Jodi Doering;
Buildings and Grounds Committee – Gary Steichen and Jason White;
Vocational Agriculture Representative – Lisa Snedeker;
James Valley Educational Consortium Co-op Representative – Superintendent Rod Weber.
The Board entered into executive session at 7:54 p.m., as motioned by Gary Steichen and Todd Olinger.  The purpose of the executive session was to discuss a matter pertaining to personnel pursuant to SDCL #1-25-2(1). Motion carried. The Board reconvened into regular session at 8:09 p.m.
The Board held a public hearing regarding approval of Emily Olson’s request to apply for a waiver to be issued from the Department of Public Education. This waiver is the first step in becoming an Alternatively Certified Teacher in the State of South Dakota and will allow Emily to complete her teaching degree under the guidelines of the Department of Education.
After holding a public hearing based on the provisions of SDCL 13-11-2, the Board approved adoption of the 2016-2017 school budget on a motion by Todd Olinger, seconded by Gary Steichen. Motion carried.
The following designations for 2016-2017 were approved on a motion by Jodi Doering, seconded by Lisa Snedeker:
•    Designate First National Bank and Dakotaland Federal Credit Union as the school district’s official depositories and Hegg Insurance as Insurance Agent of record;
•    Designate Superintendent Rod Weber as the Director of all federal programs of the Woonsocket School District;
•    Designate the building principals and guidance counselor as the school system’s truancy officers;
•    Designate Rodney Freeman as the 2016-2017 school district’s attorney of record;
•    Designate Chris Selland as the school’s authorized representative to both SDRS and Insurance Groups, as well as the School District’s custodian of accounts;
•    Establish the date and time for monthly school board meetings as the second Monday of the month at 7:00 p.m. in the community library;
•    Establish the Board Member’s per diem at $70.00 per regular and special meeting. The Board Chair will receive $75.00 per meeting.
Motion carried.
The following items of business were approved on a motion made by Gary Steichen, seconded by Lisa Snedeker:
•    Authorize Superintendent Rod Weber to postpone/cancel school for reasons of inclement weather or other matters affecting school or staff;
•    Adopt the following order of business for the 2015-2016 Board of Education:
1)    Call to order/Pledge of Allegiance
2) Additional agenda items
3) Approval of agenda
4) Approval of the minutes
5) Visitors to the board meeting
6) Financial reports/bills/governance
7) Reports and discussion items
8) Old business
9) New business
10) Adjournment;
•    Adopt Robert’s Rules of Order (Revised) as the official governing document for Board of Education meetings;
•    Approve the Assurance of Compliance Standards for all federal and state programs;
•    Approve the annual School Bus Emergency Assistance Pact for the 2016-2017 school year;
•    Approve the Sanborn Weekly Journal as the Woonsocket School District’s newspaper of record;
•    Approve the following travel rates for overnight stay per diem allowance effective July 1, 2016:
1)    $5.00 for breakfast
2)    $7.00 for lunch
3)    $11.00 for supper
4)    Lodging is cost plus tax
5)    Students receive $7.00 per meal for state events with overnight stay;
•    Admission prices: Students (K-12) $3.00; Adults – $5.00; Doubleheaders – Students (K-12) – $4.00;  Adults – $6.00;
•    Hot Lunch: K-6 – $2.65, 7-12 – $2.90, Adults – $3.60 (see addendum for ala-cart prices);
•    Breakfast: Students – $1.75, Adults – $2.75 (see addendum for ala-cart prices);
•    Instrument rent – $10.00 summer, $25.00 school year;
•    Bus Driver Training – $50.00;
•    Complimentary passes: 65 years or older/Employees (family) /Board (family)//Superintendent discretion;
•    Season Passes: Adults $45.00, Students $25.00, Family $85.00 (includes children K-12);        •    Student Planners: $3.50;
•    Driver’s Education: $199.00 per session, retake – $75.00, out of district students – $300.00;
•    Four-to-five-year-old pre-school – $50.00 per month (three days per week – full days);
•    Three-year-old pre-school – $35.00  per month (two days per week – one-half days);
•    Mileage reimbursement:  .42 per mile;
•    Substitute Teacher pay – Certified – $100.00, Non-certified – $85.00, Long-term (after five consecutive days) – $120.00;
•    Election official pay – $100.00 per day;
•    Officials/Referees – Clock – $30.00 per night, Fifth/Sixth Referee – $15.00, Seventh/Eighth Referee – $20.00, Ninth Grade Referee – $25.00, Junior Varsity Referee – $27.50, Junior Varsity and Varsity Referee – $85.00, Double Header Varsity – $90.00 for a three man crew or $110 for a two man crew, Volleyball Junior Varsity and Varsity – $80.00, Football – $100.00 and Volleyball line judge – $30.00 per night.
Motion carried.
Motion was made to approve the 2016-2017 consolidated application for Title 1 and Special Education federal programs by Todd Olinger, with a second by Jodi Doering. Motion carried.
Motion was made by Jodi Doering, with a second by Todd Olinger, to approve membership in SDUSA (formerly the South Dakota Coalition of Schools) for 2016-2017. Motion carried.
Motion was made by Lisa Snedeker, with a second by Jodi Doering, to approve the 2014-2015 school audit. Motion carried.
Motion was made by Gary Steichen, with a second by Todd Olinger, to authorize Chris Selland to obtain fuel oil quotes for 2016 – 2017 prior to the August meeting.  Motion carried.
Motion was made by Todd Olinger, with a second by Lisa Snedeker, to approve 22 new HP laptops with warranties from HP Inc. for $10,824.00 and 35 HP Chromebooks with management consoles for $8,365.00 from RTI Inc. Motion carried.
Agenda items #26 and #27 were tabled on a motion by Lisa Snedeker, with a second by Jodi Doering. The agenda items involved the process to approve and adopt design procedures for updating the elementary/gymnasium heating system and to publish legal notices in regards to proposals and design procedures. Further investigation concerning this process will be conducted prior to the reconsideration of these motions. Motion to table carried.
Motion was made by Gary Steichen, with a second by Todd Olinger, to approve the purchase of 10 new lunch tables from School Specialty at a cost of $15,827.90.  The purchase will be made from the Capital Outlay Fund. Motion carried.
Motion was made to approve the resignation of Craig Lieber as Co-National Honor Society Advisor and Yearbook Advisor and approve Emily Olson as the new Co-National Honor Society Advisor.  Motion was made by Jodi Doering, with a second by Lisa Snedeker, and motion carried. The Board thanks Mr. Lieber for serving in these capacities.
On a motion by Todd Olinger with a second by Lisa Snedeker, the Board approved a budgeted operating transfer of $40,000.00 from the General Fund to Enterprise Fund #53 (Pre-K and Driver’s Education).  Motion carried.
Motion was made to approve the surplus and salvage of kitchen equipment as listed in an addendum to the minutes to include but not limited to: 12 lunch tables, one Vulcan 10 burner gas conventional range/oven, one gas oven, one center island (wood), and miscellaneous wooden cupboards and shelves. The items will be appraised as per policy prior to distribution/sale. This motion was made by Jodi Doering, with a second by Gary Steichen, and motion carried.
Motion was made by Lisa Snedeker, with a second by Todd Olinger, to approve Emily Olson’s application for waiver to the South Dakota Department of Education Administrative Rule 24:15:04:01(01)  Plan of Intent as the District’s History Teacher.  Motion carried.
Motion was made by Gary Steichen, with a second by Todd Olinger, to approve the hire of Bev Dunn at a salary of $38,300.00 as Fourth Grade Instructor and to transfer Carrie Gutierrez from Fourth Grade Instructor to Elementary Special Education Instructor, effective for the 2016-2017 school term. Motion carried.
There being no further business to come before the Board, the July 11, 2016, regular board meeting of the Woonsocket Board of Education was adjourned at 8:47 p.m. on a motion by Gary Steichen with a second by Todd Olinger. Motion carried.
JASON WHITE
Chair
CRYSTAL A. SELLAND
Business Manager

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