August 13th, 2018 Board Meeting Minutes
Arapahoe-Holbrook Public School
Board of Education – Regular Meeting
August 13th, 2018 7:00 pm
President Dennis Roskop called the meeting to order at 7:00 pm.
President Roskop announced that the Arapahoe-Holbrook Board of Education follows the rules of the Open Meetings Act which is posted.
The following members were present: Dan Warner, Chad Carpenter, Rodney Whipple, Dennis Roskop, Brad Schutz, and Lisa Anderson.
The following member(s) were absent: None.
Also present was Dr. George Griffith, Superintendent, Bob Braithwait, Principal, and Cassie Hilker, Board Secretary. Visitors were present.
A motion was made by Schutz and seconded by Carpenter to approve the agenda as presented. AYES: Carpenter, Roskop, Schutz, Anderson, and Warner. Motion carried 5-0.
President Roskop welcomed the visitors and asked for Public Comment. Tammie Middagh reported that she attended an annual partnership meeting with Teammates meeting in York in July and all of the numbers look really good. They are very pleased with our chapter. She will be participating in training for two new mentors next Monday, Drew tenBensel and JD Anderson. She will also be doing a mentor renewal training that evening. She asked the mentors to wait to get started after Labor Day to give staff and students time to get settled. Roskop thanked Middagh for the report and everything she does with the program.
Whipple joined the meeting at 7:03 pm.
Braithwait reported that Mr. Sich was very well organized for computer check-out and he thought it went very well for his first time. Parent Fall Sports Meetings for volleyball, football and cross country are all completed. Scrimmages for volleyball and football are Friday at 6:30 pm and 7:30 pm. The school is going to be short locker rooms, but he does have a plan in place. He has met with all of the coaches and Mr. Kronhofman has been in touch with opponents. This is just a small concession we have to make until everything is in place. It is definitely workable. He thanked Mr. Hatch and Elwood Public Schools for letting the volleyball team use their facilities for a couple of days while they were getting things ready to go in the north gym here. He will be doing weekly eligibility checks and it starts the third week of school, which will be Tuesday, September 4th. He also wanted to thank ATC, Rodney & Chris Whipple for providing shaved ice to all students and staff. He really appreciates that and the kids love it. Roskop asked if Braithwait had numbers. Braithwait stated that he doesn’t have numbers yet, but will have it ready for next month’s meeting. There will be a lot of walk-ins. Schutz asked if he had numbers for participation in fall sports. Braithwait reported that 25 are out for football, 13 in cross country and he thought 16 in volleyball. Schutz asked how long he thought they would be practicing in Elwood. Braithwait stated that they are done and only had to do that for two days. They are back in the north gym.
Griffith stated that he has technology training set up for August 30th and 31st. Mr. Sich, Wade Gibson (ESU #11), and Jodi Bauer (ESU #11) will be working with staff. He is going to get a list of what they need and they are going to have some time set aside for those needing one-on-one training. He has started working on the budget earlier today and that should be ready for the August 21st Finance Committee Meeting. They are ready for the start of the school year, but they may need to use bottled water. They are waiting to hear back from the city. They came and collected samples and took it to McCook to be tested. They don’t think there is an issue, but they are going to get it tested. As things come up whether it is concrete or doors sticking he is letting Hausmann know. He let Hausmann know about the concrete today. There are about a half a dozen doors that are sticking or won’t shut all the way. Schutz asked if there were enough computers and iPads for students. Braithwait stated that they had enough. Griffith stated that Sich assigned each student a laptop or an iPad. The students K thru 4 will be using the same one each day. This way if something happens, switching out won’t be much of an issue. It is the same with 7th thru 8th. This was Mr. Sich’s idea and Griffith thought it was a good one. Whipple asked if they would check computers out in the morning and then back in before they leave. Griffith agreed. Braithwait stated that it will be a good thing. Warner asked if all of the toilets have been checked and everything flushes and doesn’t leak. Griffith stated that it is on his list. They turn the water off at night still. They need to double check our pressure. There was a sewer pipe with concrete in it in the kindergarten room. They are fixing that. Whipple asked if they did anything to the door for that room yet. Griffith stated that they have not yet, but they are working on it. He does have a wireless doorbell that they will be installing. The kids can ring it and the teacher or Para can let them in. Schutz stated that he heard a lot of positive comments from the Open House. The classrooms look nice and are decorated. Griffith stated that Mrs. Leising is reorganizing the library so it flows better. Schutz asked if the phones and clocks and stuff are in yet. Griffith stated that the phones are in, but it will be about another week for the clocks and bells. Anderson asked if Griffith has moved to the new office. Griffith stated that he is moved into the new office.
Board Member Reports: None.
Board Committee Reports: Griffith stated that there are minutes from the technology meeting on the 17th and a finance meeting on the 17th. They had a finance meeting on Friday and they reviewed the bond expenses and determined which way they wanted to go. He thought they decided to make a payment to Hausmann from the Special Building Fund this month since it is for construction purposes.
A motion was made by Carpenter and seconded by Anderson to approve the Consent Agenda as presented, which included minutes from previous meetings and financial reports. AYES: Whipple, Roskop, Schutz, Anderson, Warner, and Carpenter. Motion carried 6-0.
A motion was made by Warner and seconded by Carpenter to approve the claims including the General Fund, Equipment Depreciation Fund, Lunch Fund, and Building Fund totaling $444,773.87. AYES: Roskop, Schutz but abstaining from Claim Number 29960 to the Arapahoe Public Mirror for $1,559.82, Anderson, Warner, Carpenter, and Whipple but abstaining from Claim Number 29963 to ATC for $349.96 and Claim Number 29959 to ACT for $49.40. Motion carried 6-0.
Whipple asked how things were going with DocuFree. Griffith stated that they sent 52 boxes and have gotten all of those scanned. They just have to get the files organized and easier to search. They will be sending more items to be scanned.
Roskop stated that as Griffith explained earlier they discussed at the Finance meeting paying this payment to Hausmann directly from the Building Fund. They have some strategies budget-wise and they think this will allow them to accomplish that as they move into the budget. This is the easiest way to accomplish our goals and move forward with the next budget cycle. Whipple asked if the payment amount was $379,965. Roskop agreed. Schutz asked if Roskop could state how much is in the Building Fund. Roskop stated that the Building Fund that they are recommending the payment be made out of has a balance of $709,400. They will be taking the $379,965 out of that fund. Schutz stated that according to the Pay App the concrete work is completely paid. He thought that they would have more concrete work to do after the old building is demolished. Griffith agreed. He stated that they have also been notified that they are responsible for the repairs. Anderson asked if any decisions have been made on the roof. Griffith stated that if they can get it to quit leaking it will be warrantied with the caveat that it has been hailed. There are some areas that could be leaking as the result of the hail. He is not 100% satisfied with that but they do have to note it. Schutz asked if they had done a walk around punch list for the outside of the building. Griffith stated that they have not yet done that. Schutz asked if it was scheduled. Griffith stated that he does not have a schedule for it yet. They did a walk-through in the kitchen and the things that were identified have been corrected or are being corrected. They still have the gym punch list and the outside punch list. A motion was made by Schutz and seconded by Whipple to approve the payment of $379,965 for Pay App 013 to Hausmann from the Building Fund. AYES: Schutz, Anderson, Warner, Carpenter, Whipple, and Roskop. Motion carried 6-0.
A motion was made by Roskop and seconded by Schutz to enter into executive session at 7:21 pm for the protection of public interest. AYES: Anderson, Warner, Carpenter, Whipple, Roskop, and Schutz. Motion carried 6-0.
A motion was made by Roskop and seconded by Whipple to exit executive session at 7:40 pm.
Griffith read the Option Enrollment Capacity Resolution, Policy No 5006.1. Whereas, the School Board is required by law to adopt by resolution policies and specific standards for acceptance and rejection of option enrollment applications; and, whereas, the School Board has received and reviewed evidence and information submitted by the administration and other sources and made determinations thereon with respect to standards for acceptance or rejection and with respect to the capacity of this school district to accept option enrollment students based upon available staff, available facilities, projected enrollment, and availability of special education programs; and, whereas, the School Board has determined that the educational interests of this school district would be best served by adoption of the resolutions, and the policies and specific standards herein contained. Now, therefore, be it resolved that the Option Enrollment Policy presented to the School Board as Policy 5006, and Appendix “I” to such Policy 5006, should be and the same are hereby adopted, and any previous policy or interpretation or application of the option enrollment program which is or has been inconsistent with the Policy 5006, and Appendix “I” to such Policy 5006, are repealed effective on the date of the passage of this resolution, be it further resolved that all paragraphs, subparagraphs, and portions of words of this Resolution, of Policy 5006, and Appendix “I” to such Policy 5006 are severable and that in the event any of the same are determined to be invalid for any reason, such determination shall not affect the validity of any of the remainder of the same. Be it further resolved that policies and specific standards for acceptance or rejection of option enrollment applications should be and are hereby adopted, for applications filed after adoption of this resolution, and are hereinafter set forth. The rest of the resolution will document the vote and the president’s signature if the board chooses to pass it. A motion was made by Anderson and seconded by Schutz to approve the adoption of the Option Enrollment Capacity Resolution, Policy 5006.1. Griffith added that he would make the resolution specific to Special Education Programs for grades 7-12 only. Rosko asked if everyone understood what they would be accepting in the resolution. AYES: Anderson, Warner, Carpenter, Whipple, Roskop, and Schutz. Motion carried 6-0. Braithwait thanked the board.
Griffith stated that based on budget information and the discussion at the Finance Meeting he would recommend moving $30,000 from the General Fund to the Activity Fund. Last year they moved $35,000 and this year they are only requesting $30,000. A motion was made by Schutz and seconded by Whipple to approve the transfer of $30,000 from the General Fund to the Activity Fund. AYES: Warner, Carpenter, Whipple, Roskop, Schutz, and Anderson. Motion carried 6-0.
Griffith stated that Policy 3131 is for the procurement of purchase of items. They are changing the limit from $150,000 per year to $250,000 per year. If it is greater than $250,000 they will follow a formal competitive solicitation procedure. This is required by law and those are the only two changes. Roskop stated that this is the first reading, no action will be taken. Schutz asked about the limits. Griffith stated that the big question this is addressing is food service purchases. Since weekly purchases are small but the annual amount is large, this is what the policy is targeting. We use the ESU and they go out and solicit bids. Through them we have a bid solicitation process in place. We also price shop.
Public Comment – No further discussion. Heidi Thomas stated that she just wanted to attend the first board meeting in the new building. Braithwait stated that he will have student numbers at the next meeting. Griffith stated that he would like to commend the custodial staff and teaching staff in the new building for all of the work they have done getting things organized and re-organized. The custodial staff has done a great job getting things in place and meeting our needs. They have done a wonderful job.
Finance Committee Meeting, Tuesday, August 21st, 2018 at 12:00 pm in the Board Room.
Budget Workshop Meeting, Wednesday, August 22nd, 2018 at 7:00 pm in the Board Room.
Finance Committee Meeting, Friday, September 7th, 2018 at 6:00 pm in the Board Room.
Budget Hearing, Monday, September 10th, 2018 at 6:30 pm in the Board Room.
Tax Request Hearing, Monday, September 10th, 2018 at 6:45 pm in the Board Room.
Regular Board Meeting, Monday, September 10th, 2018 at 7:00 pm in the Board Room.
A motion was made by Warner and seconded by Whipple to adjourn the meeting at 7:49 pm.
Cassie Hilker, Board Secretary