September 10th Regular Board Meeting Minutes
Arapahoe-Holbrook Public School
Board of Education – Regular Meeting
September 10th, 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: Chad Carpenter, Rodney Whipple, Dennis Roskop, Brad Schutz, and Lisa Anderson.
The following member(s) were absent: Dan Warner.
Also present was Dr. George Griffith, Superintendent, Bob Braithwait, Principal, and Cassie Hilker, Board Secretary. Visitors were present.
Roskop stated that he thought Whipple was running late, but would be here as soon as he could.
A motion was made by Schutz and seconded by Anderson to excuse the absence of Warner. AYES: Carpenter, Roskop, Schutz, and Anderson. Motion carried 4-0.
Rodney Whipple joined the meeting.
A motion was made by Anderson and seconded by Schutz to approve the agenda as presented. AYES: Roskop, Schutz, Anderson, Carpenter, and Whipple. Motion carried 5-0.
Roskop opened the meeting up to the visitors and asked for public comment – None.
Braithwait stated that one of the new things added to the schedule this year was Warrior Time for grades 7-12. Instead of a study hall they have this 25 minute period all at the same time. This way all teachers are available at that time as well. A lot of the kids seem to really like it. Class meetings can be held at this time as well. One meeting per club per month can be held during Warrior Time. It seems to be working out well so far. The Cross Country Meet is here this Friday. Parent Teacher Conferences are on the 18th from 2:30 to 5:00 and then 5:30 to 7:30. Three weeks into every quarter we start the eligibility check and today was our second one and it went as well as it has in a long time. He is very pleased. He talked to Sara and they will have the annual PK-12 bus evacuation practice on the 18th. Chris Urbom and her staff were out to do backpack checks on students. They showed students how to wear their backpacks and made sure they weren’t too heavy. He thanked them for volunteering to come up and do that. He stated that he, Griffith and other members of the Crisis Team will be going to a meeting on the 20th in Holdrege. He stated that he and Griffith are both Presidents of the Conference for their respective peers. He is President for the Principals and ADs and Griffith is President for the Superintendents. There are quarterly meetings that they will need to attend and run. Braithwait’s first meeting is Wednesday and Griffith’s is October 2nd. Griffith stated that he has two in October. Braithwait stated that is where they get together and talk about conference activities and things that can be done to make the conference better. At the next meeting the Homecoming activities will be over. The dance is Friday right after the football game and will be held in the Commons Area. He shared the total number of students by grade and gender. He thought the total number was 360 for PK-12. He stated that he will start evaluating teachers tomorrow and hopes to be done by the middle of November. After that he will start evaluating the Para’s. Schutz asked how many teachers on staff will be tenured after this year. Braithwait stated that he thought he had six teachers he will have to do double evaluations on and the rest are tenured.
Griffith stated that the Technology Training was held on August 30th and 31st and it went really well. The staff enjoyed it. He thanked the board for the recommendation. Griffith thought Braithwait enjoyed learning a few new things as well. Some of the teachers that were struggling with technology in the classroom are now up to date and getting things done. Myself, Braithwait and about six other staff members attended a training in Minden. The training was on Standards Based Grading. They got some good strategies on how to move forward with a pilot program. It starts with a learning progression model which is basically showing an overall goal for a unit and how everything ties to it. This will help students see that they are learning one thing to help them do the next thing and the next thing. He thinks having this written format will help students tie things together. It is a 3 to 4 year process to get in place. Schutz asked who put the training on. Griffith stated that the ESU provided it. A national person was brought in from Texas. Minden wanted this training and got 4 other schools to go in on it and split the costs. This is something a number of schools are looking to move towards. It seems to be beneficial and allows students to work at their own pace. The year is going now and pretty well. Organizing the lunches was probably the biggest headache. Mr. Braithwait and staff stepped up and got things going. We have a new site manager, Paul. He is doing really well, better than our previous one. The only thing about changing this position is that everything we showed the previous one we have to show again to the new one. If there is an issue he gets on it right away and if there is a problem with something Griffith is notified right away. He stated that the asphalt roofs will start being replaced this Thursday. This is from the hail damage. Towards the end of the month they will be spraying the other roof. The final roof top unit will be installed this week in the tin gym area. Once that is done they can go up and spray it and there should be no need for anyone to be up there after that.
Board Member Reports – None.
Board Committee Reports – The minutes from the two Finance meetings were included in the packet. They had another Finance meeting earlier today. They went over the budget that was published. They had a couple of OAC meetings and a lot of that information will be explained later in the meeting when reviewing the change orders. Schutz stated that they are waiting on bids for lights and ceiling work in some of the classrooms that weren’t going to be touched. Griffith agreed. Roskop stated that during the bond process the classrooms from where Braithwait’s office was to the Preschool hallway were not going to be touched except for fire sprinklers. As they are going through things there are some code things that have to be done, such as, dampers that have to shut in the case of a fire. Adjustments have to be made due to where the current heating and air units are located to accomplish this. They are getting estimates to change the height level of the hallway ceiling to accomplish this or other alternatives to make this work. The painting of the additional rooms is included as well. The hallway flooring from Braithwait’s office to the vocal room was pulled out for asbestos abatement. To the best of our knowledge all of the asbestos has been removed. Now we have to replace the flooring. Griffith stated that there has been some discussion back and forth that if they go with new lighting and drop the ceilings it will be an additional cost. Hanging the lights as previously planned or dropping them below may be a wash between the two options. He is waiting to hear back. Roskop stated that is primarily for those six classrooms beyond Braithwait’s office that nothing was planned for in the bond. They walked through the renovation area during an OAC meeting and they are making progress.
A motion was made by Carpenter and seconded by Whipple to approve the Consent Agenda as presented. AYES: Schutz, Anderson, Carpenter, Whipple, and Roskop. Motion carried 5-0.
A motion was made by Schutz and seconded by Anderson to approve claims including the General Fund, Equipment Depreciation Fund, Lunch Fund, and Building Fund totaling $404,660.03. AYES: Anderson, Carpenter but abstaining from Claim No. 30100 to W&J Repair for $179.48, Whipple but abstaining from Claim No. 30054 to ATC for $349.96 and Claim No. 30049 to ACT for $18,215.40, Roskop, and Schutz but abstaining from Claim No. 30051 to the Arapahoe Public Mirror for $1,953.67. Motion carried 5-0.
Griffith stated that he recommends the budget for 2018-19 as it was published. Whipple asked if there was any discussion during the previous meetings. Roskop stated that there was none. A motion was made by Whipple and seconded by Schutz to approve the 2018-2019 Budget for Furnas County School District #33-0018 as published. AYES: Carpenter, Whipple, Roskop, Schutz, and Anderson. Motion carried 5-0.
Griffith stated that he recommends the tax request for 2018-19 as it was published. A motion was made by Anderson and seconded by Carpenter to approve the 2018-2019 Tax Request Resolution for Furnas County School District #33-0018 as published. AYES: Whipple, Roskop, Schutz, Anderson, and Carpenter. Motion carried 5-0.
Roskop stated that the current pay app is $398,319.54 and puts us at about 83.79% completion of the project. Whipple asked if there were any outstanding issues that would make us want to withhold monies. Griffith stated that they brought in a new site manager and he is doing a very good job and staying on top of things. A window in the third grade room cracked and we are trying to figure out how or why that happened. Whipple asked if they were working through the checklist. Griffith confirmed that they were and they are trying to figure out how to address the concrete issues. The other issues are with the insurance company and he is waiting for more information from Travelers. Whipple asked if the Building and Grounds Committee had any issues or concerns. Schutz stated that they walked through the building the last time they met. Carpenter asked if the big windows quit leaking. Griffith stated that he hasn’t seen them leak. They just have the issues with the roof leaking. A motion was made by Schutz and seconded by Whipple to approve the Hausmann Pay App $014 for $398,319.54. AYES: Roskop, Schutz, Anderson, Carpenter, and Whipple. Motion carried 5-0.
Griffith stated that they have been given two options to address the drainage issues in the area north of the preschool and wrestling room. The design is the same in both options. The only difference between the two is that one has a stainless hand rail and the other has a galvanized hand rail. The option with the stainless hand rail costs $15,631.60. The option with the galvanized hand rail costs $12,772.44. The idea is to remove the sidewalks that are there and replace one with a set of stairs going up to the track. Underneath those stairs will be a sort of bridge about 3 to 4 feet wide. They will do some re-grading of that area so that the water flows in the direction of the bio-retainment area. The purpose of this is to fix the flooding issues we have in that area. The galvanized will probably last as long as the concrete will. Whipple asked if they gave a life expectancy. Roskop stated that the only difference is maintenance issues. There is more maintenance with the galvanized versus the stainless. Griffith stated that it would have to be painted each year. Roskop stated that is a lot of money for a coat of paint. Carpenter stated that he is leaning towards the galvanized option. Griffith stated that his recommendation is to go with the galvanized option for $12,772.44. A motion was made by Schutz and seconded by Carpenter to follow Griffith’s recommendation of approving Change Order #073 with the galvanized option at a cost of $12,772.44. Schutz asked if this cost would come out of the Contingency Fund. Roskop stated that is what they discussed in the OAC meeting and his best assumption is that it will come out of the Contingency Fund. AYES: Schutz, Anderson, Carpenter, Whipple, and Roskop. Motion carried 5-0.
Griffith stated that Change Order #074 addresses replacing the flooring that was removed due to the asbestos abatement. Carpenter asked if the other rooms were getting tile flooring. Griffith stated that the biology, social studies, chemistry and FCS rooms will be tiled along with the restrooms and hallways. The other rooms that aren’t getting much work done to them will have the same carpet. Anderson asked if the tile would match the new building. Griffith stated that his assumption is that it is the same. They refer to the designer. Roskop stated that his assumption is that it would be the same as what they are putting in the remodeled part of the hallway. Anderson asked if they were sure it is the same as what is in the new building. Griffith stated that he assumes it is. He has asked for consistency. Whipple asked if change orders follow the same procedures as bids. Griffith stated that since they are already working with the contractor that won the bid, they go to them first with any changes. If they don’t like the price they would then have to find someone else. Griffith recommends approving Change Order #074. Roskop stated that they are also being observed by the construction manager and the architect and we have final say. A motion was made by Whipple and seconded by Carpenter to approve Change Order #074 Area C Abatement Flooring for $20,399.39. AYES: Anderson, Carpenter, Whipple, Roskop, and Schutz. Motion carried 5-0.
Griffith stated that Change Order #076 for $474.80 is for an emergency light in the kindergarten room. Our insurance carrier recommended a backup battery operated light for this room in the event the power goes out during a tornado or something like that. Change Order #077 for $1,144.71 is for window shades in the conference room. There are private meetings that will be held in this room. He recommends not approving Change Order #075. This was to install a plug in the Superintendent’s office for the two security camera TVs and $1,408.73 is too much. He can buy a surge protector much cheaper. He recommends approving Change Order #076 and #077 and not #075. A motion was made by Schutz and seconded by Whipple to follow Griffith’s recommendation of approving Change Order #076 for $474.80 and Change Order #077 for $1,144.71 and not approving Change Order #075 for $1,408.73. AYES: Carpenter, Whipple, Roskop, Schutz, and Anderson. Motion carried 5-0.
Griffith stated that he put on the agenda that it would be painting eight rooms per Change Order #080, but after some discussion in the Finance meeting they thought it would only be for six rooms. He did not have time to verify the number of rooms. He recommends making the motion by approving the price per room only for the rooms that were not going to be painted in the initial bid. We know that there are six rooms. We are questioning if the other two rooms were already scheduled to be painted. Roskop stated that these rooms are primarily the rooms beyond Braithwait’s office. Griffith stated that the rooms in question are D113 and D114. Someone could recommend the painting of all rooms except D113 and D114 and then if the other two are not included Griffith can approve them on his own. Schutz asked if they should just leave it up to Griffith’s discretion. Roskop stated that they could approve the cost per room and then leave it up to Griffith’s discretion on what rooms get painted and don’t, no more than eight. All agreed. A motion was made by Carpenter and seconded by Whipple to approve Change Order #080 for $1,043.50 per room for no more than eight rooms and Griffith’s discretion will be used in determining which rooms fall under this change order and which rooms were under the initial bond. AYES: Whipple, Roskop, Schutz, Anderson, and Carpenter. Motion carried 5-0.
Griffith stated that once the cabinetry was taken out of the rooms listed they found out there was nothing behind them. To cover the area between the upper cabinets and lower cabinets, they are planning to install a ¾ inch MDF with laminate that matches the countertops. This is considerably cheaper than dry wall and paint and is Griffith’s recommendation. Schutz asked if the cost was total or per room. Griffith stated that it is total. With this change they are eliminating 64 feet of 3 inch laminate because it will go from the cabinet to this 2 foot piece of laminate instead of a 3 inch piece. There is some cost exchange. A motion was made by Whipple and seconded by Carpenter to approve Change Order #081 for $2,099.39 as presented. AYES: Roskop, Schutz, Anderson, Carpenter, and Whipple. Motion carried 5-0.
Griffith stated that when the new science rooms were designed Mr. Paulsen stated that he did not want lab tables in his classroom. They then decided to move the lab tables that were in Mr. Paulsen’s room to the Chemistry room. The tables that were going to be put in the Biology room are the same as the ones in the library. There is a design to have an electrical box mounted on top of the tables for the Biology room. He recommends having a chemical proof top on the tables since all lab work will be done on these tables. These tables are five foot by forty-two inches and thirty inches high and they can be mounted to the floor. This way when the electrical box is mounted on top of the table it will stay in place. The plan that they have will not work with the tables we have. This is a pretty good price for these tables. They are actually on sale and are about 40% off. Science tables run from $700 up to $12,000. Whipple asked where this money would come from for this purchase. Griffith stated that since it is replacing tables it can be paid from equipment depreciation. Whipple asked about the claim in tonight’s meeting to Worthington Direct for around $17,000. Griffith stated that was for the purchase of the tables for grades 2-4. Anderson asked if they liked the new tables. Griffith stated that everyone is very happy with the tables. A motion was made by Schutz and seconded by Whipple to approve the purchase of science tables for the Biology room for $7,081.00. AYES: Schutz, Anderson, Carpenter, Whipple, and Roskop. Motion carried 5-0.
Griffith stated that the State Conference registration deadline is September 12th. He asked that anyone interested in going let him or Cassie know as soon as possible. Griffith stated that he is going and Carpenter. Anderson stated that she would like to go this year. Whipple would also like to go. Roskop will go, but he will confirm with Hilker tomorrow. Schutz will not be going.
Griffith stated that Braithwait asked that we have a discussion about the future of senior trips. Braithwait stated that he has some concerns about the senior trip. In the past, we weren’t as mobile as we are now and we were taking trips to the Ozarks. There was some social value to that. Now the senior trip is basically to the zoo and then to go play paintball somewhere. There is no educational value to that. Especially, when we are raising that money from business owners and tax payers. He would like to look at making the trips more educational. He would like to know when to put it in place or even if it is something they want to do or if they want to leave it up to him. We are taking teachers out of classrooms to go on this day trip. The class used to pay for all of the costs associated with the trip. It doesn’t happen that way anymore because things are too expensive. It has become an unnecessary trip. He would like to make it a necessary trip. He would like to explore the option of when our seniors are juniors taking them in the spring or fall to tour Hastings College, Hastings Community College and UNK as an example. Later that year they could go to North Platte Community College and McCook Community College. This way we could get them something that could help them with their future and is more educational. He would like the board to consider this. The current trip is not educational and he thinks we could better use that time and that money. Griffith stated that would also tie into the Career and Technical Education focus. Hilker asked if those trips would still be paid for with fundraised money or out of the general fund. Braithwait stated that it would depend on the cost. Griffith stated that it could be a combination. Whipple stated that it was a good recommendation. Braithwait asked the board to think about when they would like to implement this if it is something they want to move forward with. It could be next year’s eighth grade or next year. Whipple stated that he has heard comments from students about the day trip. They have to leave really early and get back late and some have other activities and can’t go.
Griffith that this is the second reading of Policy 3131, Procurement. The only change is the amount and it is a legal requirement. The amount is going to less than $250,000 from $150,000 and greater than $250,000. Roskop stated that this policy will be an action item at the next board meeting. Whipple stated that he appreciates the multiple readings of policies.
Public Comment – None.
OAC Meeting, Thursday, September 13th, 2018 at Noon in the Hausmann Trailer.
Finance Committee Meeting, Monday, October 8th, 2018 at 6:00 pm in the Conference Room.
Regular Board Meeting, Monday, October 8th, 2018 at 7:00 pm in the Conference Room.
A motion was made by Whipple and seconded by Carpenter to adjourn the meeting at 7:51 pm.
Cassie Hilker, Board Secretary