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HomeMy WebLinkAbout09-27-2023 Minutes Work Meeting Executive SessionDr. Scott Woolstenhulme, Superintendent 3497 North Ammon Road, Idaho Falls, Idaho, 83401  (208) 525-4400  Fax (208) 557-6800  www.d93schools.org Board of Trustees  Paul Jenkins  Carissa Coats  Randy Smith  Mindy Clayton  Richard Hess Bonneville Joint School District No. 93 is an Equal Opportunity Employer Work Meeting/Executive Session September 27, 2023 11:30 AM PLC Building 3442 E Iona Rd Idaho Falls, ID 83401 I. Chairman Jenkins called the meeting to order at 11:30 a.m. II. Roll Call Carissa Coats present Randy Smith present Mindy Clayton excused Richard Hess present Paul Jenkins present III. Opening Board Business A. Approve/Amend Agenda (Action Item) Motion: Randy Smith moved to approve the agenda. Carissa Coats seconded. Motion carried. B. Welcome Visitors and Delegations Chairman Jenkins welcomed all in attendance and those individuals on Zoom to the meeting. IV. Board Training A. Literacy Goals Chairman Jenkins invited Superintendent Woolstenhulme to present the district’s literacy goals to the Board. Dr. Woolstenhulme explained the importance of the PLC Conference that took place in August. It helps teacher and administration to have more clarification and ownership of what they are doing in their classrooms and PLC’s. He explained that teachers and administration are setting goals for the year. In September, students are given the ISIP or formally the IRI (Idaho Reading Indicator) assessment. Teachers set their goals based on those results. The test is given again in the spring to see the growth. He also explained the Lexile Framework for Reading which uses the same development scale to measure both students’ reading ability and the complexity of texts. This methodology drovides a way to accurately identify students’ leval of reading development based on the complexity of text that they are able to read with comprehension and fluency. The framework is broken down into four quartiles. Q1, Q2, Q3, and Q4. By using this framework Dr. Woolstenhulme introduce to the Board the District’s SMART Goals for the 2023-2024 school year for K-3. They are as follows: • Tier 3 – 85% of students with below basic reading development will learn to read at least 50% of grade level academic texts this year or meet the target for their 3-year growth goal on the May reading assessment. • Tier 2 – 85% of students with basic reading development will learn to read 50-75% of grade level academic texts by May. • Tier 1 – 95% of students with proficient reading development will learn to read 75-100% of grade level academic texts by May. • Extended – 95% of students with advanced literacy will learn to read texts at the CCSS end of year benchmart by May. Chairman Jenkins thanked Dr. Woolstenhulme for his presentation. 2 V. Discussion Items A. Business and Operations Reports 1. Review Bond Schedule and Plan Chairman Jenkins invited Eric Herringer from Piper Sandler and Nick Miller from Hawley Troxel to present to the Board. Mr. Herringer discussed the financial aspects of a $34.5 million bond authorization, emphasizing the timing of bond sales and its impact on interest rates and financing. The goal is to maximize project funds while monitoring the estimated tax impact of $35 per $100,000. Selling bonds sooner could yield interest earnings, but waiting might reduce accrued interest costs. Factors like increasing enrollment and market values have contributed to higher bond levy equalization dollars. The schedule outlines steps to prepare for a fall bond sale, including applying for a state credit enhancement program and updating the bond rating with Moody's. Posting the preliminary official statement allows potential investors to evaluate the bond offering. The bond issue is set to close on November 30, providing investment opportunities for the funds. Mr. Miller explained that the schedule allows for a range of possibilities regarding interest earnings relative to tax exemption. Based on spending projections, the district could potentially earn over $1.1 million in interest earnings if they maintain a 4.8% to 5% interest rate in the current market. Conversely, in a worst-case scenario with lower interest rates, they could still earn just under $900,000 at a 3.78% interest rate. This represents a significant potential for additional funds to offset project costs or changes during the project. Waiting to sell bonds in the spring would lead to a loss of interest earnings, and any interest cost savings would be vulnerable to rate increases. Additionally, if rates start to decrease, it's expected that short-term rates will drop faster than long-term rates, potentially resulting in more significant losses on short-term investments if the district delays.He continued by explaining that there are two important inflection points to consider. First, around the week of the 16th, there is a commitment point with rating agencies that incurs fees. Even if the district delays the bond sale until March or April, these fees will still need to be paid. Second, on the day of the sale, the board will assess market conditions. If the market doesn't appear favorable, they may consider postponing the sale for a better opportunity. The Board agreed with the Bond schedule as presented. Chairman Jenkins thanked Mr. Herringer and Miller and company for their report. 2. Headwaters Proposed Fee Schedule for Initial Consideration Chairman Jenkins invited John Pymm, Director of Maintenance and Facilities to present to the Board. Mr. Pymm discussed the proposal from Headwaters and the fee structure for the project. The fee is divided into five categories: pre-construction, general conditions, weather allowance, and contingency. The goal was to keep the total fee below 11%, and it came in at 10.89%. There was some negotiation on the fee, with the initial proposal being 3.25%. This fee is competitive and based on comparisons with similar projects. The fee is calculated based on the construction budget, which is currently estimated at $25.4 million, and it also includes design costs, architect and engineer fees, and off-site expenses like potential county road improvements. This fee proposal is for initial consideration and will be on the October regular Board meeting for approval. B. Learning and Instruction Reports 1. Technology Report Chairman Dance invited Gordon Howare, Director of Technology and Safe Schools to present to the Board. Mr. Howard discussed the various software applications used in the district, with a focus on their purpose and budget allocation. Some of the software discussed were Lexia, iStation, Powerschool, and Classlink to name a few. He also touched on the effeciency brought by digital tools, particularly in sharing information with teachers and streamlining administrative processes. Additionally, Laserfiche is highlighted as a significant tool for management and form digitization, enhancing consistency and documentation across various processes. The discussion also emphasized on making informed decisions while considering budget contraints to prioritize software purchases based on standards and student-centered objectives. The number one objective for the district is security. Technology plays a crucial role throughout the district, affecting various aspects of operations. Unfortunately, budget plays into what the district can and can’t do when it comes to security. Overall, the main concern is the importance of network security in maintaining uninterrupted operations across the district due to its heavy reliance on technology. Lack of funds and budget is a great hindrance. A Board member asked for Mr. Howard to draw up a proposal for possible grants that could be available to help the technology department and the district. Chairman Jenkins thanked Mr. Howard for his report. 3 C. Planning and Personnel Reports 1. Tiebreaker Right of Way Requests from the City of Ammon (Action Item) Chairman Jenkins invited John Pymm, Director of Facilities and Maintenance to present to the Board. Mr. Pymm inroduced Micah Austin from the City of Ammon to the Board and turned the time over to him. Mr. Austin from the City of Ammon explains a road widening project on 1st Street to the board members. The project is funded by a federal grant earmarked specifically for this project due to its unique funding needs. The city aims to widen 1st Street, including creating five lanes and 6 to 10-foot sidewalks for improved accessibility. To accomplish this, the city needs to acquire a 5-foot right-of-way and an additional 15-foot public utility easement, necessitating the cooperation of the district. Appraisals will be conducted for the property transfer, with the city covering associated costs. Micah Austin also discussed potential impacts on district assets such as a pump station, pine trees, and the tie-breaker intersection. The district's support is sought for the project, which is expected to coincide with the construction of John Adams Parkway. The discussion concluded with plans for the district administration to work with the City of Ammon to conduct appraisals and proceed with the property transfer as an action item at an upcoming board meeting. The city is willing to cover appraisal and title work costs. Chairman Jenkins asked for a motion. Motion: Randy Smith moved that the Board direct the District Administration to work with the City of Ammon to have the proposed parcels appraised and to add the proposed transfer as an action item at the soonest available Board meeting following the completion of the appraisal and notice of the hearing if necessary. Richard Hess seconded. Motion carried. 2. Employee Exit Survey Chairman Jenkins invited Heath Jackson, Executive Director of Planning and Personnel to present to the Board. In this discussion, Mr. Jackson reviewed several topics related to teacher turnover and retention are addressed. The district is making efforts to gather more information on why teachers are leaving and what can be done to retain them. One significant change mentioned is the restructuring of the Human Resource department, which centralized hiring processes but led to a loss of valuable information about why teachers were leaving. To address this, the district is working on creating forms to improve the resignation process, ensuring all relevant information is collected and stored. Additionally, the district is exploring the use of surveys through Qualtrics to gather feedback from departing employees about their experiences and reasons for leaving. This data will help identify areas of improvement. Teacher turnover in the district was also discussed, with a focus on teachers who have been with the district for 5 to 10 years. The concern is that this group is leaving the profession entirely, sometimes for jobs with significantly higher salaries in other fields. The district is also addressing misconceptions about benefits, particularly for employees with families. Other factors contributing to turnover include challenging student behavior, parental behavior, and the impact of the pandemic on teachers' well-being. The district is considering strategies to support and retain teachers, such as addressing salary concerns, benefits, and the possibility of a four-day workweek. There is also a mention of protecting teachers from harassment and negative behaviors, with the need for district support and potential collaboration with the teachers' union to address these issues. In summary, the district is actively seeking ways to understand and address teacher turnover, with a focus on improving the resignation process, gathering feedback from departing employees, and exploring strategies to retain teachers in the face of various challenges. D. Superintendent Reports 1. Proposed Policy 1320 Policy Adoption for Initial Consideration 2. Proposed Policy 1325 Policy Development for Initial Consideration 3. Proposed Policy 1330 Policy Review and Evaluation for Initial Consideration These policies (1320, 1325, 1330) needed to be updated to include necessary definitions of terms to align with state law. These documents will be ready for final adoption at the October Regular Meeting. 4. Proposed Policy 3375 Student Interviews for Initial Consideration 5. Proposed Policy 3377 Investigations and Arrests by Police for Initial Consideration These policies (3375, 3377) were not ready for the Board. Superintendent Woolstenhulme wanted to review 4 them with the principals before adjusting them. 6. Proposed Policy 3518 Treatment of Opioid Overdoses for Initial Consideration Policy 3518 is a new policy. Superintendent explained the need for this policy. It will brought to the Board for 30- day review approval in the October Regular Board meeting. 7. Proposed 2740 Self-Directed Learner Policy for Initial Consideration Policy 2740 is a new policy that is being brought to the Board for initial consideration. This policy will be presented to the Board for 30-day review approval in the October Regular Board meeting. 8. Policy 3006 Proof of Residency for Initial Consideration 9. Form 3006F Third-Party Affidavit Form for Initial Consideration Policy 3006 and 3006F are being updated and will be brought back to the Board for 30-day Review approval in the October Regular Board meeting. 10. Proposed Policy 4313 Distributing Treats and Gifts at School for Initial Consideration for Deletion 11. Proposed Policy 3500 and Distributing Treats and Gifts at School for Initial Consideration Policies 4313 and 3500 are being updated to be aligned with the Managing Anaphylaxis Policy that was recently approved. This policy and form will be brought to the Board at the October Regular meeting for 30-day review approval. 12. Proposed Policy 5260 Reporting Abuse, Abandonment or Neglect to Move to 5210 for Initial Consideration Policy 5260 is in the wrong place. This policy for initial consideration needs to be moved to 5210. This too will be brought back to the Board in October Regular Board meeting for 30-day review approval. 13. Proposed Deletion of Policy 4400 Relations with Law Enforcement and Child Protection Agencies for Initial Consideration Policy 4400 needs to be deleted.This will be brought back to the Board in the October Regular Board meeting for 30-day review approval. VI. Closing Board Business A. Policy 1510 Board Agenda Items Chairman Jenkins asked the Board members if they would like to keep the prayer on the agenda for Regular Board meetings. It was decided to keep the prayer on the agenda, however, change the item to an Invocation. The hope is to bring more diversity to the meeting. The Board will be responsible for assigning the invocation to members in the community. B. Board Procedures Chairman Jenkins expressed the need for not holding long meetings. Any Board member can contact any administrator, or director if they have any questions regarding any item on the board agenda. It was also discussed to review the Superintendent’s evaluation. The reports that are presented each month reflect what is expected throughout the year prior to the Superintendent’s evaluation. Reports can be included in the weekly board reports if need be. Board meetings should be no more than 90 minutes. All Board members were in agreement with these decisions. C. Call for Agenda Items for Upcoming Meetings ISBA Regional Meeting - 10-03-2023 - 5:30 p.m. - Jefferson School District Board Room Regular Board Meeting - 10-11-2023 - 6:00 p.m. - District Office Board Room Board Work Meeting - 10 - 25-2023 - 11:30 a.m. - PLC Building Regular Board Meeting - 11-08-2023 - 6:00 p.m. - District Office Board Room ISBA Convention - 11-15-2023 to 11-17-2023 - Boise, Idaho Board Work Meeting - 11-29-2023 - 11:30 a.m. - PLC Building Regular Board Meeting - 12-13-2023 - 6:00 p.m. - District Office Board Room 5 D. Executive Session (Action Item) Chairman Jenkins stated that the Board will enter Executive Session pursuant to Idaho Code 74-206(1)(b) to consider the evaluation, dismissal, or disciplining of, or to hear complaints or charges brought against, a public officer, employee, staff member, or individual agent, wherein the respective qualities of individuals are to be evaluated in order to fill a particular vacancy or need. The Executive Session will be closed to the public as permitted by law. Roll Call Vote Carissa Coats yes Randy Smith yes Mindy Clayton excused Richard Hess yes Paul Jenkins yes The Board entered Exective Session at 2:51p.m. 1. Student Recommendations a. Student 24-B (Action Item) Chairman Jenkins invited Levi Owen, Principal at Bonneville High School to present his information on Student 24-B. After his presentation, he recommended suspension only for Student 24-B. Chairman Jenkins asked for a motion. Motion: Carissa Coats moved to approve suspension only for Student 24-B. Randy Smith seconded. Motion carried. 2. Close Executive Session (Action Item) Motion: Randy Smith moved to close Executive Session. Carissa Coats seconded. Motion carried. E. Adjournment (Action Item) Motion: Carissa Coats moved to adjourn the meeting. Richard Hess seconded. Motion carried. Adjourned at 2:53 p.m.