January 6, 2025 6:30 pm - Organizational Meeting

1. CALL TO ORDER
Bohnsack, Schurman, Nierenhausen, Thompson, Kollar, Vettleson

2. PLEDGE OF ALLEGIANCE
The Acting School Board Chair will lead the board and attendees in the Pledge of Allegiance.

3. APPROVAL OF AGENDA
Board action to approve the agenda for the meeting is expected.

4. BOARD ORGANIZATIONAL ITEMS
As the first meeting of the calendar year, there are a number of annual organizational items for consideration.  The organizational agenda includes the items required for calendar year organizational issues.

4.A. NEW MEMBER OATH OF OFFICE
The newly elected ROCORI School Board Members will take the ceremonial oath of office

4.B. ORGANIZATIONAL STRUCTURE ITEMS
The following organizational issues require action at the meeting but may also include discussion among the board members. 

4.B.1. Election of Board Officers
Four official offices for the ROCORI School Board need to be filled.  The offices include Board Chair, Vice-Chair, Treasurer, and Clerk. As the chair is chosen, the chair will assume responsibility for the conduct of the remainder of the elections and meeting. Recommend action to fill the board officer positions.

4.B.2. Committee Assignments
The board has a number of standing committees and representative assignments.  The Board Chair has the authority to assign these positions but it is desired that the assignments be appropriate to the experience, interests, and skills of the members of the board. Discussion of assignments to all of the committees will be open during the meeting. 
Recommend approval of committee assignments as discussed at the meeting and as directed by the Chair.

4.B.3. Board Meeting Format
It is the custom of the board to have discussion about the format of meetings during the organizational session.  Issues regarding items on the agenda, format of the meetings, and/or distribution of agenda information are appropriate topics for discussion at this time.  The question is whether the formats chosen have been effective for the board members or if there are changes that the members of the board would like to see incorporated for the 2025 calendar year. 
Discussion about the board meeting format would be appropriate at this time.

4.B.4. Board Inservice Needs
At the organizational meeting, it has been customary to discuss needs the board members might have for inservice, training, or work session experience.  The Minnesota School Board Association (MSBA) offers a variety of training services the board could access.  The format of inservice opportunities can take various dimensions.  Discussion regarding the needs of the board members would be appropriate.

4.B.5. Board Members Per Diem Rate For 2025
The rates in effect January 4, 2024,  were set to $326 per month for the chair, $298 for Treasurer, $272 for all other members. Board negotiators will receive $1492 annually. Recommendation: Adopt Board Member compensation rates as outlined.

4.B.6. School Board Meeting Schedule
The calendar of School Board meeting dates for the calendar year must be adopted as part of the organizational process.  Action must be taken to implement a calendar for the fiscal year. This calendar is most consistent with District Policies 203 and 205 regarding School Board Meetings.  
Recommendation: Based on consideration of the language of Policies 203 and 205, adoption of the school board meeting calendar with two meetings per month is supported.

4.C. ORGANIZATIONAL CONSENT ITEMS
There are several items of organization that are defined in district policy and simply need confirmation through the consent agenda. Recommend Motion to approve the following annual requirements

4.C.1. Board Spokesperson
Existing board policy 221 indicates that the School Board Chair will be the official spokesperson for public information.  The potential for a change in leadership at this meeting necessitates confirmation of the role of the Chair as spokesperson for the School Board. Recommend confirmation of the Board Chair as the official spokesperson of the board. 

4.C.2. Authorization of Signature Plates
With the reorganization of the School Board, signature plates for checks and official district business must be authorized. 
Recommend authorization of signature plates to reflect the positions elected earlier in the meeting.

4.C.3. Expenditure Authorization
As a practice, the ROCORI School Board has expected the Superintendent and Director of Business Services to conduct district business within the parameters of the budget that has been approved and authorized.  It would be appropriate, however, for the school board to formalize the practice with specific action to authorize the Superintendent and Director of Business Services to make expenditures within the budget parameters.  
Recommend authorizing the Superintendent and Director of Business Services to make expenditures for the ROCORI School District within the budget parameters.

4.C.4. Development of Inventory and Accounting System
The Superintendent or such other school official as designated by the Superintendent or the school board shall be responsible for the development and maintenance of an inventory of the fixed assets of the school district and for the establishment and maintenance of a formal fixed asset accounting system. 
The fixed asset threshold is $10,000 per individual item.  For group purchases for technology, furniture, or other equipment that is purchased per quantity that may otherwise be below the individual item threshold, the total threshold is $25,000. 
The accounting system shall be operated in compliance with the applicable provisions of the Uniform Financial Accounting and Reporting Standards for Minnesota School Districts.  (UFARS)
Recommend approving the inventory and accounting system as presented. 

4.C.5. Clerk Authorization
Authorize the Administrative Assistant to the Superintendent to take the official meeting minutes and to sign documents for the School Board Clerk if the clerk is unattainable and immediate action or signature is required. 
Recommend authorizing the Administrative Assistant to the Superintendent to take meeting minutes and sign documents in the clerk's absence. 

4.C.6. Student Representative To The School Board
For a considerable time and per policy 220, the district has recognized senior high students as representatives to the school board.  The Student Senate would like to continue to place student representatives to the school board.  Previous approach to this relationship has been that the Student Senate could place up to four students as representatives to the board with the expectation that the younger representatives would continue in their "term" throughout their high school experience. 
Recommend authorizing up to four student senate representatives to serve as student board members.

4.C.7. Official Publication
The Cold Spring Record has been the official publication for the school district.  The Record meets the requirements of school districts in regard to public reporting processes. 
Recommend naming the Cold Spring Record as the official publication for district records.

4.C.8. Authority To Make Electronic Transfers
The School Board has traditionally delegated the authority to make electronic transfers to officials within the district office.  In the past, the School Board has authorized the Superintendent, Director of Business Services, and the Executive Assistant to the Superintendent to make electronic transfers for the district.
Recommend authorizing the Superintendent, Director of Business Services, and Executive Assistant to make electronic transfers for calendar year 2025.

4.C.9. Official Depositories For Calendar Year 2025
The Granite Bank of Cold Spring, PMA/MN Trust, and the Minnesota School District Liquid Asset Fund have served as the official depositories for the district and it is recommended to continue with these agencies for calendar year 2025.
Recommend designating Granite Bank, PMA/MN Trust, and Minnesota School District Liquid Asset Fund as official depositories for the ROCORI School District.

4.C.10. Legal Counsel For Calendar Year 2025.
The ROCORI School District has, historically, used a variety of legal firms as legal counsel.  The nature of the particular issue requiring attention has dictated the legal firm consulted for advice and direction.  The school district has used the legal firms of Ratwik, Rozak and Maloney, P.A,  Knutson, Flynn & Deans, and Rupp, Anderson, Squires, & Waldspurger. Because of the relationships with these firms and the particular attorneys within these firms, it is recommended that these firms be named as legal counsel for calendar year 2025.
Recommend designating Ratwik, Rozak and Maloney, P.A.; Knutson, Flynn and Deans; and Rupp, Anderson, Squires, & Waldspurger as legal counsel for the ROCORI School District. It has been established that the district individuals to contact legal counsel will be the Superintendent, Board Chair or a designee.

4.C.11. IRS Standard Mileage Rate for 2025 is 70 cents per mile.
Recommend approving the Standard mileage rates for 2025

5. COMMENTS AND REQUESTS FROM VISITORS
The agenda is open to visitors of the meeting to offer comments to and/or requests of the school board. The comments and requests should follow the adopted district guidelines which are printed and available at the meeting.  As a general rule, items introduced in the opportunity for comments and requests do not receive action from the School Board, but are taken under advisement or consideration for future action.

6. ACTION  ITEMS
Action items receive individual attention because of the nature of the issues, the need to discuss or review the information prior to taking action, or the specific kind of action required for the item.

6.A. CONTRACT WITH BOARD MEMBER
Because the school district conducts business with the Cold Spring Bakery it is necessary to adopt a formal resolution to contract with board members.  The resolution is included in the exhibits.  The resolution reflects the school district's relationship with the Cold Spring Bakery. 
Recommend adoption of the resolution.

7. UPCOMING EVENTS AND ACTIVITES
A calendar of upcoming issues of concern to the school board is included as part of the agenda.

8. ADJOURN