April 13, 2015 at 6:30 PM - Regular Meeting

Description:  On Monday night there is a Plan Commission Meeting in the Town of Westport beginning at 7:00 p.m. that I need to attend with our architect as the plans and details for the New Intermediate School are on the agenda.  I am trying to get us moved to the top of the agenda so that I can be back in a timely way for the school board meeting.  While I am at the meeting in Westport, Steve Summers will assist with the Board Meeting.

Description:  The attachment "15-16 Teachers for BOE" includes the list of teachers we are recommending for contract renewal.  We will be issuing contracts this spring to these individuals for next school year.

Description:  The list of administrators/administrative support includes those individuals who we are recommending for contract extensions. 

Description:  Included in your packet you will find the minutes from the March 9, 2015 regular meeting and March 16, 2015 special meeting for your review and approval.

Description:  A motion will be necessary to approve the agenda as presented (or) with changes as recommended.

Description:  This is the general comment section of the agenda where members of the public may comment on any item contained within the evening's agenda.

Description:  Taylor Listau and Lisa Herzberg are the student reps for this year.

Description:  Congratulations to Mark Hetzel on his election to the School Board.  Mark has begun the district/board orientation process and he and I will will be attending WASB's new board member event on April 22nd.

Description:  Members of the Pathways staff will be present at Monday's meeting to update the Board on work that is occurring in their department.  

Description:  Joe Bellomo will be at the Board Meeting on Monday evening.  His report is attached for your review and he will be available to answer any questions.

Description:  Attached please find the application from a Middleton Cross Plains student who wants to participate in classes we offer through our agriculture program.  We have room in these courses and recommend approval.  Each year we have had students from Middleton apply to participate in our Ag program and they have been a good addition.  Funding for these students comes to us through the Course Options program.  We will bill Middleton for their students to participate in the program at a dollar amount predetermined by DPI and pro-rated off of the DPI open-enrollment cost figures. determination.

Description:  Attached please see the WIAA Proposed Amendments.  Brian Smith will be at Monday's meeting to discuss these proposals with you, get your feedback, and he will share his insight into each of the amendments.  Included in the attachment, I have notated for each proposal, Brian's thoughts on whether he "Supports" or "Does Not Support" the proposed amendments.  

Description:  The following is a summary and update on the e-mail Steve sent to the Board prior to Spring Break:

The School Board has already approved several significant aspects of the 2014 referendum projects. These approvals include selecting Westphal as the electrical subcontractor, NAMI as the HVAC subcontractor, selecting Findorff to provide the self-performed labor for multiple trades, negotiating steel materials with Endres, etc. There are many other subcontractors and material suppliers that will be selected through a competitive bidding process. Our architect, Eppstein Uhen, prepares the specifications, and then Findorff releases the specifications to applicable subcontractors and material suppliers. As the owner, we have access to the complete list of invited bidders and the bid results. Steve attended the Prairie Elementary School bid package #1 meeting and Randy attended the bid package #2. 

After the bid meeting, Findorff completes an evaluation of all bids to ensure compliance with the specifications and scope of the work. The recommended subcontractors and material suppliers will follow the process already reviewed with the Facility Committee and approved by the School Board on December 8th. The lowest responsible bidder will be recommended, with potential exceptions for local material suppliers or subcontractors. 

Attached please find the results of bid package #1 and #2 for your review.
Note for Bid Package Two from Findoff:

We are comfortable with the low number contractors listed, with the exception of doors and hardware where they did not meet specification.  We are continuing to finalize scope and cost efficiencies with each trade prior to awarding work, the number represented may change slightly as we determine our project GMP.  It is also important to note the No Bid from Hellenbrand Glass for this project.  We offered to extend the bid schedule to accommodate and they declined the work based on size, scope, and schedule.

Please understand that we do have some timing issues between the construction schedule and the schedule of School Board meetings. As an example, in order for the Prairie project to be completed by the start of school next fall, work began this week, prior to our April meeting.

Description:  The purpose of this agenda item is to request School Board approval of the resolution authorizing the issuance and sale of $9,995,000 in general obligation refunding bonds. The first phase of the borrowing for the November 4th referendum took place in December of 2014. The first phase involved borrowing $10,000,000 to make sure we captured the 2014 $10,000,000 annual bank qualified status funds. These bank qualified funds are the lowest cost borrowings that we can complete.

The second phase of the borrowing plan involves refinancing this $10,000,000 temporary borrowing into a long-term bond issue. The third phase of the borrowing plan involves issuing the remaining debt as a long-term bond issue at the May School Board meeting. Michele Wiberg from our financial advisor, PMA, will be present to share the results of this borrowing. I have attached the draft resolution and a copy of the bond rating from Moody's. Please contact Steve Summers at ssummers@waunakee.k12.wi.us or 849-2491 if you have any questions. Thanks for your time. 

Description:  Attached please find a document that was developed by the Village Utility Plan Commission after meetings I have been involved with regarding the sewer and utility services for the new school on Woodland Drive. 

The issue that precipitates this proposed agreement is the need for the school to attach to the sewer system  in the Village.  The costs associated with this proposal are not unexpected and we carry dollars in our budget for this purpose.

Here are a few details:

The school needs to send its sewer utility to the North for the school we are building on our West Woodland Site.  The initial review of the utility during the Urban Service process included a smaller sized school that we are placing on this site.  After engineering review, it is determined that some minor modifications need to be upgraded to ensure proper plow capacity.  After review of this region of the district, it was determined that the need to improve the sewer is not the sole responsibility of the school district, but is a shared benefit, driven by the school building.  For the new school, improvements need to be made and our portion of the project is approximately $18,000 or 30% of the project.  The remaining 2/3 of the cost is allocated to the Village and other developers.  Our funds from this allocation are already found in the construction budget for the school.

Also, in the future, sewer service for a proposed  new Middle School would most likely flow to the South.  Right now there is not a sewer line running to the South, but if there is a Southbound line at the time of our next school being built, we will be assessed, per prior decisions by the Commission, that developers contribute to costs of increased pipe sizing - our assessment is minimal at about $2,000.  This is only assessed if a South line is in place at the time of a new Middle School.

Finally, if there is not a line to the South at the time we build a new Middle School, then there may be a need for us to work with the Utilities and the Village to do further enhancements to the system to the North.  I have a meeting with Tim Herlitzka on Friday to discuss this issue in more detail per questions that I have for how this is outlined in the agreement.  This discussion is still in progress.

I have attached the draft agreement for utility service for your review.  I will provide an update on Monday night particularly with updates from my meeting with Tim H.  We need to have the sewer in place for the new school construction and I will be asking for action to ensure sewer service is in place.  If you want more time or I feel we need to sort out issues related to this item, I think we could hold off on a vote until our reorganization meeting at the end of the month.  My hope is to clarify a few items before Monday and have a recommendation to you on Monday night.

Description:  Attached please find a request for early graduation and an associated letter of support from Mr. Kersten.  I support this student's request and recommend approval.

Description:  Attached you will find the 2014-15 Budget Status report as of March 31st, 2015, the Cash Reconciliation report for February 2015, and the 2014
referendum budget report as of March 31st, 2015. Please contact Steve Summers at ssummers@waunakee.k12.wi.us or 849-2491 if you have any questions. Thanks.

Description:  The attached list of textbook purchases has been reviewed by the curriculum committee and is being forwarded to the full board for consideration.  The committee supported this recommendation on a 3-0 vote.

Description:  The Goals Committee is working on plans for a May 4th Linkage Meeting to facilitate communication with the community, solicit input on key areas, and gain insight for revisions to our school district vision.  Attached please find a draft agenda for the meeting and a draft invitation letter with supporting materials that we will send out by the end of next week to representative people in the community.

Please share with Randy and Mari your list of 10 people who you would like us to invite to this event.  We want to mail our letters of invitation to these people by Friday, April 17th.

Also, the Goals Committee needs to meet this month to finalize the planning for this event.  The Committee and I will share more specific details on the structure for this program at Monday's meeting.

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Description:   Attached in the "extras" section of Boardbook, please find a list of the accounts payable payments issued during the month of March 2015. Please contact Steve Summers at ssummers@waunakee.k12.wi.us or 849-2491 if you have any questions. Thanks.

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