Public Meeting Agenda: January 5, 2023 at 6:30 PM - Organizational

I. Call to Order

Speaker(s): Ms. Alison Sherman, School Board Chair

II. Roll Call

Speaker(s): Ms. Alison Sherman, School Board Chair

III. Pledge of Allegiance

Speaker(s): Ms. Alison Sherman, School Board Chair

Description: The Pledge of Allegiance will be recited prior to the approval of the meeting
agenda.
I pledge allegiance to the flag
of the United States of America
and to the Republic for which it stands,
one nation under God, indivisible,
with liberty and justice for all.

IV. Oath of Office

Speaker(s): Ms. Alison Sherman, School Board Chair

Description:

The newly elected board members will take the oath of office.

Attachments: (1)

Oath Of Office 2023.docx

V. Approval of Agenda

Speaker(s): Ms. Alison Sherman, School Board Chair

VI. Board Organization

Speaker(s): Ms. Alison Sherman, School Board Chair

Description:

A. Election of Chair
B. Election of Vice Chair
C. Election of Clerk
E. Election of Treasurer
F. School Board Committee Assignments and Working Groups 2023

Attachments: (1)

Procedures for Election 2023

VI.A. Election of Chair

Speaker(s): Ms. Alison Sherman, Interim School Board Chair

VI.B. Election of Vice Chair

Speaker(s): School Board Chair

VI.C. Election of Clerk

Speaker(s): School Board Chair

VI.D. Election of Treasurer

Speaker(s): School Board Chair

VI.E. School Board Committee Assignments and Working Groups 2023

Speaker(s): School Board Chair

Description: The School Board will determine committee assignments and working groups for 2023.

VII. Consent Agenda

Speaker(s): School Board Chair

Description: The consent agenda is a meeting practice which packages routine reports, Board meeting minutes, and other non-controversial items not requiring discussion or independent action as one agenda item. The Board will approve this ‘package of items together in one motion.

A. Payment of Invoices
B. Designate District Depositories of Major Accounts
C. Resolution Authorizing Use of Facsimile Signature
D. Resolution Authorizing Administration to Develop Specifications and Solicit Bids
E. Resolution Authorizing Executive Director of Finance/Supervisor of Financial Services to Make Electronic Fund Transfers
F. Designate Official Publication
G. Accept Board Member Resignation
H. Resolution Authorizing Administration to lease, purchase, and contract for goods and services.
I. Resolution for Application for a 2023 Grant from the Huelsmann Foundation
J. Revision of Responsiblities of School Board Officers to Accompany Policy 202 - School Board Officers
K. Designate Deputy Board Treasurer and Deputy Clerk
L. Designation of an Identified Official with Authority for Education Identity Access Management.

VII.A. Payment of Invoices

Speaker(s): Ms. Marie Schrul, Executive Director of Finance

Description: A copy of the register has been distributed to board members.

VII.B. Designate Depositories of Major Accounts

Speaker(s): Ms. Marie Schrul, Executive Director of Finance

Description: Administration has reviewed the checking and depositing needs of Independent School District #834. Prior to naming the official depositories, any Board member who has stock or any other financial interest in a bank located within the boundaries of the school district, other than a regular account, must make this fact a matter of public record.

Administration recommends that the Board designate the following institutions as depositories of District funds:

First State Bank and Trust U.S. Bank
Lake Elmo Bank U.S. Bancorp Piper Jaffray
MN Trust (PMA Financial)

Administration recommends continuing designation of the Major Account Banks as follows:

Lake Elmo Bank - Operating, Debt and Building Funds
First State Bank and Trust - Payroll Account

VII.C. Resolution Authorizing Use of Facsimile Signature

Speaker(s): Ms. Marie Schrul, Executive Director of Finance

Description: As a practical matter, the District must authorize the use of facsimile signatures for purposes of conducting financial affairs. Minnesota Statutes § 47.41 authorizes such facsimile signatures. If the District maintains insurance to protect its depositors against the misuse of facsimile signatures, under Minnesota Statutes § 47.42 the authorized signers are protected against personal liability for losses arising from the misuse of their facsimile signatures (unless the loss is caused by that authorized signer’s own wrongful act). Staff recommends the Board adopt the following resolution:

The Board Chair, the Board Clerk, and the Executive Director of Finance are hereby authorized to sign checks, drafts, warrants, warrant-checks, vouchers or other orders on public funds on deposit in a depository bank ("Instruments").
The School District’s depository banks are hereby authorized to honor any Instrument bearing the facsimile signature of the Board Chair, the Board Clerk, or the Executive Director of Finance, and to charge the Instrument to the account on which it is drawn as fully as though the Instrument bore the manually written signature of such officers.
The School Board hereby authorizes and directs Administration to procure and maintain insurance in the amount of $50,000, from an insurer authorized to do business in the State of Minnesota, to insure the depositors against the loss of any public funds withdrawn upon unauthorized use of facsimile signatures.

VII.D. Resolution Authorizing Administration to Develop Specifications and Solicit Bids

Speaker(s): Ms. Marie Schrul, Executive Director of Finance

Description: Minnesota Statute 123B.52 provides that the Board may not enter into certain types of contracts with an estimated cost or value over $175,000 without first advertising for bids or proposals. For items within the Board’s approved budget that require advertising for bids, the following resolution authorizes Administration to develop specifications and solicit bids for the Board’s consideration:

The Board hereby authorizes Administration to develop specifications and solicit bids on budgeted items which, by statute, must be advertised for bid. This authorization is limited to items the Board has approved in the budget process.
The Board retains the discretion to elect to review any specifications before soliciting bids.
The Board retains the sole authority to review all bids and accept or reject any or all bids based on that review.

VII.E. Resolution Authorizing Executive Director of Finance / Supervisor of Financial Services to Make Electronic Fund Transfers

Speaker(s): Ms. Marie Schrul, Executive Director of Finance

Description: MS 471.38 defines the authorized electronic fund transfers and procedures. That statute requires the School District to follow certain policy controls, which include, among other things, that all transfers be reported to the Board at its next regular meeting. The School District follows all required controls and a report of all transfers is a part of the Consent Agenda that is approved by the Board. In addition, the statute requires the School Board annually designate the staff that may authorize these electronic transfers. The following resolution makes that designation.

"The Board hereby delegates to the Executive Director of Finance and to the Supervisor of Financial Services the authority to make electronic fund transfers. These designated district staff shall continue to be shown on the appropriate major bank account signature cards as required by bank policy."

VII.F. Designate Official Publication

Speaker(s): Ms. Marie Schrul, Executive Director of Finance

Description: Administration requested proposals from the St. Paul Pioneer Press (Twin Cities Pioneer Press) and Stillwater Gazette. Criteria for evaluation of proposals included cost per column inch to publish District 834’s legal notices and proceedings, the schedule for newspaper publications including deadlines for submission of notices and pertinent newspaper service/circulation data.

The Stillwater Gazette is published once a week, on Fridays, for submission of legal notices, with circulation to approximately 1,580 households in the St. Croix Valley area zip codes. The St. Paul Pioneer Press is published daily for submissions of legal notices, with circulation primarily serving Anoka, Dakota, Ramsey, Washington counties and Western Wisconsin. The following table shows the proposed rates for 2023 as well as historical costs.

January 1, 2023 - December 31, 2023 Proposed Rate		1^st Publishing Price per Inch	2^nd Publishing Price per Inch
Stillwater Gazette		$5.00	$4.25
St. Paul Pioneer Press		$6.86 ($0.49 per line)	N/A
Historical Costs/ Official Newspaper	Actual	1^st Publishing Price per Inch	2^nd Publishing Price per Inch
Gazette	2022	$4.75	$4.00
St. Paul Pioneer Press	2022	$6.58 ($0.47 per line)	N/A
Gazette	2021	$4.75	$4.00
Gazette	2020	$4.75	$4.00
Gazette	2019	$3.40	$3.40

After evaluating all criteria, Administration recommends that the Board of Education designate the Stillwater Gazette as the newspaper for official publications from January 1, 2023 to December 31, 2023 based on circulation.

VII.G. Accept Board Member Resignation

Speaker(s): School Board Chair

Description: A copy of the resignation is included for your review.

Attachments: (1)

Board Member resignation - Eva Lee

VII.H. Resolution Authorizing Administration to Lease, Purchase, and Contract for Goods and Services

Speaker(s): Ms. Marie Schrul, Executive Director of Finance

Description: Minnesota Statute 123B.52, subdivision 2, states that the Board may authorize its Superintendent or Business Manager to lease, purchase, and contract for goods and services within the budget as approved by the Board. In our Administration, the title of Business Manager is the Executive Director of Finance. The current statutory limit on the delegated contracting authority is $175,000. (see Minn. Stat. 123B.52, Subd.2; and Minn Stat. 471.345, Subd.3).
The Board hereby adopts the resolution authorizing the following:

The Superintendent or the Executive Director of Finance is authorized to lease, purchase, and contract for goods and services up to $175,000 per transaction within the budget as approved by the Board. Any financial transaction in an amount of $175,000 or greater must be approved by the Board prior to contract execution.
Any proposed lease, purchase, or contract for goods and services for an item outside the Board’s approved budget must be submitted to the Board prior to contract execution.
Notwithstanding the delegation of authority in Paragraph 1, the Board retains the discretion and authority to review, approve, or reject and proposed lease, purchase, or contract for goods and services before it is executed.

VII.I. Resolution for Application for a 2023 Grant from the Huelsmann Foundation

Speaker(s): Dr. Caleb Drexler Booth, Director of Teaching and Learning

Description: Resolution: The Board of Education for the Stillwater Area Public School District #834 authorizes Dr. Mike Funk, Superintendent of Schools, to apply for a $20,000 grant from the Huelsmann Foundation to support the district's early literacy program and staff training in Language Essentials for Teachers of Reading and Spelling (LETRS).

Attachments: (2)

VII.J. Revision of Responsibilities of School Board Officers to Accompany Policy 202 – School Board Officers

Speaker(s): Ms. Marie Schrul, Executive Director of Finance

Description: Located under the Treasurer Duties, revise the title Director of Finance to Executive Director of Finance.
A copy of Policy 202 and the revised responsibilities is included for your review.

Attachments: (2)

VII.K. Designate Deputy Board Treasurer and Deputy Clerk

Speaker(s): School Board Chair

Description: Designate Marie Schrul, Executive Director of Finance, to serve as Deputy Board Treasurer, and designate Joan Hurley, Executive Assistant to the Superintendent and the School Board, to serve as Deputy Board Clerk pursuant to Minnesota Statues 123B.14.

VII.L. Designation of an Identified Official with Authority for Education Identity Access Management.

Speaker(s): School Board Chair

Description: EDIAM Board Resolution is included for your review.

Attachments: (1)

1.5.23 EDIAM Board Resolution

VIII. Action Item

VIII.A. Establish 2023 Board Member Salary

Speaker(s): School Board Chair

Description: Currently, each elected school board member receives an annual salary of $4,750. The elected board chair receives an additional $500 for a total annual salary of $5,250. For informational purposes, a board member salary comparison schedule from neighboring school districts is attached.

Attachments: (2)

VIII.B. School Board Meeting Schedule

Speaker(s): Dr. MIke Funk, Superintendent

Description: Board members will review and request approval of the 2023 board meeting schedule.

Attachments: (2)

IX. Board Discussion

Speaker(s): Dr. MIke Funk, Superintendent

IX.A. Board Member Vacancy Process

Speaker(s): Dr. MIke Funk, Superintendent

Description:

The School Board will discuss the process of board member vacancy.

IX.B. Policy 209 - Code of Conduct Annual Review

Speaker(s): Dr. Mike Funk, Superintendent

Description: The board will discuss the annual review of Policy 209 - Code of Conduct.

Attachments: (1)

Policy 209 Code of Conduct

X. Adjourn

Speaker(s): Board Chair

January 5, 2023 at 6:30 PM - Organizational

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