January 9, 2024 at 6:00 PM - Organizational Meeting
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I. Call to Order
Speaker(s):
Ms. Alison Sherman, School Board Chair
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II. Roll Call
Speaker(s):
Ms. Alison Sherman, School Board Chair
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III. Pledge of Allegiance
Speaker(s):
Ms. Alison Sherman, School Board Chair
Description:
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. |
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IV. Approval of Agenda
Speaker(s):
Ms. Alison Sherman, School Board Chair
Description:
Once quorum has been established the School Board Chair will request approval of the meeting agenda.
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V. 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 2024
Attachments:
()
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V.A. Election of Chair
Speaker(s):
Ms. Alison Sherman, School Board Chair
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V.B. Election of Vice Chair
Speaker(s):
School Board Chair
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V.C. Election of Clerk
Speaker(s):
School Board Chair
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V.D. Election of Treasurer
Speaker(s):
School Board Chair
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V.E. Action: School Board Committee Assignments and Working Groups 2024
Speaker(s):
School Board Chair
Description:
The School Board committee assignments and working groups for 2024 is included for your review.
Attachments:
()
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VI. Consent Agenda
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 - December 16, 2023 - January 5, 2024
B. Gifts & Donations Report and Treasurer's Report C. Designate District Depositories of Major Accounts D. Resolution Authorizing Use of Facsimile Signature E. Resolution Authorizing Administration to Develop Specifications and Solicit Bids F. Resolution Authorizing Executive Director of Finance/Supervisor of Financial Services and District Accountant to Make Electronic Fund Transfers G. Designate Official Publication H. Resolution Authorizing Administration to lease, purchase, and contract for goods and services. I. Designate Deputy Board Treasurer and Deputy Clerk J. Designation of an Identified Official with Authority for Education Identity Access Management K. Memorandum of Understanding (MOU) Agreement Postings |
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VI.A. Payment of Invoices: December 16, 2023 - January 5, 2024
Speaker(s):
Ms. Marie Schrul, Executive Director of Finance
Description:
A copy of the register has been distributed to Board members.
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VI.B. Gifts and Donations Report and Treasurer's Report
Speaker(s):
Ms. Marie Schrul, Executive Director of Finance
Description:
Gifts and Donations Report from 11/01/23 to 11/30/23 and the Treasurer's Report for the month of November 2023. A copy of these reports has been distributed to Board members.
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VI.C. 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 |
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VI.D. 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:
1. 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").
2. 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. 3. 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. |
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VI.E. 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:
1. 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.
2. The Board retains the discretion to elect to review any specifications before soliciting bids. 3. The Board retains the sole authority to review all bids and accept or reject any or all bids based on that review. |
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VI.F. Resolution Authorizing Executive Director of Finance / Supervisor of Financial Services/District Accountant 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 to 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, the Supervisor of Financial Services, and the District Accountant 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." |
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VI.G. Designate Official Publication
Speaker(s):
Ms. Marie Schrul, Executive Director of Finance
Description:
The District is required by statute to designate a newspaper for official school publications (Minnesota Statute 331A.04) each year.
Administration requested proposals from the St. Paul Pioneer Press (Twin Cities Pioneer Press) and Stillwater Gazette. Criteria for evaluation of proposals included the 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 1,144 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 2024 as well as historical costs.
After evaluating all criteria, Administration recommends that the Board of Education designate the Stillwater Gazette as the newspaper for official publications from January 1, 2024, to December 31, 2024 based on circulation. |
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VI.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: 1. 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.
2. 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. 3. 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. |
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VI.I. 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.
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VI.J. 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:
()
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VI.K. Memorandum of Understanding (MOU) Agreement Postings
Speaker(s):
Ms. Kristine Carlston, Executive Director of Human Resources
Description:
The MOU is included for your review.
Attachments:
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VII. Strategic Direction A: Ensure the learning process is adaptable to meet individual student needs
Description:
Nothing to report.
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VIII. Strategic Direction B: Foster a safe, welcoming and inclusive environment for all staff and students
Description:
Nothing to report.
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IX. Strategic Direction C: Utilize systems and align resources in an efficient manner to support learning
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IX.A. Action: Resolution Awarding the Sale of General Obligation School Building, Facilities Maintenance and Refunding Bonds, Series 2024A
Speaker(s):
Ms. Marie Schrul, Executive Director of Finance
Description:
The resolution is included for your review.
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IX.B. Action: Establish Board Member Salary
Speaker(s):
School Board Chair
Description:
Each year the school board receives a summary of the surrounding districts' current school board compensation. The board is recommending receiving the average of the surrounding districts' compensation for the 2024 school year. The annual cost impact to the Board budget would be about $4,600.
Attachments:
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IX.C. Review: Policy 209 - Code of Conduct and Policy 201.4 Board Member Code of Conduct
Speaker(s):
School Board Chair
Description:
The board will review Policy 209 - Code of Conduct and Policy 201.4 Board Member Code of Conduct.
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IX.D. Report: 2024 School Board Meeting Schedule
Speaker(s):
School Board Chair
Description:
The board approved 2024 School Board Meeting schedule will need to be revised per the MSBA Dates with Meeting Restrictions. The two meeting dates in conflict are:
Tuesday, March 5, Presidential Nomination Primary
Tuesday, November 5, Election Day
The board will review the option of holding the meetings on Monday or Thursday for the week of March 4, 2024, and November 4, 2024. Action will be requested at a future board meeting.
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X. Strategic Direction D: Develop strong partnerships with the communities we serve
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X.A. Action: Legislative Platform
Speaker(s):
Dr. Mike Funk, Superintendent
Description:
The Community Engagement and Legislative Outreach Working Group developed a list of priorities for District 834. Once the priorities are approved, this information will be shared with district legislative representatives.
Attachments:
()
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XI. Closed Session
Speaker(s):
School Board Chair
Description:
Pursuant to Minnesota Statute 13D.03(b). The governing body of a public employer may by a majority vote in a public meeting, decide to hold a closed meeting to consider strategy for labor negotiations, including negotiation strategies or developments or discussion and review of labor negotiation proposals, conducted pursuant to sections 179A.01 to 179A.25.
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XII. Adjournment
Speaker(s):
School Board Chair
Description:
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