June 8, 2020 at 7:00 PM - Board of Education Regular Meeting

Discussion:  Matt O'Daniel called the meeting to order at 7:02 p.m.

Discussion:  Board members present were Matt O'Daniel, Shanon Willmott, Janet Warner, Bruce Scheer, and Jessica Scheer.  Motion was made and passed to excuse Jason Arp.  Also present were Superintendent Dr. Dawn Lewis, High School Principal Aaron Pfingsten, Elementary Principal Jacqueline Morgan, Athletic Director James Shada, and recording secretary Jenny Hansen.  

Discussion:  None.

Discussion:  Dr. Lewis reviewed the district's goals.  $30,900 has been secured in funding from the wind and solar energy grant.  Thanks to Mrs Fairhead.  This funding is used for integrating multi-tiered support for teachers.  Grants were also received for $4600 for Media and Ag from AEF.

Community engagement has been tough since closure.  Dr Lewis feels this has happened more during the closure than it normally did with her daily messages.  Mrs Morgan also had daily messages go out along with daily bedtime stories. Mr. Shada and Mr. Pfingston reached out daily to parents regarding various things.   Prior to the closure, Dr. Lewis was able to attend a meeting with Michael Dwyer about community engagement.  

Maintaining current facilities includes improving the parking lot and communicating with Village about closing the street between the High School and the football field.   

Dr. Lewis feels moving students forward during this time of closure was good. We were able to give them some tools but we couldn't give them everything they needed to be as effective.  Our participation was better than other schools we talked to so we feel good about what our teachers accomplished.  Mr Pfingston shared that we had great support from families and he is thankful for dedicated teachers we have who made it all happen.  Our teachers did a phenomenal job. Mrs. Morgan also stated that we have the best staff and the best group of families!  Dr. Lewis also added that our kitchen staff did an amazing job during the closure.

Our new District Goal is regarding good behavioral and mental health therefore we will continue our partnership with Arbor Family Counseling.  We will be seeking resources to help our students post-pandemic and post-protests.

Discussion:  Mrs. Morgan reported that Summer Skills starts today (Monday June 8).  We have 33 students in groups of 5 or less for an hour at a time Mon-Thursday.  This summer is by invitation only due to COVID-19 guidelines that we must be able to maintain.
The 2019-2020 school year was capped off with camping experiences.

Discussion:  Mr Pfingston reported that graduation and prom are still currently scheduled for July.  For graduation, they are looking at numbers for a gym or football field ceremony.  Summer school started today.

Discussion:  Dr Lewis attached her AFC 2019-2020 yearly usage report, comparing numbers to last year.  Peak months represented the start of the school year and when the anniversary of the flood occurred as well as COVID closure.  Telehealth was offered via phone and video.

Discussion:  We ended the 2019-2020 school year with 714 students (we even gained a few during the closure). We had 708 at the start of the school year.  Option student numbers will be down next year but our total enrollment will be up.

Discussion:  Four firms were directly solicited, and a two week advertisement was posted.  This yielded on bid, and one firm declined.  The others gave no response.  The bid we received was competitive compared to what had been paid in past, and came with strong references and a history of working with schools.  There is a local connection to the firm, which pleases the board.

The board discussed options and decided to sign a three-year contract with Shaw Hull and Navarrette out of Fremont as our auditor.  The discussion was moved, by a motion, to the "new business" section where action was taken.  

Discussion:  The committee met at 6:45 today.  In Jacque's daily messages during closure she often was in front of a photo of an American hero. Aaron has tried to encourage students to attend board meetings.

Discussion:  Cody with DLR presented again regarding costs for the Renovation and Northeast addition.  There would be seven total changes to the current building which would be included in the $4.664 million budget.  Some of the items are to bring us to code.  This estimate is good for about six more months.

Discussion:  The policies reviewed tonight came up during regular policy review but these are required to be reviewed and approved separately.  Patrons were invited to comment on any of these during the meeting.

Discussion:  This policy was reviewed but was not opened for public comment.

Discussion:  Mr Shada highlighted a couple points on the report and encouraged the board to read the individual sponsors's reports.  Shanon Willmott asked about co-oping with a soccer team.

Discussion:  After discussion by all board members regarding paving the football field parking lot, a vote was not take to make a decision tonight.  A couple board members had concerns about the price of the full project as well as a tree on the East side.

Discussion:  This is the first step needed to pass before we can start getting bids.  Dr Lewis sent out memos to all of the board members comparing the benefits and disadvantages to both options - Design Bid Build method and Construction Manager at Risk method.  
Dr Lewis read aloud the resolution attached before a motion was made.

Discussion:  Tobin with First National Bank was with us via zoom to discuss options on our QCPUF bond.  We are eligible for refunding every 5 years when we can look at rates, restructuring, etc.  Dr Lewis read aloud the motion before the board passed the motion.

Discussion:  Dr Lewis read the resolution aloud for the board to hear before the motion was made and passed.

Discussion:  Matt O'Daniel reviewed the results of the evaluation with the board members.  He feels comments are as, if not more, important than the scores themselves.  Matt will make any changes to final comments as the board decides in each sub-section of the evaluation.
Bruce Scheer commented that Dr. Lewis's daily announcements has opened our eyes that we could make our meetings more accessible for the public.  For example, our monthly meetings could be made available on Striv.  Dr. Lewis commented that would allow people to view, but not participate, as those wanting to make comment during the meeting would need to be present in person.
Financial Management was the highest score on the evaluation and the board agreed this has been a strong area for Dr. Lewis.
Four board members commented on the evaluation in regards to Educational Planning and the involvement of Dr. Lewis.  She felt she was involved in interviews as she was expressed that she inquired about the involvement of the previous superintendent  in the past, so she tried to carry that on. She made it a point to visit with all applicants while here for their interview, asking a her own questions and reviewing district information, and discussing hires with principals.   She will consider a different level of involvement going forward.  Matt expressed that the board hires the superintendent, the superintendent hires the principals, and the principals hire the teachers, which is how heirarchy is established.  A board member commented that new hires for the 2020-2021 school year seem to be good but we will have better knowledge of this once the school year begins. 

Bruce Scheer commented that the community is impressed that they have seen Dr. Lewis at community events that they have not ever seen a superintendent at in the past.  The board agreed that her community relations have been strong.
Dr. Lewis received a 3.86 cumulative evaluation score, on a 5 point scale.

In the discussion following, it was brought up by Shanon Willmott that it is difficult to evaluate on some areas when we as a board don't have access to have knowledge.  For example, should the board survey or somehow ask the staff about her leadership or personnel relations.  Other board members agreed that they evaluated based on what they "hear."  Shanon suggested the board should look at or revise the evaluation tool again before the next evaluation.  Matt O'Daniel would not support a staff survey because it is the board's job to evaluate the superintendent, not the staff's job.  Dr Lewis commented that she agrees with this as just as it is not the teachers' jobs to evaluate the Principals, and not the students' role to evaluation the teachers.  It always flows from the top down.  Bruce Scheer also commented that he evaluated by starting in the middle, if there was not a problem he would give a higher score but if he heard a problem, then he would assess that.  The board will look at the tool again before the next evaluation.

Discussion:  Matt O'Daniel adjourned the regular meeting at 10:32 p.m.