July 14, 2025 After the Regular Meeting - DOUGLAS SCHOOL DISTRICT BOARD OF EDUCATION

Discussion:  All actions in these minutes were by unanimous vote unless otherwise stated.

Business Manager Trista Olney called the meeting to order at 5:45 p.m.

Discussion:  Business Manager Trista Olney administered the Oath of Office to incumbent board members, Amy McGovern and Tonya Welch.

Discussion:  Business Manager Trista Olney began the nominations for the election of officers for the 2025-26 term as follows:

     Motion to approve the nomination of Tanya Gray for Board President. This motion, made by Ben Frerichs and seconded by Amy McGovern, Carried.

     President Tanya Gray continued the nominations. Motion to approve the nomination of Amy McGovern for First Vice-President. This motion made by Ben Frerichs and seconded by Chris Misselt. Carried.

     Motion to approve the nomination of Ben Frerichs for Second Vice-President. This motion made by Amy McGovern and seconded by Tonya Welch. Carried.

Discussion:  The 2025-26 suggested meeting dates for Regular BOE meetings are the 2nd and 4th Monday of each month at 5:00 p.m. at Vandenberg Elementary School Library Conference Room with the following exceptions: In July and December when only the first meeting of the month will be held and should a board meeting fall on a school holiday, the meeting will be held on the following day or as follows: Monday, October 13, 2025 change to Tuesday, October 14, 2025 (holiday) and Monday, May 25, 2026 change to Tuesday, May 26, 2026 (holiday).

Discussion:       BE IT RESOLVED that in order to comply with SDCL 1-25-1, as amended by HB 1172 (2018 Legislative Session), which states "The chair of the public body shall reserve at every official meeting by the public body a period for public comment, limited at the chair's discretion, but not so limited as to provide for no public comment," and also provide for a known procedure by which there may be public participation at school board meetings, the President of the Douglas School District Board of Education shall apply and follow School Board Policy BDDH with respect to public participation at all school board meetings.

Discussion:  Board President Tanya Gray explained that board members will start each meeting by making connections to our working agreements: We ask, We learn, We lead. This meeting, the connection was to "Be curious". 

Discussion:  Superintendent Kevin Case reviewed the district's progress by highlighting one strategy on each of the four Focus Areas of the District Strategic Direction. Under Identity, extensive work on new district branding was accomplished under Strategy 1 Honor the district's legacy while creating new traditions. Focus Area Ownership, Strategy 1 Identify and communicate clear and consistent expectations for all stakeholders is an area we continue to work on. We are in the awareness stage of this, knowing it is a real need. In Adaptability, Strategy 1 is Create a comprehensive professional development plan. We have made progress on laying out a comprehensive plan, not just for this year but also the future.  It's been expanded to include classified staff. In the next few months, a new data tool will be presented to show some cool stuff on Strategy 2 Identify, collect and analyze data needed to make informed decisions. For Community & Well-Being, Strategy 2 Create ongoing opportunities for family engagement and community involvement. As a district, a series of surveys of different groups gave feedback to use in future planning.

Discussion:  Financial Authorizations:

       Approved the depositories for funds and investments of the Douglas School District 51-1 for the 2025-26 school year.

       Authorized an Imprest Cash Revolving Fund in the amount of $2,000 for the 2025-26 school year and authorized the business manager to make advance payments for meals and miscellaneous expenditures as deemed necessary.

       Authorized the business manager to establish a petty cash fund in the amount of $75.00 for various functions of the school district as deemed necessary, and further authorized the business manager to establish an imprest fund in the amount of $420 for the School Food Services Program.

       Authorized the superintendent or business manager to sign all state vouchers entering claims on behalf of the school district for the 2025-26 school year.

       Approved the submission of the 2025 Annual Report and authorized the superintendent and business manager to sign on behalf of the district.

       Authorized the business manager and/or her representative as the school district purchasing agent for the 2025-26 school year.

       Authorized the business manager to advertise for bids on necessary items during the 2025-26 school year.

       Approved use of Black Hills Special Services Cooperative for services under a noncompetitive proposal as it is determined that BHSSC is the only vendor (single source) within the region that can provide all necessary services needed by the district.
 

Discussion:  Annual Appointments:

       Approved naming the Rapid City Journal as the official newspaper for the 2025-26 school year; and, the district newsletter and district website will also be used for providing district information to the public.

       Approved contracting with the firm of Ketel Thorstenson, LLP to conduct the annual audit for the period ending June 30, 2025.

       Approved retaining the law firm of Lynn, Jackson, Shultz & LeBrun and Attorney Rodney Freeman to represent the district for legal matters during the 2025-26 school year.

       Appointed Business Manager, Trista Olney as Administrator of Fiduciary Funds.

       Authorized the Superintendent of Schools to close schools because of weather or emergency and, in the event of the superintendent's absence, follow the set chain of command.

       Authorized the appointment of the Superintendent as the Age Discrimination Act Compliance officer.

       Authorized the appointment of the Executive Director of Operational Support Services as the Asbestos Compliance officer.

       Authorized the appointment of the Executive Director of Operational Support Services and the Network Coordinator to maintain access to the district's electronic network.

       Authorized the appointment of all building principals as Truancy officers.

       Authorized the appointment of the Executive Director of Operational Support Services as the Title IX Compliance officer.

       Authorized the appointment of the Special Services Director as the Rehabilitiation Action Section 504 Compliance officer.

       Authorized the appointment of the Special Services Director as the Americans with Disabilities Act Compliance officer.

       Approved the following Resolutions for the 2025-26 school year:
          BE IT RESOLVED that the Business Manager be authorized to make application for all local, state, and federal funds for which the school district may qualify during the 2025-26 school year;
     BE IT FURTHER RESOLVED that the Superintendent or Executive Director of Academics be authorized to sign as the authorized District representative for all categorical or block grant State or Federal program applications;
     BE IT FURTHER RESOLVED that the Superintendent or Executive Director of Academics be authorized to sign fiscal reports for the Title Programs;
     BE IT FURTHER RESOLVED that the Superintendent of Schools and the Business Manager are authorized to purchase and/or receive State Surplus Property. 
     BE IT RESOLVED that the Business Manager be fully authorized to make proper application and to sign all papers required for funds available to the District from the Federal Government under Public Law 7003 Impact Aid for the 2025-26 school term. 
     BE IT RESOLVED that the Business Manager be fully authorized to make proper application and to sign all papers required for funds available to the District from the Federal Government under Public Law 7002 Impact Aid for the 2025-26 school year.
     WHEREAS, the nature of tax collections, federal deposits, and other revenue is such that cash on deposit in the District’s Depositories at times exceeds the requirement for current expenditures.
     NOW THEREFORE, BE IT RESOLVED that the Business Manager is hereby directed to invest such cash balances which may exist in interest-bearing certificates, time deposits and government issues and the investments be determined in accordance with expenditure requirements and that such interest as is earned on said deposits be credited to the General Fund.

       Authorized participation in the following Associations:
          Associated School Boards of South Dakota (ASBSD)
          Impacted Schools of South Dakota (ISSD)
          Military Impacted Schools Association (MISA)
          Military Interstate Children's Compact Commission (MIC3)
          National Association of Federally Impacted Schools (NAFIS)
          Large School Group of South Dakota

       Approved the use of electronic signatures for all accounts payable and payroll checks for the 2025-26 school year.
          

       

Discussion:  Elementary and Secondary Curriculum and Instruction Items:

       Approved the certified stipend rate: $60.00 for half day; $120.00 for full day.

       Approved high school department head stipend rate of $1,500 for the 2025-26 school year.

       Acknowledged the Indirect Cost rates for the 2025-26 school year are not available at this time. 

Discussion:  Superintendent Items:

       Authorized the Superintendent and/or his designee to travel to locations that are necessary for the operation of the school district.

       Approved the following Resolution for the 2025-26 school year:
          WHEREAS, the Superintendent of Schools is required to attend meetings and events necessary for the operations of the school district, both in-district and in the local area; 
                THEREFORE BE IT RESOLVED that the Douglas Board of Education will provide the Superintendent with a $100 per month allowance for in-district and local travel, paid quarterly; in addition, travel outside of Rapid City will be reimbursed at the GSA POV mileage rate and processed quarterly.
          

Discussion:  Operational Support Services Items:

       Authorized the Superintendent or his designee to hire contractual and non-contractual personnel for the school district during the 2025-26 school year, subject to the concurrence of the Board of Education at its next regular meeting after the date of hiring; all contracts shall not be effective or binding until approved by the Board of Education; and approved the use of the automatic signature for all professional contracts to be issued during the 2025-26 school year.

       Approved the publication of employee salary amounts for the 2025-26 school year (Attachment).

       Approved the following rates for substitute teachers in the Douglas School District for the 2025-26 school year: Certified rate is $175 per day; and Non-certified rate is $145 per day.

       Authorized the Executive Director of Operational Support services to submit an Intent to Renew Agreement and the 2025-26 Policy for Hot Lunch Program and further to provide a hot lunch program at all levels and a milk program for kindergarten with a schedule of charges as follows:
          Student Breakfast    $2.30
          Gr PK-5 Lunch         $2.80
          Gr 6-12 Lunch          $3.05
          Milk                          $0.75
          Adult Breakfast        $2.95
          Adult Lunch             $5.00

       Approved the district covering the cost of student reduced-priced meals according to School Board Policy EFB for the 2025-26 school year.

       Approved participation in the Delta Dental for Student dental Accident Insurance program and the South Dakota High School Activities Association (SDHSAA) Student Accident Insurance program for the 2025-26 school year.

       Approved district participation in the Emergency School Bus Mutual Assistance Pact for the 2025-26 school year.

       Acknowledged an official bus route report will be presented at a future board meeting once enrollment data is finalized at the start of the school year.  The District will continue to provide bus transportation for students living more than 2.5 miles from school, in accordance with Board Policy EEA. Per policy, two high-needs areas have been identified.

Discussion:  Items Removed from Consent Agenda: