TO: All School Board Members

DATE: October 17, 2014

TO: All School Board Members

FROM: Troy Heller

RE: Board Addendum – October 20, 2014, Regular Monthly Meeting – 5:30 P. M.

ITEM #1e – PERSONNEL RECOMMENDATIONS

We interviewed for our part-time secretarial position on Friday; but as of this write up, I don’t currently know who will get hired, so I will bring my recommendation on Monday.

Tony Sneiderman and I would like to recommend Michael Jahn for the position of HS Speech Coach (Thalians). Mike has participated in Speech his entire HS career and two years at college. He also was a former judge at HS speech competitions. Mike would be paid 5% of base…his pay would be $1,488.25.

ITEM #2 – RECEIVE COMMUNICATIONS AND VISITORS

ITEM #3 – REVIEW AND APPROVE SUPERINTENDENT EVALUATION FOR 2014-15 SCHOOL YEAR

Mr. Danner and I sat down this past week and reviewed my Superintendent goals. These are the measureable goals that we have come up with for the 2014-15 school year.

a.  This year we have forged a partnership with Wapsie Valley to share a Transportation Director, which, in turn, has helped the district by saving monies and helping our general fund with about $18,000 per year until 2019 or a total of $72,000. The goal is to find another sharing partner and to find at least another area of sharing worth another five students. This can be a combination of several positions, or it could be sharing one of the areas worth 3-8 students per year. I have already met with Sumner and Wapsie. I’m still trying to set up a date with Denver. The other areas of sharing are Superintendent (8), HR (5), Maintenance Director (5), Business Manager (5), Curriculum Coordinator, and Counselor (3 each).

b.  Improve our Impact students’ scores by 60%. With the help of the teachers, the Board wants to see improvement of 60% of the students identified on the Impact list by either improving their ITBS score or their growth area. Last year this number was somewhat higher, but the list is smaller this year (due to the fact that the teachers did so well last year). We both felt it would be more difficult with smaller numbers and students who are struggling in areas of reading and math.

c.  The third goal this year is to keep our unspent balance at $500,000 or higher ending on June 30,, 2014. With this in mind, Mr. Danner and Mr. Dettmer have asked that I set up a committee to review items that could be reduced yet this year, with the end goal being about $15,000-$20,000. I have our first Budget Reducing Committee Meeting set for Thursday, October16. I also attended an SAI budget reduction meeting this past Thursday. I will work with this committee to come up with some ideas to try and reach the goal that has been set.

I will try to have them written as Smart Goals for Monday; but with the TLC Grant and other items, it has been very busy lately.

ITEM #4 – REVIEW AND APPROVE BASEBALL/SOFTBALL IMPROVEMENT COST AND DETERMINE IF DISTRICT IS WILLING TO PARTNER WITH TOTAL COST OF PROJECT

The Board and I have reviewed and discussed the current improvements at the softball and baseball fields this fall. As you all know, Lonnie Moore, from the Tripoli Park and Recreation Board, gave us an update on this project in September. With that being said, the budget number that the Board will have to decide on will be off of a bid proposal (not a bill). If you remember the email that Mr. Gilbert sent to us, it was a conversation between Lonnie and Mr. Gilbert this past spring. At the time of the conversation, Lonnie thought the total price would be about $8,000. The last number that we have seen from the city is about $25,000, or split in thirds would be about $8,333. The Board can decide to pay for all or none of this process.

I have enclosed the PPEL/SILO sheets again for your reference. If you also remember, I talked to Lonnie at the Board meeting about communication with the school due to the fact that we weren’t aware of this possible cost until after the decision was made to move forward by the city and Booster Club. This leaves the school in somewhat of a predicament. I believe the school wants to work with both of these groups to make things right for our student body; but in the same breath, we have already earmarked what our priorities are, and this was not on the list. So, all in all, I think this project is a good one; however, how do we know for future reference that the city will keep us in touch with projects that have been discussed between both parties. “NO” promises have been made. Where the project ideas start off in small conversation, and we think are good ideas, the the city runs with it, without informing us that we are a part of paying for the project in the end. I’m going to withhold my recommendation to the Board, due to the fact that this is the second time this has occurred this summer. I will let the Board make the decision on this one.

ITEM #5 – REVIEW CERTIFIED ENROLLMENT, OPEN ENROLLMENT (IN AND OUT), AND LARRY SIGEL’S/TROY’S RECOMMENDATIONS

Note: Your line-item budget (expense sheet) should be updated in a very short period of time. We have the line item budget numbers identified, but with Brittany on maternity leave, we fell short on time. David is working on setting her software system up at home so that she can spend some time working while taking care of her two young children.

The budget reduction meeting that I went to gives us strategies to help improve the reduction process (not a perfect fit but should be helpful). I have enclosed the tipping point sheet and Larry Sigel’s budget sheet again for your reference. Last month Larry reviewed with the Board what Brittany and I (along with Scott) predicted since our certified annual report documents were finalized in September. The $400,000 is a real number. As you can see from Larry’s sheet, our expenditures will be around $4.9million, and our tipping point is about $4.5 million. This is where we are getting the amount of reductions needed.

I did hold a meeting with any staff in the district that wanted to show up, but only about 15-16 were present out of 80. I will continue to offer and hold meetings throughout the year; but as you most likely know, they will not show up until each individual hears their name or position on the reduction area.

Enclosed is also the open enrollment (in and out) and certified enrollment information.

ITEM #6 – REVIEW AND APPROVE BOARD POLICIES 100 SERIES AND 200 SERIES, ALONG WITH THE FOLLOWING INDIVIDUAL POLICIES: 203, 206.1, 206.2, 210.1, 210.2, 210.7R1, 212, 215.E1 (2ND READING)

I’m not doing a write up for these policies due to the fact that we have talked about them for the last two months. If you need me to bring along anything about these policies, please call me. Otherwise, I’m guessing you can approve the 2nd reading.

ITEM #7 – REVIEW WEIGHT ROOM FACILITY RULES/IDEAS FROM OUR WELLNESS FACILITY MEETING

On September 17, I met with the Wellness Facility Committee; and they made the following recommendations for the new year.

a.  Facility open (using fobs) Monday-Sunday from 4:00 a.m.-11:00 p.m.

b.  Put an ad in the paper advertising (November and December)

c.  Give a break to renewals and for new customers – usage 12 months – pay for 11 months

d.  Purchase Leg Curl Machine/Kettle Bells

e.  College students must show ID to get college price

f.  An individual can pass on a membership (unused) to a community member (gift certificate)

g.  MS locker rooms will be locked due to situations that have occurred in unmonitored locker rooms

h.  Employees’ sons/daughters out of school can utilize the Weight Room facility three ways just like any community member for free

1)  With Jeff Klein (Sunday, Tuesday, and Thursday)

2)  With another coach

3)  With their mom or dad

i.  All paid members must sign in to use facility

ITEM #8 – REVIEW AND APPROVE RAISING PRICES FOR DRIVERS EDUCATION CLASSES FOR THE 2014-15 SCHOOL YEAR

I took a poll at our Iowa Star Conference meeting on the cost of Drivers Education in their individual districts. The average cost turned out to be $273. We are currently charging $260. I would recommend that we charge $275 but not change the amount we pay our teacher, Tom Judisch. (We gave him a raise last year, and the average amount paid was right in line with what we currently pay Mr. Judisch.) Remember, free and reduced students either get their cost free or reduced. The reduced part is determined by Brittany (and the state formula). I would recommend that we raise the cost of what we charge participants in our Drivers Education class.

ITEM #9 – REVIEW AND APPROVE EARLY RETIREMENT POLICIES 407.3 AND 407.6 (1ST READING)

The Board talked last month about the current early retirement policies – the policies are enclosed. I have conversed with Steve Wagner from Swisher and Cohrt. He is in agreement that we could offer full insurance up to age 65, or Medicare age, and then the supplemental insurance up to age 70 as indicated last month. After talking with Mr.Danner, he is thinking that we cap this at $30,000 total for each employee wishing to take advantage of this district’s policy. I will read through the policies, and together we will make the changes needed to the policies.

If the Board approves this policy tonight, we will have our second reading in November and then have the staff let the district know their intentions prior to leaving for Christmas vacation.

ITEM #10 – REVIEW TEACHER LEADERSHIP GRANT PLAN (SARAH FIGANBAUM)

Sarah and I will review the TLC Grant with the Board on Monday. It has been a very extensive process. Last year only 30/90 districts received that grant. This year about 30 will receive it again, but about 160 districts are said to be applying. We hope we are in the running; but if not, we have it started and will be closer next year. There are ten parts to the grant, and we need to average a 73 on the entire grant. We must get a 7 or higher for each part. We will explain more on Monday.

ITEM #11 – ELEMENTARY PRINCIPAL’S REPORT

Sarah will report on the SIAC meeting and Iowa Youth Survey, among other items.

ITEM #12 – SUPERINTENDENT’S REPORT

a.  Technology Updates

b.  Project Walk Through…October 29

c.  Community Service…October 20

d.  DECA

e.  EWALU

f.  Football/Volleyball/Homecoming

g.  Musical November 8 and 9 – Tickets on Sale

h.  Drivers Education Letter

i.  Impact Letter

j.  IASB

k.  Community Club Meeting

l.  Fundraisers (Music, DECA, FFA, and Art)

m.  Conferences November 10 and 11

n.  AEA Report

o.  Insurance

ITEM #13 – SET NEXT MEETING DATE FOR NOVEMBER 17 AT 5:30 P.M.

ITEM #14 – ADJOURN

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