July 9, 2018
Minutes
Regular Meeting
U.S.D. #490 Board of Education
July 9, 2018
6:00 p.m.

These minutes may be approved or amended at the July 30, 2018 Board of Education Meeting.

The U.S.D. #490 Board of Education met in regular session on Monday, July 9, 2018, in the Board of Education Office, 124 West Central, El Dorado, Kansas.

I. Routine

1. The meeting was called to order by Board President Vicki Coash at 6:00 p.m.

2. Roll Call

Members Present:Vicki Coash, President
Norm Wilks, Vice President
Monty Hughey
Heather Nichols
Tom Storrer

Members Absent: Sharon Waugh

Others Present: Sue Givens, Superintendent
Melissa Smith, BOE Clerk
Julie Jensen, Executive Director of Curriculum
Doug Jensen, Executive Director of Technology
Kellen Adams, Executive Director of Fiscal/Support Services

3. Executive Session

At 6:00 p.m. Vicki Coash moved to recess into an executive session for a period of 15 minutes to discuss individual employee performance under KOMA with Board members, the Superintendent, and Executive Director of Fiscal/Support Services present. Monty Hughey seconded the motion. The motion carried 4-0.

Tom Storrer entered the meeting at 6:02 p.m.

The board returned to general session at 6:15 p.m. with the same people as listed above present. Heather Nichols moved to recess into an executive session for a period of 15 additional minutes to discuss individual employee performance under KOMA with Board members, the Superintendent, and Executive Director of Fiscal/Support Services present. Monty Hughey seconded the motion. The motion carried 5-0.

The board returned to general session at 6:30 p.m. with the same people as listed above present. Vicki Coash moved to recess into an executive session for a period of 10 additional minutes to discuss individual employee performance under KOMA with Board members, the Superintendent, and Executive Director of Fiscal/Support Services present. Tom Storrer seconded the motion. The motion carried 5-0.

The board returned to general session at 6:40 p.m. with the same people as listed above present.

4. Approval of the Agenda

Monty Hughey made a motion to approve the agenda. Seconded by Tom Storrer, the motion carried 5-0.

5. Comments from the Public

There were no comments from the public.

6. Recognition

There was no recognition.

7. Board Member Resignation

Ryan Carson submitted his resignation from the board effective immediately as his family is moving out of the area.

8. Reorganization of the Board of Education for 2018-2019

A. Elect Board President
Vicki Coash opened the floor for nominations for Board President for the 2018-2019 School Year. Vicki Coash nominated Norm Wilks and Monty Hughey seconded the nomination. Hearing no other nominations for Board President, the Board voted 5-0 to elect Norm Wilks president.

B. Elect Vice President
Vicki Coash nominated Tom Storrer for Board Vice President for the 2018-2019 School Year. Monty Hughey seconded the nomination and on a 5-0 vote the Board elected Tom Storrer Vice President.

C. Appoint Board Clerk and Assistant Clerk
On a motion by Heather Nichols and seconded by Vicki Coash, Melissa Smith was appointed Clerk of the Board and Human Resources Assistant Sherry Bilson was appointed Assistant Clerk of the Board. The motion carried 5-0.

D. Designate KPERS Representatives
Vicki Coash made a motion to designate Director of Human Resources Lynda Sharp and Human Resources Assistant Sherry Bilson as KPERS Representatives. Tom Storrer seconded the motion; the motion carried 5-0.

E. Appoint Board Treasurer
Tom Storrer made a motion to appoint Wendy McAdoo as Board Treasurer for the 2018-2019 School Year. Seconded by Vicki Coash, the motion carried 5-0.

F. Appoint Food Service Program Representative
A motion by Vicki Coash to appoint Melissa Smith as District Food Service Program Representative was seconded by Monty Hughey. The motion carried 5-0.

G. Appoint Hearing Officer for Free and Reduced Meal Application Appeals
Monty Hughey made a motion to appoint Kellen Adams as Hearing Officer for Free and Reduced Meal Application Appeals. Seconded by Vicki Coash the motion carried 5-0.

H. Appoint Local Consolidated Plan Coordinator
Monty Hughey made a motion to appoint DeAnna Pierce, Elementary Assistant Principal, to oversee state and federal program compliance. Seconded by Tom Storrer, the motion carried 5-0.

I. Appoint KASB Governmental Relations Representative
Monty Hughey made a motion to appoint Norm Wilks as KASB Governmental Relations Representative. Seconded by Vicki Coash, the motion carried 5-0.

J. Appoint BOE Member as Representative to the Special Education Cooperative Board
Norm Wilks made a motion to appoint Heather Nichols as Representative to the Special Education Cooperative Board. Seconded by Tom Storrer, the motion carried 5-0.


K. Appoint BOE Member as Ex Officio Representative to Partners in Education Board of Directors
Norm Wilks made a motion to appoint Vicki Coash as the Ex Officio Representative to Partners in Education Foundation Board of Directors. Seconded by Monty Hughey, the motion carried 5-0.

L. Appoint District Freedom of Information Officer
Heather Nichols made a motion to appoint Superintendent Sue Givens as the District Freedom of Information Officer. Seconded by Monty Hughey, the motion carried 5-0.

M. Appoint District Records Custodian
Tom Storrer made a motion to appoint Director of Information Services Kim Koop as District Records Custodian. Seconded by Heather Nichols, the motion carried 5-0.

N. Set 2018-2019 Board Meeting Dates and Times
Monty Hughey made a motion to adopt resolution 18-1 to establish the 2018-2019 BOE meeting dates and times as stated below. Heather Nichols seconded the motion, and it carried 5-0.
Dates set are as follows:

July 30th, 2018 (5:30 pm)
August 13th, 2018 (7:30 pm)
September 10th, 2018
October 8th, 2018
October 29th, 2018 (5:30 pm)
November 12th, 2018
December 10th, 2018
January 14th, 2019
February 11th, 2019
March 4th, 2019
April 8th, 2019
April 29th, 2019
May 13th, 2019
June 10th, 2019
July 8th, 2019
July 29th, 2019

The regular board meetings will begin at 6:00 p.m. at the District Office located at 124 West Central Avenue in El Dorado.

O. Appoint Board Representatives and Alternate to Serve on 2018-2019 Negotiations Team
Vicki Coash made a motion to appoint Norm Wilks and Tom Storrer as Board Representatives on the 2018-2019 Negotiations Team. Monty Hughey seconded the motion. The motion carried 5-0.

P. Appoint Board Representatives to Serve on 2018-2019 School Site Councils
On a motion by Norm Wilks and seconded by Tom Storrer the BOE voted 5-0 to appoint board members to the following site councils:

Skelly Elementary School— Vicki Coash
Blackmore Elementary School— Sharon Waugh
Grandview Elementary School— Heather Nichols
El Dorado Middle School— Norm Wilks
El Dorado High School— Monty Hughey and Tom Storrer


Q. Appoint Board Representative to Serve on the District Leadership Team for 2018-2019
Monty Hughey made a motion to appoint Tom Storrer to serve on the District Leadership Team. Norm Wilks seconded the motion. The motion carried 5-0.

R. Appoint Board Representatives (2) and Alternate to Serve on the Educational Facility Authority of Butler County for 2018-2019
Heather Nichols made a motion to appoint Norm Wilks and Monty Hughey to serve on the Educational Facility Authority of Butler County, with Tom Storrer as an alternate. Vicki Coash seconded the motion. The motion carried 5-0.

9. Approval of the Consent Calendar

Monty Hughey made a motion to approve Part I of the Consent Calendar as stated below. Vicki Coash seconded the motion; the motion carried 5-0.

A. Part I
(1) Minutes, June 11th, 2018 regular meeting

(2) Financial Reports
Credit Card Report

(3) Activity Fund Reports

(4) College Course Approval

(5) Board of Education Agenda Item Calendar

(6) Board of Education Self-Evaluation Results

(7) Information

Vicki Coash made a motion to approve Part II of the Consent Calendar as stated below. Monty Hughey seconded the motion; the motion carried 5-0.

B. Part II
(1) Rescind Policies from 2017-2018 Minutes not included in Board Policy (Resolution No. 18-2)

(2) Adopt Resolution to Allow Pre-payment of Utility Bills plus claims for food or gasoline associated with co-curricular or extracurricular student activities outside school district boundaries. (Resolution No. 18-3)

(3) Adopt 1116-Hour Resolution (Resolution No. 18-4)

(4) Adopt Resolution to Waive Generally Accepted Accounting Principles and Fixed Asset Accounting (Resolution No. 18-5)

(5) Adopt Resolution to Create an Activity Fund at El Dorado High School
(Resolution No. 18-6)

(6) Adopt Resolution to Create an Activity Fund at El Dorado Middle School
(Resolution No. 18-7)

(7) Adopt Resolution Authorizing the Destruction of Records (Resolution No. 18-8)

(8) Adopt a resolution to approve until September 1, 2018, the signatures of the 2017-2018 Board officers on checks (Resolution No. 18-9)
(9) Designate Truancy Officers
Appointments recommended:
El Dorado High School – Kevin House
El Dorado Middle School – Karla King
Blackmore Elementary – Chad Schuetz
Grandview Elementary – Susan Holthaus
Skelly Elementary – Stan Ruff

(10) Appoint the Superintendent as Hearing Officer for Long Term Suspension or Expulsion

(11) Establish Mileage Reimbursement at the Federal Rate.
This recommendation applies to all mileage reimbursements.

(12) Establish Petty Cash Limits
The following petty cash fund amounts were recommended for emergency use, such as paying substitute referees:
Central Office $1,500
El Dorado High $1,500
Middle School $1,500

(13) Appoint the Superintendent as District Compliance Officer for Title VI, IX, Section 504, and 35.107 (ADA).

(14) Appoint Director of Maintenance/Transportation Kristy Lowrey as Authorized Representative to Federal Surplus Property Center

(15) Designate Intrust Bank as the official USD 490 Direct Depository and direct the Board Clerk to review/update bank signatures on file

(16) Designate the Butler County Times Gazette as the Official Newspaper

(17) Adopt Resolution to Allow Journal Entries to Contingency Reserve Funds (Resolution No. 18-10)

(18) Adopt Resolution to Establish Home Rule (Resolution No. 18-11)

(19) Approve Title I Parent Involvement Policy

(20) Approve Community Concert Lease Agreement Renewal

(21) Approve Junior Wildcat Football Lease Agreement Renewal

(22) Approve Junior Wildcat Wrestling Lease Agreement Renewal

(23) Approve Junior Wildcat Basketball Lease Agreement Renewal

10. Updates

Construction – Kellen Adams reported that possession of the new elementary buildings will take place July 11th with July 23rd as the projected date for staff to be allowed access. Asbestos abatement will begin Monday at Lincoln elementary with demolition to follow immediately thereafter.

Sue Givens reviewed the dedication programs set for August 13th at Blackmore and Grandview. She also shared schematics for a concrete monument with LED display to be placed at the PAC to showcase USD 490 events and information.

11. District Policy Updates

Policy updates were reviewed with administrative recommendation.

Tom Storrer made a motion to approve the Board Policy Updates as presented.
Monty Hughey seconded the motion. The motion carried 5-0.

12. 2018-2019 Budget

Kellen Adams reviewed July 1 Cash Balances and presented information regarding the preliminary 2018-2019 budget.

13. Vehicle Purchase

A vehicle to be assigned to the Executive Director of Technology to offset district mileage expense and wear on personal vehicle was requested through Kansas contract pricing.

Vicki Coash made a motion to approve the purchase of a 2018 Ford Edge SE from the state contract bid list as recommended. Seconded by Heather Nichols, the motion carried 5-0.

14. Classified and Administrative Salaries

Vicki Coash made a motion to approve administrator and classified personnel salary increases for the 2018-2019 School Year at 3% and benefit changes as recommended. Seconded by Monty Hughey, the motion carried 5-0.

15. Approve USD 490 Personnel Recommendations

Monty Hughey made a motion to approve the following USD 490 recommendations. Tom Storrer seconded the motion. The motion carried 5-0.

Replacement
Robyn Higgins, High School Assistant Volleyball Coach, replacing Kenzie Turner;

16. Announcements

• Walk-In Enrollment - August 2
• New Teacher Orientation - August 6
• All-Staff Meeting - August 7

II. Adjournment

Board President Norm Wilks adjourned the meeting at 7:49 p.m.

Melissa Smith, Clerk of the Board
USD 490
Butler County, KS