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January 4, 2021 at 6:00 PM - Organizational Meeting

Agenda
I. Call Meeting to Order
Presenter:  Chair Hitchings
Description:  The Board Chair will call the meeting to order.
II. Pledge of Allegiance
Description:  The Board Chair will lead the Pledge of Allegiance.
III. Virtual Meeting Opening Statement
Presenter:  Chair Hitchings
Description: 
Cambridge-Isanti Schools-General Process for Remote School Board Meetings Opening Statement by Board Chair

Due to the current federal and state emergency declarations, the Minnesota directive to residents to stay at home, and guidance about limiting person-to-person contact due to the COVID-19 (coronavirus) pandemic, this meeting of the Cambridge-Isanti Schools School Board is being conducted in accordance with Minnesota Statutes 13D.021— Meetings by Telephone or Other Electronic Means.

Due to the health pandemic, the school board determined that it is not feasible to be physically present at the meeting location and that it is not feasible for the public to attend this meeting at the meeting location due to the health pandemic.

Persons may monitor this meeting from a remote location by accessing the live-stream link through our website at www.c-ischools.org.

School board members are reminded to mute their microphone or phone when they are not speaking. When speaking, the board member should unmute the microphone or phone, speak, and then mute their device.

All votes will be conducted by roll call. Each school board member should wait until their name is called before voting.
IV. Roll Call
Presenter:  Chair Hitchings
Description:  The Board Chair will take roll call. A quorum must be established in order for the meeting to proceed.

Board Members:
Tim Hitchings, Board Chair
Gary Hawkins, Vice Chair
Lynn Wedlund, Clerk
Heidi Sprandel, Treasurer
Aaron Berg, Director
Nikki Johnson, Director
Carri Levitski, Director

Ex Officio, Dr. Nate Rudolph, Superintendent
Jillian Edblad, Student Representative
V. Approve Agenda
Presenter:  Chair Hitchings
Description:  Once quorum has been established the Board Chair will request approval of the meeting agenda.
Recommended Motion(s):  To approve the meeting agenda. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
VI. Oath of Office
Presenter:  Chair Hitchings
Description:  Oath of Office will be read by Board chair and each new school board member will take the oath of office for membership of the Cambridge-Isanti School Board.
VII. Reorganization of School Board/Election of Officers for 2021
Presenter:  Chair Hitchings
Description:  Election of Officers will occur at the first meeting of each calendar year.

To approve the District Reorganization of School Board for 2021 as follows:

ELECTION OF
A. SCHOOL BOARD CHAIR:
Nomination(s) __________________________________
Action: __________________________________

B. SCHOOL BOARD VICE CHAIR:
Nomination(s) __________________________________
Action: __________________________________

C. SCHOOL BOARD CLERK:
Nomination(s) _________________________________
Action: __________________________________

D. SCHOOL BOARD TREASURER:
Nomination(s) __________________________________
Action: __________________________________
Recommended Motion(s):  to approve Reorganization of School Board/Election of Officers for 2021. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
VIII. Non-Action Items
VIII.A. Standing and Representative Committees for 2021
Presenter:  Board Chair
Description:  The board will discuss Committee Assignments for 2021. Attached are the 2020 assignments.
IX. Action Items
IX.A. Designate Time and Place for Regular and Special School Board Meetings/Study Sessions for 2021
Presenter:  Superintendent Rudolph
Description: 
2021 School Board Meeting Schedule
*All meetings are held in ESC 121A&B unless otherwise noted
Month Regular Board Meeting Special Board Meeting / Study Sessions
January Thursday, January 21, 2021 6:30 p.m.  
February Thursday, February 18, 2021 6:30 p.m Monday, February 1, 2021 6:00 p.m. - Board Study Session
March Thursday, March 18, 2021 6:30 p.m. Monday, March 1, 2021 6:00 p.m. - Board Study Session
April Thursday, April 22, 2021 6:30 p.m. Monday, April 5, 2021 6:00 p.m. - Board Study Session
May Thursday, May 20, 2021 6:30 p.m. Monday, May 3, 2021 6:00 p.m. - Board Study Session
June Thursday, June 24, 2021 6:30 p.m. Monday, June 7, 2021 6:00 p.m. - Board Study Session
    Friday, June 10, 2021 7:00 p.m. - Commencement - CIHS Gym
July Thursday, July 22, 2021 6:30 p.m. Monday, July 12, 2021 6:00 p.m. - Board Study Session
August Thursday, August 19, 2021 6:30 p.m. Monday, August 2, 2021 6:00 p.m. - Board Study Session
September Thursday, September 23, 2021 6:30 p.m. Monday, September 13, 2021 6:00 p.m. - Board Study Session
October Thursday, October 21, 2021 6:30 p.m. Monday, October 4, 2021 6:00 p.m. - Board Study Session
November Thursday, November 18, 2021 6:30 p.m. Monday, November 1, 2021 6:00 p.m. - Board Study Session
December Thursday, December 16, 2021 6:30 p.m. Monday, December 6, 2021 6:00 p.m. - Board Study Session
January 2022   Monday, January 3, 2022 6:00 p.m. - Organizational Meeting
Recommended Motion(s):  To approve Designated Time and Place for Regular and Special School Board Meetings/Study Sessions for 2021. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
Attachments: (1)
IX.B. Policy 203.7 – School Board Compensation (for 2021)
Presenter:  Board Chair
Description:  Board Policy 203.7 - School Board Compensation describes board compensation which is included as an attachment. Discussion and/or action to change any amounts within the policy will be entertained at the organizational meeting.
Recommended Motion(s):  To approve Policy 203.7 - School Board Compensation as is. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
Recommended Motion(s) #2:  To approve Policy 203.7 - School Board Compensation with Suggested Changes for 2021. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
Attachments: (1)
IX.C. Designate School District Attorney for 2021
Presenter:  Christopher Kampa
Description:  Administration recommends the Board approve Rupp, Anderson, Squires & Waldspurger, P.A. as the School District Attorney, but also allow administration to utilize services from other firms depending upon the nature of the issue. This would include local firms for land transactions, facility leases, easements, etc.
Recommended Motion(s):  To approve Rupp, Anderson, Squires & Waldspurger, P.A. as the School District Attorney for 2021. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
IX.D. Designate Official Newspaper for 2021
Presenter:  Christopher Kampa
Description:  The tables below show the Index Price for the Isanti-Chisago County Star and the County News Review, as well as the distribution of newspapers in the Cambridge-Isanti Schools Area. Both newspapers post legal notices on their web-sites for no additional charge.
Newspaper Request for Proposal Summary
Calendar Year 2021
Isanti-Chisago County Star Quote   Formula
Line length in pica (12 pts per pica) 9.56   9.56 x 12 = 114.72
Font point type 7    
Lines per inch in your legals 9   9 x 114.72 = 1032.48
Length in lower case alphabet in points 90   1032.48 / 90 = 11.47
Cost per inch for legals 2.05
 
  2.05 / 11.47 = 0.1787
Index Price .1787    
Distribution:   7,874            Total Papers in the Cambridge-Isanti Area
 
County News Review Quote   Formula
Line length in pica (12 pts per pica) 9.33   9.33 x 12 = 111.96
Font point type 7    
Lines per inch in your legals 9   9 x 111.96 = 1007.64
Length in lower case alphabet in points       90   1007.64 / 90 = 11.20
Cost per inch for legals 1.99   1.99 / 11.20 = 0.1777
Index Price 0.180    
Distribution:   1,834            Total Papers in the Cambridge-Isanti Area
Recommended Motion(s):  To approve Isanti-Chisago County Star as our Official Newspaper Based on Distribution in the Cambridge-Isanti Area for 2021. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
IX.E. Designate Official Depositories for Calendar Years 2021
Presenter:  Christopher Kampa
Description:  Administration recommends the designation of First Bank & Trust as the official bank depository. Secondary depositories are Minnesota School District Liquid Asset Fund Plus, PFM, and US BankCorp NA.

Prior to naming the official depositories, any School Board member who has stock or any other financial interest in a bank located within the boundaries of the school district, other than regular account, must make this fact a matter of public record.
Recommended Motion(s):  To approve First Bank & Trust as the Designated Official Depository for 2021. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
IX.F. Authority with Official Depositories for 2021
Presenter:  Christopher Kampa
Description:  Administration requests the approval of the following individuals to be given the authority to transfer funds as listed below:
  1. Authority to transfer MSDLAF Plus Funds:
    • Director of Finance and Operations
    • Finance and Accounting Specialist
    • School Finance Specialist I
  2. Authority to transfer funds between local banks:
    • Director of Finance and Operations
    • Finance and Accounting Specialist
    • School Finance Specialist I
    • School Board Chair
    • School Board Treasurer
    • School Board Clerk
  3. Authority to open and close accounts:
    • Director of Finance and Operations
    • Finance and Accounting Specialist
    • School Finance Specialist I
Recommended Motion(s):  To approve the Authority with Official Depositories as listed above for 2021. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
IX.G. Resolution Authorizing Use of Facsimile Signatures for 2021
Presenter:  Christopher Kampa
Description:  The district is required to authorize the use of facsimile signatures for purposes of conducting financial affairs. The following resolution is recommended:

BE IT RESOLVED BY CAMBRIDGE-ISANTI SCHOOLS, as follows:
  1. Pursuant to MS 47.41, the School Board of Cambridge-Isanti Schools and the Chairperson, Clerk, and Treasurer thereof, who are authorized to sign checks, drafts, vouchers, or any others from public funds, hereby authorize the school district depository banks to honor any such instrument bearing facsimile signature of and to charge the same on the account on which drawn as fully as though the same bore the manually written signature of such officers.
  2. Pursuant to MS 47.42, the School Board of Cambridge-Isanti Schools approves the use of facsimile signatures and shall insure the depositors against the loss of any public funds withdrawn upon unauthorized use of such facsimile signature and the officers or other personnel shall not be personally liable for loss, if any, resulting from the use of any facsimile signature unless the loss occurs by reason of his/her own wrongful act.
  3. The Clerk is hereby authorized and directed to furnish the school district depository with a copy of this resolution and the school district officers and said depositories are hereby authorized and directed to make the necessary arrangements for the use of facsimile signatures hereafter.
Recommended Motion(s):  To adopt Resolution Authorizing Use of Facsimile Signatures for 2021. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
IX.H. Resolution Authorizing Superintendent/Director of Finance and Operations to Sign Purchase Agreements for 2021
Presenter:  Christopher Kampa
Description:  Minnesota Statute 123B.52, Subd. 2 permits the Board to pass a resolution authorizing the Superintendent and the Director of Finance and Operations to sign purchase orders and certain contracts. Otherwise, all orders would have to be signed by the Board Officers. It is recommended by administration that the following resolution be passed:

"The Board of Education for Cambridge-Isanti Schools hereby authorizes the Superintendent of Schools and the Director of Finance and Operations to sign contracts and purchase orders for goods and services contained within the Board approved budget. Nevertheless, specific Board authorization and compliance with bid requirements are required for transactions in amounts greater than the minimum amount for which bids are required."
Recommended Motion(s):  To adopt Resolution Authorizing Superintendent/Director of Finance and Operations to Sign Purchase Agreements for 2021. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
IX.I. Resolution Authorizing Administration to Develop Specifications to Solicit Bids for 2021
Presenter:  Christopher Kampa
Description:  Minnesota Statute 123B.52 states that prior to accepting bids on items in excess of statute limits the Board shall advertise in designated newspaper. The following is a resolution which would authorize administration to develop specifications and solicit bids for Board review of those items approved by the Board in the budget.

"The Board of Education for Cambridge-Isanti Schools hereby authorizes the administration to develop specifications and solicit bids on items which need, by statute limit, to be bid. This authorization is limited to items having been approved in the budget process. The Board retains authority to review all bids and accept or reject any or all bids based on that review."
Recommended Motion(s):  To adopt Resolution Authorizing Administration to Develop Specifications to Solicit Bids for 2021. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
X. Adjournment
Presenter:  Board Chair
Description:  Adjourn meeting
Recommended Motion(s):  To adjourn meeting. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.

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