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December 16, 2021 at 6:30 PM - Regular School Board 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. 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
Aaron Berg, Vice Chair
Lynn Wedlund, Clerk
Heidi Sprandel, Treasurer
Gary Hawkins, Director
Nikki Johnson, Director
Carri Levitski, Director

Ex Officio, Dr. Nate Rudolph, Superintendent
Jillian Edblad, Student Representative
IV. 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.
V. Communications/Recognition
VI. School Board Showcase 
Presenter:  Patrick Morrow
Description:  Patrick Morrow, Data & Assessment Coordinator, will be presenting on data dashboards and how they help guide decision-making.
Attachments: (1)
VII. Open Forum
Presenter:  Community Members
Description:  An opportunity for members of the community to address the Board.
VIII. Board Committees
Presenter:  Committee Members
Description:  A. Board Standing Committee Reports (minutes attached)
B. Board Representative Committee Reports
C. Student Representative Board Report
D. School Board Member Good News Report
Attachments: (1)
IX. Administration Reports
Presenter:  Administrators
Description:  Administration will provide an update to the School Board.
Attachments: (1)
X. Non-Action Items
X.A. School For All Seasons Reimagine Task Force Update
Presenter:  Dr. Brenda Damiani
Description:  The School for All Seasons Reimagine Task Force met September through November to provide feedback and generate ideas regarding the future of SFAS. This presentation outlines the work and recommendations from the task force.
Attachments: (1)
X.B. 2022-2023 School Calendars
Presenter:  Dr. Brenda Damiani
Description:  Cambridge-Isanti Schools strives to develop a school calendar supporting continuous student learning and professional development for staff. A committee of district employees commenced in October to review previous calendars and discuss feedback as they developed the 2022-23 school year calendar. 

The C-I Schools Calendar Committee made their recommendation based on the following:
  • Statutes and policies governing K-12 instructional expectations
  • Number of required instructional days/minutes for students
  • State and local assessment windows
  • Number of staff work days and professional development days
  • Start and end dates that align with Labor Day and graduation
Attachments: (1)
X.C. Policy 602 - Organization of School Calendar and School Day
Presenter:  Shawn Kirkeide
Description:  Superintendent Dr. Rudolph and Cambridge-Isanti Schools Policy Review Committee met and discussed a comparison between our current policy and MSBA's model policy for reference. Cabinet and the Administrative Team also had the opportunity to review the proposed policy changes and provide comments.  Upon consideration, the Policy Review Committee is recommending the changes and modifications in the attached policy for first reading.
X.D. Policy 701.2 - Purchasing
Presenter:  Shawn Kirkeide
Description:  Superintendent Dr. Rudolph and Cambridge-Isanti Schools Policy Review Committee met and discussed a comparison between our current policy. Cabinet and the Administrative Team also had the opportunity to review the proposed policy changes and provide comments.  Upon consideration, the Policy Review Committee is recommending the changes and modifications in the attached policy for first reading.
Attachments: (1)
X.E. Policy 806 - Crisis Management Policy
Presenter:  Shawn Kirkeide
Description:  Superintendent Dr. Rudolph and Cambridge-Isanti Schools Policy Review Committee met and discussed a comparison between our current policy and MSBA's model policy for reference. Cabinet and the Administrative Team also had the opportunity to review the proposed policy changes and provide comments.  Upon consideration, the Policy Review Committee is recommending the changes and modifications in the attached policy for first reading.
Attachments: (1)
XI. Consent Agenda
Presenter:  Chair Hitchings
Description: 
A. November 18, 2021 Regular School Board Meeting
B. December 2, 2021 Truth in Taxation Special Session
C. Bills & Wire Transfers: A copy of the Bills & Wire Transfers is available for your review
D. Personnel Action: A summary of personnel actions for this month is attached, including hires, retirements, leaves of absence, and change in assignments, additional assignments, resignations and terminations.

Any items board members wish to have considered as a separate action?

Board approval of consent agenda is needed.
Recommended Motion(s):  To approve the consent agenda. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
Attachments: (4)
XII. Treasurer's Report
Presenter:  Heidi Sprandel
Description:  Heidi Sprandel, Board Treasurer, will give recommendation for treasurer’s report subject to audit. The Board Treasurer and Director of Finance and Operations meet once a month to review the previous month’s financial activity. Reports that are reviewed are the treasurer’s report, payment registers, and employee reimbursement report.
Recommended Motion(s):  To approve the treasurer's report subject to audit. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
Attachments: (1)
XIII. Action Items
XIII.A. Gifts and Donations
Presenter:  Christopher Kampa
Description:  Therefore the Director of Finance and Operations recommends the following resolution:
Minnesota Statues 12B.02, Subd. 6 provides: "The board may receive, for the benefit of the district, bequests, donations, or gifts for any proper purpose and apply the same to the purpose designated. In that behalf, the board may act as trustee of any trust created for the benefit of the district, or for the benefit of pupils thereof, including trusts created to provide pupils of the district with advanced education after completion of high school, in the advancement of education."; and

School Board Policy 706 establishes guidelines for the acceptance of gifts/donations to the District; and

Minnesota Statute 465.03 provides: "Any city, county, school district or town may accept a grant or devise of real or personal property and maintain such property for the benefit of its citizens in accordance with the terms prescribed by the donor. Nothing herein shall authorize such acceptance or use for religious or sectarian purposes. Every such acceptance shall be by resolution of the governing body adopted by a two-thirds majority of its members, expressing such terms in full."; and

Every such acceptance shall be by resolution of the governing body adopted by a two-thirds majority of its members, expressing such terms in full;

THEREFORE, BE IT RESOLVED that the School Board of Cambridge-Isanti Schools, ISD 911 accept with appreciation the following gifts/donations and permit their use as designated by the donor(s).
 
Date Donor Site Item/Nature of Gift/Donation Value
11/24/2021 Karyn Sims District Donation of school supplies  
11/15/2021 Kriste Ericsson Grad Band Donation  $            40.00
11/30/2021 Richard Olson Robotics Donation  $          500.00
12/8/2021 Rotary Club of Cambridge-Isanti District Donation  $          589.00
11/29/2021 Tab & Slots Weld Tables CIHS Welding Dept. Steel for welding practice  $      1,000.00
12/8/2021 Ruth Becklin, Vicki Ostrom & Craig Becklin CIHS Drama Department Donation in memory of Glori Dawn Sondberg (Becklin)  $      1,000.00
Recommended Motion(s):  To adopt resolution to accept gifts, grants or devise of real or personal property. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
XIII.B. Intent Resolution and Sale Parameters (2022A Refunding Bonds)
Presenter:  Christopher Kampa
Description:  The District is authorized under the provisions of Minnesota Statutes, Chapter 475, as amended (the "Act"), and Minnesota Statutes, Section 123B.595, as amended ("Section 123B.595"), to issue general obligation facilities maintenance bonds for the purpose of financing certain facilities and site maintenance projects approved by the Minnesota Commissioner of Education (the "Commissioner").

The Board hereby finds and determines that it is necessary and expedient to the sound financial management of the affairs of the District to issue its general obligation facilities maintenance bonds (the "Bonds"), in the aggregate principal amount not to exceed $15,525,000, pursuant to the Act and Section 123B.595 to finance the costs of certain facilities and site maintenance projects of the District (collectively, the "Projects") which are included in the District’s ten-year facilities plan (the "Plan").
Recommended Motion(s):  Motion to adopt Resolution Stating the Intention of the School Board to Issue General Obligation Facilities Maintenance Bonds, Series 2022A, in the Aggregate Principal Amount Not to Exceed $13,525,000; And Taking Other Action With Respect Thereto. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
Attachments: (2)
XIII.C. Revised FY 23 Long-Term Facilities Maintenance Ten-Year Plan
Presenter:  Christopher Kampa
Description:  Minnesota Statutes, section 123B.595, establishes the Long-Term Facilities Maintenance ("LTFM") Revenue program. School districts are required to annually update their LTFM ten-year plan and submit the board-approved plan to the commissioner for approval by July 31. This plan was submitted, but due to recent changes administration is recommending the plan be revised.

The original plan submission includes revenue projections, expense projections, and a statement of assurances. Existing maintenance plans were used to complete the 10-year expenditure plan, including paving, roofing, flooring, painting, and more.

The 10-year revenue projection plan is based on the revenue formula, which was $380 per adjusted pupil unit times the lessor of one or the ratio of the district’s average building age to 35 years. The projected adjusted pupil units are based on 10 years of historical pupil data.

The Statement of Assurances requires the district to affirm we are aware of and are abiding by the State Statutes and MDE guidance on allowable expenditures.
Recommended Motion(s):  To approve the revised FY 23 Long-Term Facilities Maintenance Ten-Year Plan. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
XIII.D. 2022 Roofing Replacement Project Bids
Presenter:  Christopher Kampa
Description:  Bids for the Cambridge-Isanti Schools 2022 Roofing Replacement Project were received and publicly opened at 2:00 PM on Tuesday, November 23, 2021, at the Education Services Center. Bids from six companies were received, and a summary is attached to this document. McDowell Company was the lowest responsible bidder in the amount of $1,347,400.00.
Recommended Motion(s):  To award the 2022 Roofing Replacement Project to McDowell Company as the lowest responsible bidder. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
XIII.E. Final 2021 Payable 2022 Property Tax Levy
Presenter:  Christopher Kampa
Description:  Upon Board approval of the preliminary 2021 payable 2022 property tax levy in September, and according to MN state statute, we certified the preliminary levy with Isanti County. Minnesota state statute requires municipalities to hold a Truth in Taxation meeting, which was held on December 2, 2021. The final levy that you will find on the following pages is the same information that was shared at that meeting.

After approval of the final property tax levy, we will certify it with Isanti County. The final 2021 payable 2022 property tax levy total is $14,675,368 which is a $2,504,851 increase from the prior year levy. Detailed information on our property tax levy and the process by which it is created can be found on our webpage.
Recommended Motion(s):  To approve the Final 2021 Payable 2022 Property Tax Levy. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
Attachments: (1)
XIII.F. Resolution Establishing Combined Polling Places for 2021
Presenter:  Superintendent Rudolph
Description:  Election law requires school districts to approve a resolution to combine polling places. That resolution must be approved by December 31st of each year.

The board must designate the combined polling place (or places) they would use in the future calendar year and notify county auditor(s) by sending them a copy of the resolution. Combined polling places must be a location currently designated for use by a county or municipality. The recommendation is to use Cambridge Fire Hall within the City of Cambridge, Precinct 1, Isanti County, Cambridge, Minnesota and Isanti Community Center within the City of Isanti, Precinct 2, Isanti County, Isanti, Minnesota.

With board vacancy special elections included in the new law, school districts never know when a special election will be needed to fill the position. As special elections are costly with the school district covering all costs, it is recommended to limit polling locations. Without adoption of the resolution, districts may end up having to pay tens of thousands of dollars for election equipment and election judges for dozens of polling places, instead of just one or two combined polling places. 

The specific precincts need to be listed per the request of the county in this resolution. Administration recommends the revised resolution be approved with the specific precincts listed.  
Recommended Motion(s):  To adopt Resolution Establishing Combined Polling Places for Certain Multiple Precincts and Designating Voting Hours for School District Elections When No Other Election Is Being Held in The School District. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
XIII.G. Policy 414 - Mandated Reporting of Child Neglect or Physical or Sexual Abuse
Presenter:  Shawn Kirkeide
Description:  Superintendent Dr. Rudolph and Cambridge-Isanti Schools Policy Review Committee met and discussed a comparison between our current policy and MSBA's model policy for reference. Cabinet and the Administrative Team also had the opportunity to review the proposed policy changes and provide comments. Upon consideration, the Policy Review Committee is recommending the Board approve the policy with modifications made in the attached policy.
Recommended Motion(s):  To approve Policy 414 - Mandated Reporting of Child Neglect or Physical or Sexual Abuse as presented. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
XIII.H. Policy 415 - Mandated Reporting of Maltreatment of Vulnerable Adults 
Presenter:  Shawn Kirkeide
Description:  Superintendent Dr. Rudolph and Cambridge-Isanti Schools Policy Review Committee met and discussed a comparison between our current policy and MSBA's model policy for reference. Cabinet and the Administrative Team also had the opportunity to review the proposed policy changes and provide comments. Upon consideration, the Policy Review Committee is recommending the Board approve the policy with modifications made in the attached policy.
Recommended Motion(s):  To approve Policy 415 - Mandated Reporting of Maltreatment of Vulnerable Adults as presented. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
XIII.I. Policy 522 - Title IX Sex Nondiscrimination Policy, Grievance Procedure and Process
Presenter:  Shawn Kirkeide
Description:  Superintendent Dr. Rudolph and Cambridge-Isanti Schools Policy Review Committee met and discussed a comparison between our current policy and MSBA's model policy for reference. Cabinet and the Administrative Team also had the opportunity to review the proposed policy changes and provide comments. Upon consideration, the Policy Review Committee is recommending the Board approve the policy with modifications made in the attached policy.
Recommended Motion(s):  To approve Policy 522 - Title IX Sex Nondiscrimination Policy, Grievance Procedure and Process as presented. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
XIII.J. Policy 616 - School District System Accountability
Presenter:  Shawn Kirkeide
Description:  Superintendent Dr. Rudolph and Cambridge-Isanti Schools Policy Review Committee met and discussed a comparison between our current policy and MSBA's model policy for reference. Cabinet and the Administrative Team also had the opportunity to review the proposed policy changes and provide comments. Upon consideration, the Policy Review Committee is recommending the Board approve the policy with modifications made in the attached policy.
Recommended Motion(s):  To approve Policy 616 - School District System Accountability as presented. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
XIII.K. Policy 625 - Volunteer Policy
Presenter:  Shawn Kirkeide
Description:  Superintendent Dr. Rudolph and Cambridge-Isanti Schools Policy Review Committee met and discussed a comparison between our current policy. Cabinet and the Administrative Team also had the opportunity to review the proposed policy changes and provide comments. Upon consideration, the Policy Review Committee is recommending the Board approve the policy with modifications made in the attached policy.
Recommended Motion(s):  To approve Policy 625 - Volunteer Policy as presented. This motion, made by Board Member #1 and seconded by Board Member #2, Passed.
Attachments: (1)
XIV. Adjournment
Presenter:  Chair Hitchings
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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