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January 4, 2021 at 7:00 PM - Organizational Meeting

Agenda
I. CALL TO ORDER
II. APPROVAL OF AGENDA
III. BOARD OF EDUCATION ANNUAL RE-ORGANIZATION
III.A. ELECTION OF BOARD OFFICES FOR CALENDAR YEAR 2021
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

On the following page, you will find the interest survey information related to the election of officers.  The officers to be elected are:  Chairperson, Vice Chairperson, Clerk and Treasurer.  School board members will vote on each of these positions.


RECOMMENDATION:

Approve the election of officers based on school board discussion and nomination.
 
III.B. APPOINTMENT OF SCHOOL BOARD STANDING COMMITTEE MEMBERS
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

Background information on board member areas of interest for the three standing committees of the board has been provided.

These three committees, per district policy #212, are:
  • Personnel and Negotiations
  • Curriculum and Policy
  • Budget and Facilities

Further discussion will take place at the meeting.


RECOMMENDATION:

Approve committee appointments as designated by board chair.
 
III.C. BOARD MEMBER APPOINTMENTS FOR CALENDAR YEAR 2021
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

The previous Interest Survey/Level of Interest in Board Committees document also identifies board members who are interested in additional school board assignments.  Discussion will take place at the time of the board meeting.  Based on the discussion, the chair will appoint board members to the assignments.


RECOMMENDATION:

Approve the school board member assignments for 2021 as appointed by the chairperson.
 
III.D. SALARY FOR BOARD MEMBERS FOR CALENDAR YEAR 2021
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

Each year, the school board needs to establish the board member salary for the calendar year. 

On January 2, 2018, the board approved school board salaries at $3,600 with the chairperson receiving an additional $500 per year.  For the last two years, the board elected to delay the implementation of a 3% increase.


RECOMMENDATION:

Administration recommends approval of a 3% increase for 2021.  The annual salary will increase from $3,600 to $3,708 per board member with the chairperson receiving an additional $500 per year.
 
III.E. SET MAXIMUM BUDGET AMOUNT TO BE AVAILABLE FOR BOARD MEMBER'S TRAINING AND INSERVICE
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

District Policy #211 requires the school board to set a board member training and in-service amount for the calendar year.  Last year, the board set the amount of $2,300 per board member for training and in-service.  No change is being recommended for the year 2021.


RECOMMENDATION:

Approve the school board member’s 2021 training and in-service amount as $2,300 per board member.
 
III.F. SCHOOL BOARD MEETING CALENDAR
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

The following page provides the recommended dates for regular school board meetings.  The meetings are adopted through June 2022 to permit these dates to be printed as a part of our regular school calendar publication.

Also, discussion will take place regarding the scheduling of special work session school board meetings periodically during the school year.  Meeting dates will be scheduled as necessary.


RECOMMENDATION:

Approve the January 2021 through June 2022 school board meeting calendar as presented.
 
III.G. SCHOOL BOARD MEETING FORMAT AND COMMUNICATION PROCESS
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

The following pages provide an overview of the recommended school board meeting format and communication process.  Further discussion will take place at the time of the meeting.


RECOMMENDATION:

Approve the school board meeting format and communication process as presented.
 
IV. BOARD OF EDUCATION ORGANIZATIONAL CONSENT ACTION ITEMS
IV.A. DESIGNATION OF OFFICIAL NEWSPAPER FOR LEGAL PUBLICATIONS FOR THE DISTRICT
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

The Echo Press has been designated the official newspaper for the district’s legal publications and postings.  The administration is supportive of continuing with the Echo Press as the official newspaper for district legal publications and postings.


RECOMMENDATION:

Approve the Echo Press as the district’s official newspaper for legal publications and postings for the 2021 calendar year.
 
IV.B. DESIGNATION OF LEGAL COUNSEL
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

Kennedy & Graven; Swenson, Lervick, Syverson, Trosvig, Jacobson, Schultz, P.A.; Pemberton Law Firm; and the Dorsey Whitney Law Firm currently serve as the legal counsel for the district.  The administration is supportive of these firms continuing to serve as legal counsel resources for the district.


RECOMMENDATION:

Approve Kennedy & Graven; Swenson, Lervick, Syverson, Trosvig, Jacobson, Schultz P.A.; Pemberton Law; and the Dorsey Whitney Law Firm to serve as legal counsel for the district for the 2021 calendar year.

 
IV.C. APPROVE ON-CALL ARCHITECTS
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

Ringdahl Architects; Widseth, Smith, Nolting & Associates; and JLG Architects have served to meet the district’s on-call architectural needs over the past year.  The administration is supportive of these firms remaining as the district’s on-call architects.


RECOMMENDATION:

Approve Ringdahl Architects; Widseth, Smith, Nolting & Associates; and JLG Architects as the district’s on-call architects for 2021.
 
IV.D. APPROVE AUDIT FIRM
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

The Eide Bailly LLP firm conducted the financial audit for the district this past year.  The administration is supportive of this firm remaining as the district’s financial advisors and completing the fiscal audit.


RECOMMENDATION:

Approve Eide Bailly LLP as the 2020-2021 financial auditing firm.
 
IV.E. APPROVE DESIGNATED DEPOSITORIES FOR DISTRICT FUNDS
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

The district uses a number of financial institutions as official depositories for district monies.  The administration is again recommending the same financial institutions for calendar year 2021.


RECOMMENDATION:

Approve the following as official depositories for district monies in the 2021 calendar year:
  1. Bell Bank, Alexandria
  2. Bremer Bank, Alexandria
  3. Minnesota School District Asset Fund Plus
IV.F. APPROVE DESIGNATED PERSONNEL FOR ELECTRONIC FUND TRANSFERS
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

Based on a recommendation from the district’s audit firm, the administration is again recommending that the board delegate authority to the business director to initiate electronic fund transfers and to invest District funds.


RECOMMENDATION:

Approve delegating authority to the business director to initiate electronic fund transfers and to invest District funds.

 
IV.G. APPROVE DISTRICT POLICY SERVICE PROVIDER
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

The Minnesota School Boards Association (MSBA) provides a school policy development service to member districts.  The administration is supportive of this service membership.


RECOMMENDATION:

Approve MSBA as the District Policy Service Provider for calendar year 2021.
 
IV.H. APPROVE DISTRICT CONTACTS AND DESIGNEES
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

Identified below are District administrators who serve as District contacts or representatives for specified state and federal programs.  The State of Minnesota asks that school districts annually approve these contacts and designees.
 
    • Superintendent:  Rick Sansted
    • Business Director:  Trevor Peterson
    • ESEA (Title I) LEA Rep & Contact:  Michelle Bethke-Kaliher
    • ESEA (Title IIA) Contact:  Darcy Josephson
    • District Assessment Coordinator:  Darcy Josephson
    • Federal IDEA, 419, 420, 422, 435 (Rep. & Contact):  Michelle Bethke-Kaliher
    • ADSIS [Alternate Delivery of Specialized Instructional Services] Rep. & Contact:  Michelle Bethke-Kaliher
    • Comprehensive School Reform Contact:  Rick Sansted
    • Air Quality Control Contact:  Wade Nibbe
    • Minnesota Automated Reporting Student System (MARSS) Contact:  Krista Gundberg


RECOMMENDATION:

Approve the District administrative contacts and designees for 2021 as presented.
 
V. ACTION ITEMS
V.A. APPROVE FACILITY RESEARCH
Presenter:  Trevor Peterson
Description:  BACKGROUND INFORMATION:

As the district continues to plan for future needs, the board has directed the administration to provide data for further study.


RECOMMENDATION:

The administration is recommending the board approve the facility research request as presented.
 
VI. INFORMATION ITEMS
VI.A. SCHOOL DISTRICT MEMBERSHIP UPDATES
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

Time will be provided to receive brief updates on the various school district memberships.  Superintendent Sansted and the 2021 School Board representative will share the information.  The memberships include:
  • Minnesota School Boards Association (MSBA) Legislative Liaison
  • Minnesota State High School League (MSHSL)
  • Lakes Country Service Cooperative (LCSC)
  • Runestone Area Education District (RAED)
  • Central Minnesota Educational Telecommunications (CMETS)
  • Minnesota Rural Education Association (MREA)

No action is expected.
 
VI.B. REVIEW SUMMARY OF BOARD SELF-EVALUATIONS
Presenter:  Rick Sansted
Description:  BACKGROUND INFORMATION:

The board will review the compiled summary of the board self-evaluation forms completed by board members.  Discussion will follow.

No action is expected.
 
VII. COMMUNICATION ITEMS
VII.A. ADMINISTRATIVE TEAM AND SCHOOL BOARD MEMBER REPORTS
Presenter:  Rick Sansted
Description:  INFORMATION

The district administrative team will provide informational updates to the board at the meeting. 

Also, school board members will share information and other updates as appropriate.
 
VIII. ADJOURNMENT
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