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June 15, 2020 at 7:30 PM - Regular Meeting

1. Call to Order at 7:30 P.M.
2. Roll Call
3. Listening Session
Description:  Description:  All speakers are asked to complete the Listening Session Sign-in Form including as much detail as possible and including a printed / written copy of your presentation if one is available. This is an opportunity for the Board to listen, the Board will not engage in dialogue. As a general rule, the Board will not comment on or respond to any comments made by speakers. Please do not include names of Greenbush Middle River employees or representatives, their title, or location in your remarks for your own legal protection and the legal rights of staff.

Each speaker will have five (5) minutes to speak: speakers may not roll their time to another speaker. Speakers will be timed and are asked to complete their comments in this time frame. Board members may ask questions if needed.  Please begin your presentation by stating your name and topic only.
In the spirit of fairness to all participants, we request that you respect the format above. Thank you for taking the time today to attend this meeting and share your concerns and suggestions.

Due to the COVID-19 outbreak, members of the public may wish to email Board communication(s) to <>
4. Recommendation to add items to the agenda from Board members or School Administrators
5. Approval of Agenda
Roll Call Vote
5.1. A motion was made by  ____________________, seconded by ____________________ to approve the agenda of the ______ Regular Board Meeting as presented/amended.
6. Minutes
Roll Call Vote
6.1. A motion was made by  ____________________, seconded by ____________________ to approve the minutes of the preceding regular meeting of May 18, 2020.
Description:  see attached
Attachments: (1)
7. Business Services
Roll Call Vote
7.1. A motion was made by  ____________________, seconded by ____________________ to approve the payment of bills check #37318 through #37368 for a total of $76,704.72 and Purchasing Card electronic payments dated May 5, 2020 and Electronic Funds Transfers as submitted.
Attachments: (3)
7.2. Treasurer's Report
Attachments: (1)
7.3. Greenbush Middle River School District Budget to Actual Expenditure Report (as previously requested by board member to provide on monthly basis).
Description:  • As requested by board member, document will be provided on monthly basis.

Budget consists of 6 fund balances:

o  01 General Fund
o  02 Food Service
o  04 Community Services
o  07 Debt Redemption
o  08 Scholarships
o  09 Student Activities
• *see attached
Attachments: (1)
8. Significant School Events and Communication:
8.1. Board acceptance of donations to the School
Roll Call Vote
Description:  Anonymous Donation to School Library .................... $3,000.00

Anonymous Donation to School program .................. $10,000.00

Border Bank provided a SENIOR SCRAPBOOK to each student in the Class of 2020.  The full color scrapbook of nearly a dozen pages is a great memento for this year's senior class.  Mrs. Sue Lieberg was instrumental in completing this project.  THANK YOU Mrs. Lieberg and Border Bank.

A motions was made by __________________ and seconded by _______________ to accepted the afore-mentioned donations to the School District.
9. Old Business
9.1. Presentation by Mr. Matthew Hammer from the District's Financial Advisor (Ehlers & Associates)
I.  Operating Referendum options
II.  School District Cash Flow options for 2020-2021 school year (in the event State Aid to public education is reduced through its metered payment system)
Description:  See attached presentation created by Ehlers & Associates

Board Discussion  Q & A
10. New Business:
10.1. Renew membership in Minnesota Rural Education Association (MREA)
Roll Call Vote
  • MREA advocates exclusively for Greater Minnesota School Districts · MREA provides guidance and information relating to best practice within education, professional development opportunities as well as legislative policy.
  • MREA provides a voice at the Minnesota Legislature advocating for policy, testifying
    before committees as well as informing legislators on the issues that impact rural education. 
  • Membership dues are required annually 
 NOTE:  As a response to COVID-19 expenditures incurred by schools in
              2019-2020, MREA is providing a 10% reduction in its 2020-2021
              membership fee.

A motion was made by ______________, seconded by _________________, to renew the District's annual membership with the Minnesota Rural Education Association (MREA). 
Attachments: (1)
10.2. Renew membership in Minnesota School Boards Association (MSBA)
Roll Call Vote
  • Greenbush Middle River School District currently is a member of the Minnesota School Boards Association 
  • Membership dues are required annually 
  • MSBA assists the Greenbush Middle River School District on a variety of issues such as policy development, negotiations, human resources, advice based on legal precedent, legislative lobbying 
A motion was made by ______________, seconded by _________________, to renew the District's annual membership with the Minnesota School Boards Association (MSBA). 
10.3. Renew contract with the NW Service Cooperative for Environmental/Occupational Health & Safety Management Services.
Roll Call Vote
Description:  The school administration recommends renewal of three-year Environmental/Occupational Health & Safety Management Agreement with Northwest Service Cooperative at the following rates (see attached):
FY 21 (2020-2021) = $4,630.64
FY 22 (2021-2022) = $4,723.25
FY 23 (2022-2023) = $4,817.72

The following compliance services are included in the annual Environmental/Occupational Health & Safety Management Agreement :

Employee Right-to-Know                  Asbestos
Personal Protective Equipment        Hazardous Waste
Laboratory Standard                         Bloodborne Pathogens
Underground Storage Tanks             Community Right-to-Know
Emergency Action Plan                    Indoor Air Quality
Hearing Conservation                       Integrated Pest Management
Respiratory Protection                        Hoist Lift
Confined Space Entry                       Welding, Cutting or Brazing
Lockout / Tagout                                Electrical Safety
Compressed Gas Safety                   Forklift Safety
Lead in Water                                    Machine Guarding
Radon                                                Assistance with Attachment 10 (H & S)
AWAIR  (A Workplace Accident & Injury Reduction program)
Attachments: (1)
10.4. GMR Staffing for 2020-2021
10.4.a. Board Approval to employ licensed Music Teacher
Roll Call Vote
Description:  Motion by Board members _______________________ and seconded by ______________ to approve employment of Mrs. Mindy Helle as a licensed Music Teacher effective with the 2020-2021 school year.
10.4.b. Special Education Teacher re-assignments effective with the 2020-2021 school year
Roll Call Vote
Description:  The School Administration is recommending re-assignment of Special Education Teachers effective with the 2020-2021 school year.

A licensed Special Education Teacher resigned at the end of the 2019-2020 school year.

The District has not received any licensed teacher applications.

The District's enrollment has declined over a period of 10+ years. (see attached)

The School Administration believes the special education caseload can be served with the two (2) remaining licensed Special Education teachers.  (The school Principal has spoken with both of these teachers in the recent past about this re-assignment.)

Recommended Board Action:   Motiion by Board member _________________ and seconded by _______________________ to reassign Mr. Dave Stenelle and Mrs. Trish Waage the GMR Special Education Student caseload effective with the 2020-2021 school year.

Attachments: (1)
10.5. Adopt PRELIMINARY Fiscal Year 2020-2021 School Budget based on "roll over" of  2019-2020 School Budget
Roll Call Vote
MN Statute 123B.77 indicates that prior to July 1 of each fiscal year, the Board of each school district must approve and adopt its revenue and expenditure budgets for the next school year.  The budget document so adopted must be considered an expenditure-authorizing or appropriations document.  No funds shall be expended by any Board or district for any purpose in any school year prior to the adoption of the budget document which authorizes that expenditure, or prior to an amendment to the budget document by the board to authorize the expenditure.

The administrative recommendation for adopting this "rollover" budget is for legal compliance with the understanding the 2020-2021 estimated school budget will be amended at a later time .  
School boards are required to adopt annual budgets before the fiscal year ends June 30.  Because many details about state (GEER) and federal grants (ESSER) and MDE's allowance for one-time fund balance transfers are not clear or have not been implemented to-date, the budget will be reviewed and adjusted as guidance and answers to questions become available.

What we do know is State general education revenue is projected to increase 2% for the 2020-21 school year.  However, the increase in State aid will likely be off-set by declining K-12 student enrollment.

Suggested Board Action: Moved by _____________ and seconded by _____________ to adopt the estimated 2019-2020 (FY 20) budget as a preliminary working budget for July 1, 2020 through June 30, 2021 (FY21) with the understanding the FY 21 Budget will be amended at a later date.    

Attachments: (1)
11. Designation of Superintendent of Schools as the Identified Official with Authority (IOwA) to authorize user access to MDE secure website(s) for the Greenbush Middle River School District.
Roll Call Vote
Description:  Designation of an Identified Official with Authority for Education Identity Access Management
The Minnesota Department of Education (MDE), Professional Educator Licensing Standards Board (PELSB), and Office of Higher Education (OHE) require annual designation of an Identified Official with Authority (IOwA) for each local education agency that uses the Education Identity Access Management (EDIAM) system. The IOwA is responsible for authorizing, reviewing, and re-certifying user access for their local education agency in accordance with the State of Minnesota Enterprise Identity and Access Management Standard, which states that all user access rights to Minnesota state systems must be reviewed and re-certified at least annually. The Identified Official with Authority will authorize user access to State of Minnesota Education secure systems in accordance with the user’s assigned job duties, and will revoke that user’s access when it is no longer needed to perform their job duties. The Director recommends the Board authorize Larry S. Guggisberg, Ed. D., <>  to act as the Identified Official with Authority (IOwA) for the Greenbush Middle River School District ISD# 2683.

A motion was made by ______________, seconded by _________________, to approve the Superintendent of Schools (Larry S. Guggisberg, ED. D) be designated as the Greenbush Middle River School District's Identified Official with Authority (IOwA).
12. Reports:
12.1. Superintendent
12.1.a. Greenbush Middle River School District Enrollment - end of 2019-2020 school year.
Description:  End of 2019-2020 school year K-12 student enrollment is attached. 
Attachments: (1)
12.1.b. School Board Elections - Notice of Filing for November 3, 2020 General Election
Description:  The General Election is held the first Tuesday after the first Monday in November (November 3, 2020).

Three seats on the GMR School Board are up for election.  See attached.
Prior to the July regular meeting, notice(s) of election must take place in school district newspaper publications.  The timeline for the November 2020 General Election is attached. 

ELECTION NOTICE to be published in Greenbush Tribune  July 1 & July 8 and in the Middle River Honker:  July 4 & July 11 


NOTICE IS HEREBY GIVEN that the period for filing affidavits of candidacy to fill three (3) vacancies for the office of school board member of Independent School District No. 2683 shall begin on July 28, 2020, and shall close at 5:00 o'clock p.m. on August 11, 2020.

The election shall be held during the General Election on Tuesday, November 3, 2020.  At that General Election, three (3) individuals will be elected to fill vacancies with each term expiring January 1, 2025.

Affidavits of Candidacy are available from the school district clerk, Independent School District No. 2683, 401 Park Avenue West.  The filing fee for this office is $2.  A candidate for this office must be an eligible voter, must be 21 years of age or more on assuming office, must have been a resident of the school district from which the candidate seeks election for thirty (30) days before the general election, and must have no other affidavit on file for any other office at the same primary or general election.

The affidavits of candidacy must be filed in the office of the school district clerk and the filing fee paid prior to 5:00 o'clock p.m. on August 11, 2020.

/s/ Carrie Jo Howard                       
School District Clerk
Attachments: (2)
12.1.c. Cornavirus [COVID-19] related items
Description:  School Districts across the State of MN (in-fact the entire United States) were adversely affected by the Coronavirus (COVID-19) from mid-March to the end of the school year.  See attached.
Attachments: (1)
12.1.c.a. COVID-19 Relief Funding from Federal and State Governments
Description:  Two funding sources are being made available for schools as a result of the Coronavirus [COVID-19] pandemic:

(1)  CARES Act (Coronavirus Aid, Relief, and Economic Security) passed by Congress and signed into law by President Trump on March 27, 2020. 
ESSER (Elementary and Secondary Emergency Relief) fund = $41,954

(2)  GEER (Governor's Emergency Education Relief) fund = $2,388.

Total:  $44,342             
see attached
Attachments: (1)
12.1.c.b. Phase III of the Stay Safe Order to open Schools, Gyms and Outdoor Facilities starting June 10, 2020.  
see attached MDE announcement
Attachments: (1)
12.1.c.c. MDE Guidance and Planning for the start of the 2020-2021 School Year
Description:  I.  Three (3) scenarios to start the 2020-2021 school year are being brought forward by the MN Dept. of Education.   The three Models for schools will be released the week of June 15th.  MDH (MN Dept. of Health) and MDE (MN Dept. of Ed) will announce or provide a determination decision the week of July 27. 
see attached announcement.
A PRESS RELEASE was distributed today (June 15, 2020) explaining the Dept. of Education's position(s) on re-opening schools in the Fall of 2020.

II.  MN. Dept. of Education - Family Survey Request  
see attached Survey

Hello school leaders,

As the Minnesota Department of Education works closely with the Minnesota Department of Health to plan for the 2020-21 school year, we want to hear from families about their experience with the distance learning this spring. 

This feedback is extremely valuable to us. This information will allow us to help families as they balance the responsibilities of work and family, while also supporting student learning.

The survey is available here in English, Hmong, Somali, and Spanish.

Please share this survey widely with your families and on social media. The survey will close on June 30, 2020.

Heather Mueller, Ed.D.
Deputy Commissioner

Attachments: (2)
12.1.d. Report of the events and activities of the 2020 Minnesota Legislature and potential effects on Public Education    
Description:  The 2020 MN Legislature adjourned on May 18 in the midst of a nation-wide [world-side] Coronavirus pandemic.  

The MN Legislature is scheduled to return to a Special Session beginning on June 18, 2020.  The Legislature was / is scheduled to address the financial condition of the State of MN.  Prior to the Coronavirus pandemic the State of MN had a $1.5 billion surplus.  As a result of the Coronavirus pandemic, the State of MN is projecting a $2.42 billion deficit.  Addressing the State deficit may include changing the metered payment system currently in place for public schools, which may affect cash flow for payment of monthly bills incurred by schools.  
As of today's Board meeting, it is unknown what, if any, changes of K-12 funding may take place.

In addition, addressing recent social unrest that started in Minneapolis on May 25, 2020 and subsequently spread throughout the county has been added to the Special Session agenda.

"Before George Floyd was killed by Mpls. police on May 25, Minnesota lawmakers were expected to hold a special session in mid-June, primarily to address the COVID-19 pandemic and negotiate a measure to pay for public construction projects.

Now, after Floyd’s death — and the protests and arson that followed it — a very different agenda has emerged at the state Capitol. Many in the DFL, led by a bloc of lawmakers of color, are now calling for a special session to change policing law, pump money into recovery projects for Minneapolis small businesses and perhaps give other state dollars to help black communities."  Source:  6/3/2020 by W. Orenstein

12.2. Principal
12.2.1. Mn State High School League's position statement on equity and respect - All MSHSL coaches and advisors are expected to promote and model these values.
Description:  The mission of the Minnesota State High School League is to provide educational opportunities for all students through interscholastic athletic and fine arts programs and provide leadership and support for member schools.

As our country and our state are experiencing the civil and social response to the tragic death of George Floyd, the League and its member schools recognize the significance of this time.
13. Adjournment
Roll Call Vote
Motion by__________________        Second by ____________________ to ADJOURN
14. Communications
  • Regular April School Board Meeting - July 20, 2020 @ 7:30 p.m. in GMR School Library
  • School District on-site Financial Audit - September 22-25, 2020

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