January 8, 2014 at 5:00 PM - School Board Reorganizational Meeting

Description:  ACTION
Any board member can nominate another (no second required) to serve as Chair – more than one person can be nominated.  At some point in time (typically after calling for additional nominations three times), the Chair will close nominations for office of the Chair and will then ask for a vote on each nomination –the Chair declaring that person the Chair is sufficient to determine who the Chair is if there is only one person nominated.  If two or more people are nominated, then a voice vote or show of hands is necessary. 
Once the Chair has been elected, they can preside over the remainder of the meeting.  This process should continue to be used for the two other officer positions.

Description:  ACTION
Information regarding this action is included for review, along with the actual resolution.  It is my recommendation that the School Board approve combining several of the clerk and treasurer duties and allowing Jeannie to perform these – I am recommending this largely because she does them already anyways, so this would officially make it acceptable. 

Description:  ACTION
It is required that the School board set  the days and times for meetings; consequently, a draft of potential regular meeting days and times is enclosed.  By policy, Regular Meetings are held the third Monday of each month.  However, it has become customary to move the meeting to a later date if the third Monday is before the 17th of the month – this allows our office to process vendor bills/claims better, provide payment to vendors in a more timely fashion, and present more complete financial information to the School Board (and public).  In addition, a regular meeting has been scheduled on the first day of school for the past several years - this allows the Board to consider last-minute hires, to discuss start of the year activities, and to review enrollment on the first day of school. 

Description:  ACTION
The current salary for each member is $1,200 per year.  The Chair receives an additional $400 and Negotiations Committee Members receive an additional $400.      

Description:  ACTION
A list of committee assignments and representatives on other entities Board from 2013 is enclosed.  It c/would be beneficial to have each Board Member take a minute or so to share what committee assignment(s) and/or representative position(s) they are interested in and why, as well as sharing the ones that they are not interested in.  It c/would also be beneficial to have other Board Members share who they think would be good at a particular committee or representative position and why.  Once everyone has an opportunity to do this, going down (or up) the list and asking for interested members may be a relatively easy way to put together these assignments.      

Description:  This section is similar to a Consent Agenda for annual business that needs action by the School Board. 
If any Board Member objects to, or has questions regarding, any of the Routine Business items, they are encouraged to contact me prior to the meeting.  Those items that have been questioned and not clarified to their satisfaction may then be placed on the regular agenda.

Description:  ACTION
Using facsimile signatures is a common practice and one that has been used in the district for many years - it saves having to sign checks each month. 

Description:  ACTION
Funds can, and should, be invested during periods when there is positive cash flow and there is not an immediate need to access them; however, this authority should be granted annually.   

Description:  ACTION
Many state and federally funded programs require that the School Board, through official action, authorize an agent to execute and file funding applications for the school district and act as its official representative in those state- and federally-funded programs. 

Description:  ACTION
Funds are sometimes transferred to different accounts, as necessary, during the year.  This authority should be granted annually. 

Description:  ACTION
At times, there is a vacancy/position when the Board may not be meeting for several days/weeks.  In these situations, it may be necessary to advertise and hire an individual to fill a position.  However, final approval is always contingent upon a successful background check and on School Board approval.   

Description:  ACTION
Law requires the School Board to designate banks and/or savings associations that will be used as depositories for district funds. 

Description:  ACTION
Law requires the School Board to select an official newspaper for the publication of all district legal notices.   

Description:  ACTION
On occasion, it may be necessary to obtain legal counsel for a variety of reasons.  When this is the case, I consult with the Chair and contact legal counsel, if necessary. 

Description:  ACTION
We are adding financial depositories to the list of district designated ones; consequently, I and/or a designee should be authorized to access and manage funds in these depositories and conduct business on behalf of the district.

Description:  ACTION

Description:  Rachel's resignation letter is included.

Description:  A proclamation from Governor Dayton is included.

Description:  ACTION
A determination whether to make up the missed day of school from January 6, 2014 (Governor Dayton cancelled school that day) should be determined by the School Board.

Description:  ACTION