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December 8, 2020 at 5:30 PM - Regular Business and Truth in Taxation Meeting

Agenda
1) Call to Order
Agenda Item Type:  Procedural Item
2) Roll Call
Agenda Item Type:  Procedural Item
3) Adoption of Agenda
Agenda Item Type:  Action Item
4) Acceptance of Minutes 
Agenda Item Type:  Action Item
4)a. November 10, 2020, Minutes
Agenda Item Type:  Action Item
4)b. November 13, 2020 Special Business Meeting
Agenda Item Type:  Action Item
5) Public Comments
Agenda Item Type:  Information Item
6) Truth in Taxation and 2021 Tax Levy Certification
Agenda Item Type:  Action Item
Description:  This item will begin no earlier than 6pm, in accordance with state law.
6)a. Truth in Taxation Public Comments
Agenda Item Type:  Information Item
6)b. Final 2021 Tax Levy Certification
Agenda Item Type:  Action Item
Description:  ** Forwarded from 'Finance Committee' ** Pursuant to Minnesota Statute, the district is required to certify its final property tax levy before December 30, 2020. Districts are also required to hold a Truth in Taxation hearing which will occur at the December 8, 2020 meeting.

The Senior Financial Officer recommends, and the Superintendent concurs, that the maximum levy allowed be certified, which totals $224,041,985.00 

Timeline/Next Steps
Upon approval, the final levy will be communicated to Hennepin County and the Minnesota Department of Education.
7) Reports and Recommendations from the Superintendent of Schools
Description:  Presentations, discussions, and items for Board action at future meetings
7)a. Fiscal Year 2020 Financial Audit
Agenda Item Type:  Action Item
Description:  ** Forwarded from 'Audit Committee' **
Background
Public entities are required to have an annual audit conducted by an external firm.
7)b. 2021-2022 Budget Update
Agenda Item Type:  Information Item
7)b.1. Pro-Forma Financial Projections
Agenda Item Type:  Information Item
7)c. 2021 Legislative Agenda
Agenda Item Type:  Information Item
8) Policy Committee Report
Agenda Item Type:  Information Item
8)a. Repeal of Policy 6412
Agenda Item Type:  Action Item
Description:  ** Forwarded from 'Policy Committee' **

Item Title
Repeal of Policy 6412 (Paperbound Books)

Responsible Division
Academics

Background
Policy language is obsolete, and now covered elsewhere in current policy.

Equity Considerations
Policy language is obsolete. Repeal will have no impact.

Timeline
Committee Action: 11/24/2020
First Reading: 12/8/2020
Board Vote: 1/12/2021
 
8)b. Repeal of Policy 6137
Agenda Item Type:  Action Item
Description:  ** Forwarded from 'Policy Committee' **

Item Title
Repeal of Policy 6137 (Ceremonies And Observances)

Responsible Division
Operations

Background
Policy language is covered in state law. 

Equity Considerations
Policy language is covered in state law, repeal will have no impact.

Timeline
Committee Action: 11/24/2020
First Reading: 12/8/2020
Board Vote: 1/12/2021
 
8)c. Revision of Policy 5680
Agenda Item Type:  Action Item
Description:  ** Forwarded from 'Policy Committee' **

Item Title
Revision of Policy 5680 (Search Of Students, Lockers, Desks And Motor Vehicles) to update language to current standards.

Responsible Division
Operations

Background
This policy, originally adopted in 1973, has not been revised since adoption. Proposed changes update the policy to current standards and reflect current law.

Equity Considerations
This policy is required by MN statute and the proposed language reflects these requirements.

Timeline
Committee Action: 11/24/2020
First Reading: 12/8//2020
Board Vote: 1/12/2021
 
9) Action Items by the Board of Education
Agenda Item Type:  Action Item
Description:  Board will vote on these items during the meeting
9)a. Approval of the Consent Agenda
Agenda Item Type:  Consent Agenda
Recommended Motion(s):  Move to approve the consent agenda and authorize necessary actions to execute items
9)a.1. Personnel Items
Agenda Item Type:  Consent Item
9)a.1.a. Approval of List A personnel matters (2020-12-ER-A)
Agenda Item Type:  Consent Item
Description:  List A includes all hiring actions by the district since the previous board meeting. Effective upon board approval, per dates listed.

Moved that the board accepts the personnel recommendations and authorizes the appropriate board officer(s) or school district administrator(s) to sign all documents necessary to effectuate these agreements.
9)a.2. Contracts
Agenda Item Type:  Consent Item
9)a.2.a. Contract amendment with Central Roofing Company for North High School roofing replacement project (2020-12861)
Agenda Item Type:  Consent Item
Description:  The Operations Division requests approval for a contract amendment with Central Roofing Company in the amount of $712.10 for additional work outlined in Change Order #3 of the original contract. This amount exceeds what was approved by the Board on 9/8/20. The additional scope of work for this change order includes installing cable and connectors to the antenna in the courtyard. The new cumulative contract amount including this amendment is $1,364,221.90. The contract term is 08/21/2020 - 09/30/2021.
9)a.2.b. Contract amendment with Harris St. Paul, Inc. for multi-site BAS upgrades (2020-12869)
Agenda Item Type:  Consent Item
Description:  The Operations Division requests approval for a contract amendment with Harris St. Paul, Inc. in the amount of $70,008 for additional work outlined in Change Order #4 of the original contract. The scope of work includes district wide upgrades to Building Automation Systems to provide a uniform software platform to manage systems. Construction is underway and additional improvements were identified at Windom, Kenny, Barton, and Northeast. The value of Change Order #4 exceeds the amount previously approved by the Board on 8/18/20. The new cumulative contract amount including this amendment is $1,033,430. The construction contract has a substantial completion date of 12/31/2020.
9)a.2.c. Contract amendment with Pope Architects for consulting and architectural services for the safe and secure entrance project at Lyndale (2020-12877)
Agenda Item Type:  Consent Item
Description:  The Operations Division requests approval for a contract amendment with Pope Architects in the amount of $173,230 for additional work outlined in Change Order #5 of the original contract. This change order addresses having to split the project into multiple phases -- Phase 2, Phase 3, and potentially Phase 4 -- over two (potentially three summers). The value of Change Order #5 exceeds the amount approved by the Board on 03/10/20. The new cumulative contract amount including this amendment is $766,746. The contract term is 12/08/2020 - 08/31/2022.
9)a.2.d. Contract amendment with 292 Design Group for consulting and architectural services for Waite Park Elementary School improvements project (2020-12874)
Agenda Item Type:  Consent Item
Description:  The Operations Division requests approval for a contract amendment with 292 Design Group in the amount of $75,000 for additional work outlined in Change Order #4 of the original contract. The scope of work includes upgrading lunchroom and kitchen facilities at Waite Park Elementary to reflect current District food service operations and replacing certain building systems that are beyond their system life cycle. Change Order #4 addressed having to split the project into two scopes. The value of Change Order #4 puts the cumulative contract value over $500,000, requiring Board approval. The new cumulative contract amount including this amendment is $549,980. The contract term is 12/08/2020 - 12/31/2021.
9)a.2.e. Contract Amendment with T-Mobile for at-home internet access (2020-4400000624-4)
Agenda Item Type:  Consent Item
Description:  Due to the continued need for distance learning due to the COVID pandemic, at-home internet access is required for students to be able to access online curriculum. 

Amendment Value: $728,000
Accumulative Contract Value: $2,802,865
9)a.2.f. Contract Amendment with NASCO for additional K-8 Arts Kits for Distance Learning (2020-4400000622)
Agenda Item Type:  Consent Item
Description:  At the start of the school year, we purchased 16,000 K-5 kits, and 11,600 6-12 kits for Distance Learning. This order is for additional 6,082 K-8 Art kits. 

Original contract amount - $693,269.00                          
Amendment amount - $764,732.50
9)a.3. Resolutions
Agenda Item Type:  Consent Item
9)a.3.a. Resolution Acknowledging Receipt of the Fiscal Year 2020-21 Financial Audit
Agenda Item Type:  Consent Item
9)b. Budget Amendment
Agenda Item Type:  Action Item
Description:  ** Forwarded from 'Finance Committee' **
Background
The Finance Division recommends the 2020-21 budget be amended as described in the resolution for the following reasons:
  • a decrease in the adjusted daily membership of the District due to the COVID-19 pandemic which reduces anticipated revenue
  • management of position vacancies due to fewer students and further reducing other expenses to offset the additional costs required for COVID-19 expenses such as 1:1 devices, mobile hotspots, PPE, child care for critical care workers and distance learning materials
  • a one-time carryforward of unspent Achievement and Integration dollars of $3.2 million
  • increased grant funds due to CARES Act funding related to the COVID-19 pandemic
  • the Food Service fund has reduced revenue and expenses due to the COVID-19 pandemic
  • the Community Service fund has decreased revenue and expenses due to the COVID-19 pandemic requirement at fee-based programs
9)c. Repeal of Policies 3120, 3125, 3128, 3135, 3145, 3150, 3160, 3195, and 3430 and Amendment of Policy 3005
Agenda Item Type:  Action Item
Description: 

Item Title
Repeal of Policies 31203125312831353145315031603195, and 3430 and Amendment of Policy 3005 to consolidate all budget related language into one policy.

Responsible Division
Finance

Background
The current budget policies are outdated and follow a prior formatting standard. This proposal would consolidate all the policy language related to the preparation, adoption, publication, modification, reporting, projections, and responsibility of the school district budget into one policy.

Equity Considerations
This policy and the provisions contained within are required by law and/or regulation. Each year, proposed school and department budgets will use the 'Equity Considerations for Budgeting' process.

Timeline
Committee Action: 10/27/2020
First Reading: 11/10/2020
Referral to Finance Committee: 12/1/2020
Board Vote: 12/8/2020
 
9)d. 2014 COP Resolution
Agenda Item Type:  Action Item
Description:  ** Forwarded from 'Finance Committee' ** Codifying in resolution a previously authorized transfer to ensure proper validation and documentation purposes.
9)e. Authorization of Bond Sales
Agenda Item Type:  Action Item
Description:  The attached resolutions (Series 2020B and Series 2020C) award the sales of general obligation school building bonds and authorize their issuance according. 
10) New Business
Description:  Action or informational items from Board Directors
10)a. 2021-2022 Budget Priorities Resolution
Agenda Item Type:  Information Item
Description:  Resolution for introduction by Ellison, Arneson, and Caprini. Vote scheulded for January 12, 2021 meeting.
11) Director Reports and Comments
12) Adjournment
Agenda Item Type:  Procedural Item
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