December 8, 2014 at 6:00 PM - Regular Meeting

Description:  The purpose of this agenda item is to discuss employee compensation for all employee groups for the 2014-15 school year . The Human Resources committee voted 3-0 to hold on teacher salary increases until after the WERC union certification election, and to move forward with 2.5% pay increases for all other employee groups, along with $9432 in average pay adjustments for administrators and $8225 in adjustments for administrative assistants. The teaching staff will be voting on a union certification election later in December, with the results known by the first week in January. The administration will seek to move forward teaching staff raises as soon as possible after the certification process has been completed. We will provide handouts in closed session to review the financial implications of the proposed pay increases. 

Description:  I will update the Board on potential pending expulsion issues.  There will be no recommendation for action at Monday's meeting.

Description:  Included in your packet you will find the minutes from the November 10, 2014 regular meeting for your review and approval.

Description:  A motion will be necessary to approve the agenda as presented (or) with changes as recommended.

Description:  The Board of Education provides a public listening session for the public to comment on non-agenda items related to the governance or management of the Waunakee Community School District. Individuals may use this time to also comment on any items listed as part of the meeting agenda.  A copy of Board Policy 187 —Public Participation at Board Meetings is enclosed for your reference.  Past practice has allowed 30 minutes for this section of the agenda.

Description:  Lisa Herzberg and Taylor Listau are the student reps this year.

Description:  This section is reserved for any comments from members of the board on meetings they attended or other informational items.

Description:  The Board of Education should discuss the timeline for completing the Board Self
Evaluation per policy.  The policy is included in your packet for your review.

Description:  The Board of Education should discuss the timeline for completing the superintendent’s evaluation per policy. The policy is included in your packet for your review.

Description:   The Tech Ed department will be present at Monday's meeting to update the board on the work that is occurring within their department.

Description:  Joe Bellomo and Herb Haubrich will be present at the meeting on Monday to provide and update on events and work in their respective departments.

https://www.youtube.com/watch?v=o8B996FnAhU&feature=youtu.be&safe=active

Description:  Included in your Board Book Packet please find two letters from Brian Kersten endorsing early graduation for two students, Mikaila Kippley and Megan Fisher.  Both of these students have plans for work and education post-high school, and with support from the high school guidance department, they will have met graduation requirements by the end of the first semester of their senior year.

Description:  The Middleton Cross Plains School District (MCPSD) approached Kurt Eley regarding our ability to share nursing services with them, for up to 8-hours per week.  In review of our nursing staffing and in discussions with our nurses, we are recommending entering into a 66:03 agreement with MCPSD for nursing services.  They will pay us for the time associated with the nursing time they purchase from us.  This agreement does not decrease any of our own nursing services, but adds time to a part-time nurse to assist  with Middleton's needs.  I recommend approval.

Description:  Attached you will find the 2014-15 Budget Status report as of November 30th, 2014, and the Cash Reconciliation report for October 2014. Please contact Steve Summers at ssummers@waunakee.k12.wi.us or 849-2012 if you have any questions. Thanks.

Description:  The purpose of this agenda item is to request School Board approval of the 2013-14 financial audit. The district’s audit firm, Johnson Block & Co., has completed the 2013-2014 financial audit reports. I have attached the following documents:
· The auditor communications letter to the School Board
· The financial statements with independent auditor’s report
Please keep in mind that the “financial statements with independent auditor’s report” is presented according to accounting standards issued by the Government Accounting Standards Board (GASB). The accounting standards differ from what is required to be reported according to the Wisconsin Department of Public Instruction. As an example, GASB accounting standards require depreciation of assets, while depreciation is not reported in the state’s accounting system. As another example, fund classifications differ between the GASB accounting standards and the state’s accounting system. Please let me know if you have any questions while reviewing the financial statements. The auditor letter is a communication from the auditor to the School Board over such matters as “difficulties encountered in performing the audit”,“disagreements with management”, and recommended reviews of operational practices. Please let me know if you have any questions on the attached documents. I can be reached at ssummers@waunakee.k12.wi.us or 849-2012. Thanks for your time. 

Description:  The purpose of this agenda item is to request School Board approval to attach a parcel to the Waunakee Community School District from the DeForest School District. The DeForest School Board has already approved the detachment of this property from their school district boundary. As a part of the district long range facility plan, we discovered multiple parcels that appeared to have been assigned to an incorrect school district. We were able to resolve many of the parcels by working directly with the Dane County Clerk's office, but there were two parcels that we were not able to resolve. One parcel was in the DeForest School District and one parcel was in the Lodi School District. The Lodi School Board is still reviewing our request to adjust that parcel, while DeForest has approved our request. The last step for the DeForest parcel is to request Waunakee School Board approval of the attached resolution. I have also attached a description of the parcel that is involved. Please contact Steve Summers at 608-849-2012 or ssummers@waunakee.k12.wi.us if you have any questions. Thanks for your consideration. 

Description:   

Description:  Attached please find the minutes from the December 1st, 2014 Budget Committee meeting. Please contact Steve Summers at ssummers@waunakee.k12.wi.us or 849-2491 if you have any questions. Thanks.

Description:  The purpose of this agenda item is to request School Board approval of the resolution authorizing the issuance and sale of $10,000,000 in bond anticipation notes. The first phase of the borrowing for the November 4th referendum involves borrowing $10,000,000 to make sure we are capturing the $10,000,000 annual bank qualified status funds. These bank qualified funds are the lowest cost borrowings that we can complete. Michele Wiberg from our financial advisor, PMA, will be present to share the results of this borrowing. I have attached the draft resolution and a copy of the bond rating from Moody's.

The Budget Committee will need to have discussions in early 2015 regarding the second step of the borrowing process, as there are several options available. Please contact Steve Summers at 608-849-2491 or ssummers@waunakee.k12.wi.us if you have any questions on this agenda item. Thanks for your time.

Description:  The purpose of this agenda item is to request School Board approval of the Accounting
Specialist position. Attached please find a job description for the new position
“Accounting Specialist”.

As some background, during the 13-14 school year, the business office conducted a survey
of district office staffing levels across a wide variety of regional school districts.
We received responses from 37 districts to this survey. The average district has a
1.0 FTE in the business office for every 966 students. The average district in the
size range of 3,500 - 4,500 students has a 1.0 FTE in the business office for every
1,009 students. Based on the averages, the business office in Waunakee is
understaffed by over 1.0 FTE. I am requesting to increase business office staffing
to provide the additional business services necessary as a result of the successful referendum, and to increase the volume of business services that can be provided by our office. The business
office would be challenged to be able to provide the necessary business services for the $44
million referendum without additional staff. I am recommending the creation of
the “Accounting Specialist” position as a Level 3 administrative assistant position, with a minimum
starting pay of $17.50/hour. The cost of the position is estimated at $60,000. If the proposal is approved, the business office will become responsible for all the purchase orders and invoices for the maintenance department, which will help free up some time for this department as well. 

The Budget Committee is recommending approval of the Accounting Specialist position on a 3-0 motion. Please contact Steve Summers at 608-849-2491 or ssummers@waunakee.k12.wi.us
if you have any questions on this agenda item. Thanks for your time.

Description:  Grazioso is currently a women's only ensemble. Molly Petroff is suggesting that the current Chorale ensemble become Men's Chorale, a men's only ensemble. These would be the beginner/intermediate choral ensembles with Concert Choir being a coeducational 11th and 12th grade ensemble. Grazioso and Men's Chorale would provide environments where 9th and 10th grade singers could develop with similar voices, but would sometimes combine for SATB pieces.
In the event we had low enrollment for Men's Chorale this spring, Molly is suggests that we would revert to the current course assignments. 
The Curriculum Committee approved the proposed changes and recommend them to the full Board for approval. 

Description:  The committee supported the proposed AP European History and is recommending it to the full Board for approval. The committee requested that district and high school staff discuss having more flexibility with how students satisfy the 3rd required Social Studies credit. Social Studies is the only distributional requirement in graduation policy where all the courses that can count toward the requirement are stipulated. The Committee recommends This  course for approval with the understanding that more flexibility on the 3rd required Social Studies credit be discussed.

Description:  The committee supported the proposed AP US Government and Politics and is recommending it to the full Board for approval. The committee requested that district and high school staff discuss having more flexibility with how students satisfy the 3rd required Social Studies credit. Social Studies is the only distributional requirement in graduation policy where all the courses that can count toward the requirement are stipulated. The Committee recommends This  course for approval with the understanding that more flexibility on the 3rd required Social Studies credit be discussed.

Description:  The purpose of this agenda item is to request School Board approval of the subcontractor selection process for the November 4th referendum. Please see the attached document that provides the recommendation for selecting subcontractors, by trade, and by project. The Facility Committee is recommending approval of this subcontractor selection process, on a 3-0 motion. The recommendation includes:
1. Findorff will provide the labor for various trades like concrete and masonry on a cost plus basis, while bidding the materials purchases
2. HVAC and Electrical trades will be selected via a Quality Based Selection Request for Proposal Process that will include the involvement of the Facility Committee. 
3. Local subcontractors will be utilized whenever possible. Examples include Endres for steel, and Hellenbrand and Mobile Glass for windows.
4. The same process is being recommended for all projects. 
Please contact Steve Summers at 608-849-2491 or ssummers@waunakee.k12.wi.us if you have any questions on this agenda item. Thanks for your time.

Description:  The purpose of this agenda item is to provide an update on various maintenance
projects, and to request School Board approval of a reallocation of funds. There are two attachments regarding this agenda item. The first attachment provides information on the balance of funds available to the maintenance department. The second attachment provides information on various maintenance projects that have recently been completed, or still need to be completed. The Facility Committee, on a 3-0 motion,  is recommending the reallocation of $145,000 from the Intermediate School roof project to other maintenance projects in the district not related to the November 4th, 2014 referendum. The Facility Committee will review potential projects at a future meeting. Please contact Steve Summers at 608-849-2491 or ssummers@waunakee.k12.wi.us if you have any questions on this agenda item. Thanks for your time.

Description:  The purpose of this agenda item is to request School Board approval of wage and salary increases for all employee groups except the teaching staff. The Human Resources committee voted 3-0 to hold on teacher salary increases until after the WERC union certification election, and to move forward with 2.5% pay increases for all other employee groups, along with $9432 in average pay adjustments for administrators and $8225 in adjustments for administrative assistants. The teaching staff will be voting on a union certification election later in December, with the results known by the first week in January. The administration will seek to move forward teaching staff raises as soon as possible after the certification process has been completed. Please contact Steve Summers at 608-849-2491 or ssummers@waunakee.k12.wi.us if you have any questions on this agenda item. Thanks for your time. 

Description:  The purpose of this agenda item is to request School Board approval of a resolution adding a 457(b) retirement plan. Attached please find the resolution and a copy of the retirement plan document. A 457(b) retirement plan provides the opportunity for staff to voluntarily defer payroll funds for retirement purposes. The district already offers a 403(b) voluntary retirement plan, and the 457(b) retirement plan would provide another opportunity for staff to save for retirement. The 457(b) plan is operated through the State of Wisconsin Department of Employee Trust Funds. A staff member can participate in both a 403(b) and a 457(b) plan, and both plans have their own contribution limits. The 457(b) plan has been previously discussed with the employee handbook committees and the Human Resources committee last spring. We were not planning to implement this plan until January 1st, 2015. Please contact Steve Summers at 608-849-2491 or ssummers@waunakee.k12.wi.us if you have any questions on this agenda item. Thanks for your time. 

Description:  The purpose of this agenda item is to request School Board approval of a resolution amending and restating the post employment health reimbursement arrangement benefit. Attached please find the resolution and a copy of the plan adoption document. A post employment health reimbursement arrangement benefit provides the opportunity for staff to utilize retirement funds in a tax free manner for health care costs. The district already offers a post employment health reimbursement arrangement benefit for all members of the teaching staff, and administrators hired after April 1st, 2010. This resolution provides a post employment health reimbursement arrangement benefit for administrators hired before April 1st, 2010, custodial and maintenance staff, administrative assistants, and classified staff. It is very important to note that this approval would only change the method of payment of retirement benefits, not the dollar amount for any groups. We are only proposing to take the existing benefit, and convert the payment method over to a health reimbursement account. The post employment health reimbursement account has been previously discussed with the employee handbook committees (non teachers) and the Human Resources committee last spring. We were not planning to implement this plan until January 1st, 2015. Please contact Steve Summers at 608-849-2491 or ssummers@waunakee.k12.wi.us if you have any questions on this agenda item. Thanks for your time. 

Description:  The purpose of this agenda item is to request School Board approval of employee handbook changes to implement the 457(b) plan and the post employment health reimbursement arrangement benefit. Attached please find a red lined version of each employee handbook, with the changes identified in color and underlined for your review.  We are only proposing to change the handbook language to implement the plans identified in the previous agenda items. No other language changes are being proposed at this time. Please contact Steve Summers at 608-849-2491 or ssummers@waunakee.k12.wi.us if you have any questions on this agenda item. Thanks for your time. 

Description:  Attached please find two documents.  First,  the TES Summary that describes the Wisconsin Technical Excellence Scholarship and the requirements for our policy in relation to this new program.  Second, the draft policy that we are moving forward for a first reading.  The language in the policy is relatively prescribed and approval of this policy is time sensitive for a first reading this month, second reading in January, and we need be ready to implement this policy in February.  The Policy Committee reviewed the draft policy and is recommending it to the Board.

Description:  Mr. Gary Dunham, parent of a snowboard athlete, will be speaking during the public comments section of the agenda regarding School Board Policy 321.1 regarding Wednesday night student activities.  Attached you will find a copy of the policy, along with a copy of the correspondence that I have had with Mr. Dunham.  We have implemented the policy as written and not allowed student activities on Wednesdays beyond 6:30 p.m.  Mr. Dunham is asking for a waiver of this rule to accommodate snow board athletes at Tyrol Basin.  

I have used the waiver allowed within the policy on a very limited basis, usually on singleton events surrounding the need to schedule athletic events that have been rained out in the spring and our need to get events on the schedule prior to WIAA tournaments.

The ski and snowboard team has competitions on Monday evenings, Tuesdays at Tyrol are open ski/snowboard nights for the public, Wednesdays are designated for school ski clubs/teams, and Thursdays are for the Tyrol Ski/Snowboard Team.  The coach would find it most convenient to schedule the one practice each week on Wednesdays as the appropriate courses are set up at the ski hill, both coaches are available on Wednesdays, and no additional fees are charged.  

Given our policy on Wednesday evening activities, we have not approved this request.  Hence, the team practices on Thursdays at Tyrol, but needs to join the Tyrol Team ($100) for the right to be on the slopes on Thursday and to receive some additional coaching.  This additional fee is a concern to some parents.

The Co-Curricular Committee briefly reviewed this issue last month and did not recommend any changes to our implementation of the policy.  I also ran this issue past the Policy Committee this week in preparation for anticipated discussion on Monday night.  The Policy Committee is interested in a few additional pieces of information:

1.  To what degree does allowing them to participate on Wednesdays set a precedent for other programs?
2.  What is the preference of the coach?  (articulated in the above paragraph).
3.  What are other schools doing?  (Brian Smith is gathering some additional information from a few other schools that participate on Wednesdays).
4.  On what nights are the coaches available?

I will bring this additional information to the meeting on Monday night.  

The Policy Committee is interested in keeping the policy as is, but possibly exploring the waiver for Wednesday's, and if any parents have a concern, then they can attend practice on Thursday and pay the additional fee.  I am willing to implement this policy either way, but want to be sure that I do not create a situation where waiver requests become too arbitrary.  That would make it hard to administrate this policy in the future.

Description:  Attached please find revised Policy 424, along with another attachment that has associated documents from Conni Stark, principal at St. John's School in Waunakee.  I also included in this attachment a copy of my notes from the Policy Committee's last discussion on this topic.  

I want to discuss for St. John's request for participation in select middle school co-curricular programs with you to be sure that we are all on the same page with regard to my answer to St. John's and any action, if necessary, by the full school board.  

The attached revised policy has one modification per the committee by adding the word "resident" to the category for non-public school students who want to participate in middle school programs.

For your information, St. John's is planning to conduct their own band program for their students, and their request  only applies to the athletic aspect of our policy.  Please note, that we did apply this policy per athletics two years ago for a student who lived in our school district but attended the Catholic School in Dane.  We approved it based on the fact that the student would transition into our high school once they entered 9th grade.

St. John's is opening 7th grade in 2015-2016 (projected 15 students) and opening 8th grade in 2016-2017 (initial enrollment of 15 students).  The impact of their request is minimal in student scope and is limited to a few athletic programs.

I have already answered their inquires about open-enrollment and transportation, and will review those with you on Monday evening.

Description:  Attached in the "extras" section of Boardbook, please find a list of the accounts payable payments issued during the month of November 2013. Please contact Steve Summers at ssummers@waunakee.k12.wi.us or 849-2012 if you have any questions. Thanks.