February 10, 2020 at 6:00 PM - Regular Meeting

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Description:  Any available time not used for closed session will be used for Board Development.  A few topics that may be discussed include the establishment of an ad hoc committee and questions about referendum communications.  

Description:  Included in your packet you will find the minutes from the January 11, 2016 and January 18, 2016 meetings for your review and approval.

Description:  Action should be taken to approve the agenda as presented (or) with changes as recommended.

Description:  This is the general comment section of the agenda where members of the public may comment on any item contained within the evening’s agenda.

Description:  Anna Englebert and Shawn Paul are the high school student representatives and will provide an update on activities from the high school.

Description:  Kyle Emmert and Ashley Taylor will provide an update from the teachers.

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

Description:  Jack, Joan, Judy, and Julie attended the State School Board Convention in January, along with Brian, John and Randy.  This agenda item will allow for any reports from attendees of this convention.

Description:   * School Perceptions Survey due by February BOE meeting
* Superintendent Eval & Priorities Eval given out at Feb BOE meeting and asked to be returned by end of March
* After March BOE meeting Individual Reminder sent to each BOE member sharing what they still needed to turn in by the end of March.
* April  Special BOE Meeting  - Evaluations
***The Two Evaluation Tools may be found in the EXTRAS tab*****

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Description:  The purpose of this agenda item is to provide the Board and the public with an update on the timeline for the proposed soccer field project.  Bids are due on this project on February 25th.  The bids will be organized under three separate packages -- grass field replacement, artificial turf field installment, and a package for the proposed team center.

Once these bids are opened and reviewed we will have an accurate cost for the project components.  Prior to the March School Board Meeting, the Budget and Facility Committees will review the bids from a project and cost perspective, with each having a respective recommendation regarding bids for the project and an amount and structure for payment, including any contribution from the school district.

If the project is approved at the March Board Meeting, then we will work with Rettler Corp. to put together a specific project timeline.  Tentatively, a June 16th start date is being considered.

The One Community one Goal Committee has shared that they have continued fund raising efforts with a goal of $1.8M.  They currently have approximately $700k in either cash or pledges, and additional  commitments that are pending.

I will review this information, and any other updates, with the Board on Monday.

Description:  The purpose of this agenda item is to provide an update on the Capital Projects budget and to request approval for designated projects for the 2019-2020 and 2020-2021 school year. Attached please find two documents.  The first is a review of the projects that have been approved for 2019-2020.  The second attachment includes information on capital projects being recommended for 2020-2021. 

For 2019-2020 you will notice that we have a remaining balance of $40,628.  The Committee is recommending that those funds be allocated for purchasing of maintenance trailer, purchasing of a replacement band trailer, and for replacement of the high school dishwasher (this summer).

For 2020-2012 you will find a list of project requests totaling $525,000 that are aligned with the highest priority items from the 20-year Facility Maintenance Plan, and some items that arose in the last year that need immediate attention.  The $525,000 budget amount was determined by the annual allocation in John Cramer's budget for facility needs.  These funds reside in Fund 41 and for the 2020-2021 school year Fund 41 will begin with a balance of approximately $2.3M. 

The Facility Committee reviewed the Facility Maintenance Plan and the items that John Cramer is requesting as priorities.  The Committee is recommending approval of $525,000 for facility maintenance needs for the 20-21 school year, as discussed with the Committee.

John Cramer and I will represent these requests at Monday's meeting.

Description:  The purpose of this agenda item is to continue the discussion on the financial plan for the Soccer Stadium fund raising project. The actual cost of a grass field replacement and the upgrade to an artificial turf field will not be known until the bidding process is complete later this month.  Bids will be opened on February 25th.   From a timing perspective, the Facility Committee will review the bids for the soccer stadium in late February/early March and the School Board will review them at the March 9th School Board meeting.

There are two different topics to discuss regarding the financial plan for the Soccer Stadium. The first topic is a determination of the District's financial commitment to this project and how that will be funded. The second topic relates to the portion of the project paid for by the community fund raising group and how they might finance it.

At the January School Board Meeting, the Board expressed an interest in having the Budget Committee explore how to financially support the portion of the soccer project corresponding to a grass field replacement.  We are NOT considering referendum funds for the soccer project, so the remaining options include use of Fund Balance from Fund 10, Fund 41, or through the issuance of Fund 38 Debt. 

The Budget Committee thoroughly discussed these options and made the following recommendation:  Once bids are in and costs are determined, the district contribution to this project should align with the value of a grass field replacement and consideration should be given to use Fund 41 dollars for this purpose.  Additionally, should the One Community One Goal Committee request district assistance with financing the pledges portion of this project, the Committee recommends that the Board consider a Fund 38 Debt issuance to be paid for by incoming pledge dollars. 

Attached please find documents that articulate our balances in Funds 10 and 41, and a mock scenario of a Fund 38 Levy.  I will review these documents on Monday as a summary of the discussion that took place at the Budget Committee Meeting.

The Board has two options on Monday night -- first, the Board could take action to adopt the proposed strategy set forth by the Budget Committee. Or Second, the Board can take no action on Monday and use the Committee recommendation as guidance for when bids are returned and this issue is brought back to to the full Board in March for final consideration.

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Description:  Over the last number of weeks we have been defining several options that could be considered as part of a 2020 referendum, and the Vogel team has begun putting projected costs to these projects.  These projects have emerged from the Workshops that we held with the Board at Heritage and the MS/HS.  We are refining these documents in meetings today (Thursday) and will forward them to the Board before the weekend so you have an early review prior to them being presented at the Board Meeting on Monday. 

Please note, we are costing multiple projects that at some level have been discussed as part of the workshops and tours at Heritage, MS, and HS.  There will be no prioritization nor recommendations associated with these options.  They are simply the beginning of organizing multiple variables we can consider for a fall referendum, a future referendum, or can be taken "off the table" for consideration.

Description:  Attached please find a document that illustrates enrollment projections for the middle school.  As we review facility needs, these data points are critical to our conversation and planning for options for a 2020 referendum.  I will explain this data in more detail on Monday night and outline what high level options might want to be considered as we begin to define our referendum variables.  I will also discuss building capacity as it relates to these numbers.

Description:  Attached please find a DRAFT of a Key Communicators Document.  The establishment of a Key Communicators List is a recommendation of our EUA Communications Team and is similar to a concept that Julie Waner heard about at the State Convention.  I envision the use of a Key Communicators List to serve as a communication vehicle for both referendum times and non-referendum times, and to be managed by our future Communications Coordinator.  

The attached document needs significant input before it is put into practice.  Please think about key individuals or groups of people within the community that are important for our communications to  reach in order to touch a broad representation.  Please send names, organizations, groups, and/or key contact people to Rebecca and we will start to populate this list.  You can also bring them on Monday night.  I will also be doing the same, as I review this initial draft and start to see your input take shape.

On Monday, I want to discuss with you the ways we can use this Key Communicators List in our communication and engagement process.

Description:  I will be updating the 90-Day+ outlook before Monday night and will bring forth a revised document to share with you at the meeting.  We need to solidify a few dates over the next 2-3 months that I will discuss with you and ask that we review calendars to we can keep our planning process moving forward.

Description:  Attached please find the class offerings and fee structure for summer school 2020.  Sheila Weihert will be present at Monday's Board Meeting to review this document and recommendation with you. 

Description:  See attached memo from Kurt Eley.

Description:  Attached is the approval form for our gymnastics co-op program. Currently there are 22 girls out for gymnastics (17 Waunakee, 5 DeForest). I support continuing this co-op for the good of the program, the kids involved, and to help grow high school gymnastics. The coop has functioned very well and has been a positive connection between both schools.

Description:  Attached in the "extras" section of Boardbook, please find a list of the accounts payable payments issued during the month of January 2019. Please contact Steve Summers at stevesummers@waunakee.k12.wi.us or 849-2000 if you have any questions. Thanks.

Description:  Attached you will find the 2019-20 Budget Status report as of January 31st, 2020, and the Cash Reconciliation report for December 2019. In addition, please note that the Dean/SSM wellness clinic report for December has also been attached. 

Description:  The safety log report is required to be presented and approved by the Board per the safety grants that we received.  You have seen this agenda item the last few months and it tracks the requisite drills that we need to perform in the school buildings.

Description:  The CESA 5 Contract includes one item -- Teacher for the Deaf and Hard of Hearing.  This position is one that we need per student needs and is variable from year to year.  We contract with CESA 5 for this service.

Description:  We have received a request to accept a foreign exchange student, mid year, due to circumstances at her current placement.  Please find the student packet from AFS, the recommendation memo from Mr. Borowski and a personal reference letter from the Waunakee host family in the extras section of the agenda.  I recommend approval.

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Description:  Fri, 2/21/20 or Thur. 2/27/20 @ 8am