September 14, 2020 at 6:30 PM - Regular Meeting

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

Description:  The Board of Education provides this time for the public to
comment on any items related to the governance or management of the
Waunakee Community School District or 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:  Ashley Taylor and Kyle Emmert will provide an update from the teaching staff.

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

Description:  With the unknown future of the State Face Covering Oder, it is important that the school district clarify its position on face coverings in the event the State Order is not renewed.  Our recommendation, per previous discussions with the Board, is to maintain the current practice and policy of requiring masks for students, staff, and visitors.  Also please note, Public Health Madison Dane County also requires face coverings, per their Orders.  Even if the State Order is not renewed, the local PHMDC Order is still in effect.  

Description:  Attached please find the message that was sent to staff regarding our plan for the utilization of substitute teachers this year for in-person and virtual instructors.  Brian Grabarski will review this plan with the Board on Monday evening and will be available to answer your questions.

Description:  At Monday's Board Meeting, Randy Guttenberg will provide the Board with an update on the first week of school. 

Description:  The purpose of this agenda item is to request School Board approval of the resolution authorizing temporary borrowing. Attached please find the resolution as prepared by Quarles and Brady, the district’s bond counsel. Due to the timing of the borrowing, this resolution is required at the September School Board meeting instead of the October meeting. PMA is the financial adviser hired to manage the cash flow borrowing process.

Here are the highlights of the cash flow borrowing process:

• A loan of $7,900,000 is taken out in October (compared to $7,500,000 last year). 
• The loan is bank qualified, which decreases interest costs
• MA seeks competitive pricing on the borrowing
• The legal opinion is provided by Quarles and Brady
• The borrowing is rated by Moody’s and an official statement is provided to the bidders
• The issuance cost of the loan is higher due to the financial adviser fees, the legal fees, and the rating fees
• Multiple school districts are participating in this borrowing, which divides the costs among all school districts
• The interest rate of the loan should be lower than non-rated, non bank qualified loans
• The resolution is a parameters resolution, and the final terms will need to be approved by the Financial Officer (Superintendent, Executive Director of Operations) or District Officer (Board President or Clerk)

As a reminder, the cash flow borrowing for 20-21 is bank qualified because the district did not issue debt in the 2020 calendar year. This item requires a roll call vote.

Description:  The purpose of this agenda item is to request School Board approval of HVAC system enhancements in the 5th through 12th grade buildings, and the auxilary buildings called the Teaching and Learning Center and Bethel Circle. The School Board has previously approved these same HVAC system enhancements in grades K-4. Attached please find the bids from NAMI and a Scope of Services from 1901 Inc.

The NAMI quotes total $394,400.00 and the 1901 Inc. information does not include pricing. Proposals were due at the end of the day on September 9th. Administration is recommending that the funding for these HVAC system enhancements come from Fund 41, the Capital Projects fund. Administration is also recommending approval of the bid from North American Mechanical Inc (NAMI) as no other bids with pricing were received by the deadline.

Description:  Attached please find a memo and supporting documentation from Brian Grabarski regarding a request to reallocate resources to create an additional position in the HR Department.

Description:  Attached please find the annually required report on the use of seclusion and restraint in each school.  Kurt Eley compiled this report and will be in attendance at Monday's meeting to present this information and answer any questions.  The District's use of seclusion and restraint has reduced over time.

Description:   

Description:  Attached in the "extras" section of BoardBook, please find a list of the accounts payable payments issued during the month of August 2020. 

Description:  Attached you will find the 2019-20 Budget Status report as of June 30th, 2020, and the Cash Reconciliation report for July 2020. Please note that the 2019-20 audit process has been completed and these are the final numbers. 

Also attached please find the Dean/SSM wellness clinic report for June and July and a district financial report for the Wellness Clinic for your review. This report tracks expenditures over time beginning with the first month of the clinic. 

Description:  The purpose of this agenda item is to request approval of Fund 21 student activity accounts. I have attached a report from the district financial system listing the student activity accounts by building, along with the ending account balance on June 30th, 2020. The School Board policy on student activity accounts requires an annual School Board review and approval of student activity accounts. Student activity accounts by School Board policy are managed by Building Principals/Administrators.

NOTE: The School Board policy on this topic is a Fund 60 Student Activity Account policy. Fund 60 accounts were closed in the 19-20 fiscal year and moved to Fund 21 per new national accounting requirements. We are continuing the practice of bringing these accounts forward to the School Board even though it is not required by policy for Fund 21. I would ask the Policy Committee to add this topic to a future agenda. The report includes both accounts previously considered Fund 60 Student Activity accounts and accounts previously considered Fund 21 accounts.

These accounts are typically used by student organizations for fundraising for activities above and beyond what the district budget is able to support. Student activity account equity balances carry over from one fiscal year to another. I would like to point out that student activity equity accounts with a positive balance are reflected with a negative sign, as student activity equity accounts are balance sheet accounts on the district financial system. A positive balance actually indicates a negative account balance. Negative account balances are allowed by policy under certain circumstances. 

Description:  The purpose of this agenda item is to request School Board approval of the fund balance allocations. Please recall that during the month of June, the School Board approved fund balance classifications to comply with national accounting standards. Attached please find an all Funds fund balance report and a fund balance report detailed the accounting of the Fund 10 937900 and 938900 fund balance accounts.

The final 19-20 Fund 10 fund balance is $6,428,152.96 or 12.1% of the 20-21 Fund 10 expenditure budget approved in August by the School Board. The 12.1% compares to a number of 13.2% in 19-20. The Board policy on fund balance has a statement of working towards maintaining a 15% balance. Please note that the Fund 41 fund balance has increased to $1,846,033.70 as part of the three-year plan to decrease the Fund 10 fund balance while increasing the Fund 41 fund balance. Added together, these amounts represent 15.6% of the 20-21 Fund 10 expenditure budget approved in August by the School Board. I would like to request consideration from the Policy Committee to revise the District Fund Balance policy to include a combination of Funds 10 and 41.

The 19-20 fiscal year was the second year where funds are being set aside for the replacement of the turf field for Warrior Stadium. You can see the balance in the 937900 fund balance account. Please recall that School Board policy allows buildings/departments to carry over funds from one fiscal year to the next. You can see the balances in the 938900 fund balance account.

Description:  Curriculum Presentation Meetings. 
Monday November 18, 2019
Monday January 27, 2020