December 14, 2020 at 7:00 PM - Regular Meeting

Description:  See attached memo.

Description:  Attached are the notes from each building group.  
If multiple notes were turned in from one builidng group, they have been combined.  If staff names were mentioned in the notes they have been blocked out.  Notes have been combined as is, no editing other than blocking any personal names has been done.

Description:  Review and consider the open meeting minutes for the 11/09/20.

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

Description:  Individuals may use this time to comment on any school district related items. A copy of Board Policy 187 —Public Participation at Board Meetings is enclosed for your reference. Individuals making a public comment should include their name, address and relationship to the school district.  Each individual will be allowed 3 minutes to comment.  The Board will allow 1 hour for public comments.

Description:   Anna Englebert and Quinn Bogost will give the students report. 

Description:  Kyle Emmert and Ashley Taylor will give a teaching update

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

Description:  David Boetcher would like to discuss with the Board a request to produce a Peace Walk Video.

Description:  Attached please find the recent Dashboard Data from December 7, 2020.  This data will be updated again on Monday and you will be presented with an updated data sheet at the meeting.  Our numbers seems to be trending down across the County and in Waunakee.

Description:  On Monday evening the Medical Advisory Ad Hoc Committee will be asked to review and provide feedback on our clearing and sanitation process and procedures, particularly as we work to be prepared to bring students back to the buildings in grades 5-12 on January 26th.  

Attached please find our updated cleaning and sanitation process.  We will present this plan to the Board on Monday night and will also share the feedback we received from the Medical Committee regarding this plan.  I am asking the Board to consider and adopt this plan as part of our Cleaning and Sanitation Policy on Monday night so we can share it with staff and parents.
 

Description:  Attached please find the 5-12 parent survey results for which instructional model parents are choosing for their child for the start of the 2nd Semester (January 26th) -- Hybrid or Remote Instruction.  

The data from these surveys is being used to prepare for the return of students on January 26th.  It is important information from a class scheduling, assignment to cohorts, and for busing.

Description:  There have been some questions regarding how we address attendance this year, particularly in our elementary level.  Attached please find the procedures that our administrative team put together at the beginning of the school year given the many unique issues posed by COVID.  A member of the elementary administrative team will be present at the meeting to share this process with you and answer any questions.

 

Description:  At the November 9th School Board Meeting the Board approved the following motion with regard to Winter Co-Curricular Programs:

"A motion to allow medium and high risk sports to practice at this time following PHMDC guidelines and allowing competition once numbers go down, or a Dane County League is formed, or (per the amendment) no earlier than January 11, 2021."  Motion passed 5-1.

As an update and point of clarification -- Since the Board met on this topic on November 9th, Emergency Order #10 was passed by PHMDC.  The purpose of Order #10 is to reduce group gathering size and, in our work, limit team practices.  At this time our Winter Sports are not able to practice as a team, per this Order.

Since the Order was put forth, PHMDC has clarified the application of their new Order as it pertains to sports and sport related activities such as weight rooms, pools, and open gyms.  Through this guidance, we were able to reopen the weight room, allow student lap swimming in the pool, and we are currently reviewing how to allow opportunities for coaches to connect with their student/athletes in the gym (almost a 1:1 scenario).  

Order #10 is in effect through December 16th.  I fully expect that a new order will be released and I do not know how it will impact team practices.  If it allows team practices, then I anticipate our winter sport teams working within whatever parameters are set forth by PHMDC.  The Board's motion from last month provides administration latitude to work with our coaches on issues related to practices and other activities within the parameters of the order.

The coaches of our winter sports have approached me about the possibility of moving the earliest start date for competition forward from January 11th to  January 4th, because the winter season comes to an end starting on February 6th with postseason play beginning on February 8th.  This change in date would require consideration and action by the Board.

 

Description:  The 2020-2021 school year is different in many ways, and I would like feedback from the Board on Monday night with regard to how to address inclement weather situations / snow days this school year.  Attached please find a draft of an approach I would like to discuss with you that would minimize snow days and move us to a day of Virtual Learning, in the event of snow/ice.

Description:  The Budget Committee is recommending that the costs for HVAC and plumbing enhancements (previously approved by the School Board) be allocated towards the November Operational Referendum funds. This motion was passed 3-0.

These costs were initially allocated towards Fund 41, the Capital Projects Fund. Allocating these funds towards the November Operational Referendum frees these funds back up within Fund 41.  The Committee discussed other financial topics related to the Operational Referendum but is not ready to make any further recommendations at this time.

Description:  Attached please find Policy 345.5 High School Graduation Requirements/ Procedures.  This policy outlines the requirements to graduate from Waunakee Community High School.  Within the policy is the following provision:

 "All students must take a minimum of six periods of classes per semester while Juniors and Seniors in an approved work experience or co-op program are to take a minimum of five periods of classes per semester.  Only in special cases, after consultation with the counselor or School to Career Coordinator and approval of the high school principal, will students be allowed to take less than the normal load."

The Curriculum Committee reviewed this policy at their last meeting as part of a discussion brought forward by Tim Schell and Brian Borowski.  Mr. Borowski has the ability per the policy to work with students who for a number of reasons fall below a normal course load for a semester.  

The purpose for this agenda item is to inform the Board that given the unique circumstances this school year, he will be working with second semester seniors who desire or need to fall below the normal course load and will use this provision to provide that latitude.

Mr. Borowski and Mr. Schell will be available to answer any questions regarding this policy and its application with second semester seniors this school year.

Description:  The purpose of this agenda item is to request School Board approval of the 2019-2020 financial audit. The district’s audit firm, Wegner CPA's, has completed the 2019-2020 financial audit reports. I have attached the following documents for your review:

• 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 improvements in operational practices. 

Administration is pleased to report that no "significant findings" were identified during the 2019-2020 audit process. A significant finding is an accounting issue that must be reported to the state of Wisconsin within the financial statements. 

Please let me know if you have any questions on the attached documents. I can be reached at stevesummers@waunakee.k12.wi.us. Thanks for your time.  The final Audit statements may be found in the extras tab.

Description:  Attached please find a cooperative agreement with Sun Prairie Area School District for a 50% Educational Interpreter for a student that moved to our district and requires these services per their IEP.  We will be able to claim Transfer of Service funds for this expense.

Description:  The District Calendar Committee met on December 8th and is forwarding the proposed calendars for 2021-2022 and 2022-2023 to the Board for consideration.  See attached.

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

Description:  Attached you will find the 2020-21 Budget Status report as of November 30, 2020, and the Cash Reconciliation report for October 2020. 

Also attached please find the District Financial report for the Wellness Clinic for your review. This report tracks expenditures over time beginning with the first month of the clinic. There is no report available from Dean.

Description:  The purpose of this agenda item is to review the district census report. The 2020-21 district census process has been completed. The census was completed by utilizing existing student data from the Infinite Campus database, and an online data collection process. The online data collection process information is then entered into the student records database by attendance area to create a census report by elementary building. Please see the attachment that includes the census numbers by attendance area and changes of census numbers between years. The following are some observations about the information that is attached:

1. The census report indicates 4 sections of kindergarten at each elementary school.
2. The elementary attendance boundaries are holding to capacity in each attendance area. 
3. We will need to monitor the 21-22 4K open enrollment students as the families determine what school district the students will attend for kindergarten. A potential 5th kindergarten section could become necessary at either Heritage or Prairie for 21-22.

Please contact Steve Summers if you have any questions on the attached information. You can email at stevesummers@waunakee.k12.wi.us. Thanks.

Description:  Attached please find the Safety Drill Logs that are required to be shared with the Board.

Description:  Donations to the Mary Ann Zauner Scholoarship and to the Yvonne Ziegler Scholarship.

Description:   

Description:  Please make sure you have notified Rebecca by the end of the 12/14/20 meeting if you plan to attend the convention and if there are any special pre conference workshops or meals you wish to attend.  The registration form is attached.

Thank you.