July 12, 2021 at 5:30 PM - Regular Meeting

Description:  The School Board will meet with WASB Attorney, Dan Mallin, to learn more about the legalities associated with the Open Meetings Law and the Public Record Laws.

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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 any item related to the governance or management of the WCSD.  A copy of Board Policy 187 - Public Participation at Board Meetings is attached for your reference. Each commenter will be allowed 3 minutes.  An hour will be allowed for this item.

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

Description:  For your review, please see attached the original membership to the Diversity Equity and Inclusion Committee along with the approved charge for the committee.  Names with an annotation next to them indicate a request from that person to no longer serve on the committee.

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Description:  In order to allow for and permit emergency call backs of Head Custodians and Maintenance workers, adding language directing them to keep their school-issued phone with them at all times.  In return, they would be permitted to use the phones for personal use.  The language would mirror the language in the Administrator and Administrative Guidelines. The Human Resources Committee has recommended approval of this handbook language, on a 3-0 motion.

Description:  The purpose of this agenda item is to request School Board approval of the fund balance classifications. The School Board is annually required to approve fund balance accounts prior to the close of the fiscal year. I have attached the fund balance accounts that are currently being used. The Budget Committee recommended approval of the Fund Balance accounts at the June Budget Committee meeting. This agenda item was inadvertently left off of the regular June Board Meeting agenda. Here was the motion:

A motion was made by Hetzel, second by Ensign to recommend to the full board to accept the fund balances as presented and to also begin putting $30,000 a year toward the replacement cost of the Soccer Turf, in the same manner the District has been doing for the replacement of the Warrior stadium turf. Motion carried 3-0.

Please let me know if you have any questions on the fund balance classifications.

Description:  The purpose of this agenda item is to review the Moody's credit report that was issued April 16, 2021, and to request approval of a revised School Board Policy 661.5. The School Board Budget Committee is recommending approval of the revised policy on a 3-0 motion, with a language change as directed by the Committee.

Moody's downgraded the District's credit rating from A1 to Aa2, which is a drop of 2 credit ratings. The two major reasons for the downgrade were the District's fund balance and cash flow. The School Board has purposely decreased the Fund 10 fund balance while increasing the Fund 41 fund balance. Attached please find the Moody's credit rating, the School Board policy on Fund 41, and a Fund 10/41 fund balance spreadsheet. Also please find attached a revised School Board policy on Fund 41 and an option for the 2021-22 budget regarding Funds 10 and 41.

The revised School Board policy on Fund 41 would result in a shift in Capital Maintenance funds from Fund 41 to Fund 10. The budget option results in the Capital Maintenance expenditures coming from Fund 41 while the property tax revenues are deposited into Fund 10. This plan would result in the District spending down Fund 41 over the next several fiscal years, while building up a Fund 10 Fund Balance for Capital Maintenance expenditures. This plan would address the Fund Balance concerns raised in the Moody's credit report. 

Description:  The purpose of this agenda item is to request School Board approval of an additional Capital Project at the Middle School. The School Board has previously approved the installation of a 911 signaling project at each school and the Middle School fire alarm panel will not support this project. The Facility Committee is recommending approval of this capital project, not to exceed $12,153 on a 3-0 motion. Here are the notes from the Facility Committee meeting on this topic:

• Current fire alarm panel is the oldest in the District. It will not support the segregation of communication points needed to add an alert mechanism to dial 911 should the school "panic" button be activated. The current panel is not flexible enough to accept an upgrade or modification for this purpose.
• A separate communications device for the purpose of reporting duress is feasible, although a separate communications system would be dissimilar to the other school buildings in this regard. The addition of the modern fire alarm panel also provides a benefit in that an upgrade to point-based initiation devices can easily be added in the future.
• Current fire alarm panel utilizes fire alarm "zone" initiation versus modern point-based detection, which would narrow the area of the incident (single smoke detector versus multiple smoke detectors in a zone). The proposed new panel will be capable of FUTURE point-based initiation and notification devices. The proposed new panel will operate the current zone-based devices until an entire system upgrade can be submitted.
• See attached Duress, FACP upgrade quote for $12,153 from Johnson Controls, our provider for the 911 duress signaling project and our current central-station monitoring provider for fire and security.

Description:  The purpose of this agenda item is to provide an update to the School Board on the portable classroom addition to the Middle School. The School Board has previously approved the addition of a two-classroom portable to the Middle School building. No action is requested on this agenda item. Here are the notes from the Facility Committee meeting on this topic:

• Multiple trailers from multiple vendors were researched and viewed. Trips to Elgin, IL (Willscot Buildings) and Sandwich, IL (Aries Building Systems) proved helpful in the process. A three-year lease for a two-room portable classroom has been signed with Aries Building Systems for a $91,400 (total over three years), delivered and installed.
• The new building is identical in layout to our existing portable at the Middle School (attached).
• Due to availability, a canopy for the ADA ramp will be quoted separately from Aries.
• EUA is assisting the District in creating required documents and drawings for the Village, engineers, GC (Vogel), and for soil boring reports. Soil boring reports cost is $2950.
• Vogel Brothers has scoped the site with John Cramer and is prepared to take on the project for site preparation, drainage, and pouring foundation footings. Once Vogel is provided with documentation and drawings they can then provide a construction cost estimate.
• Westphal Electric has delivered a quote for all electrical construction (other than asphalt removal and repair, and concrete pad for transformer) for $27,309.
• The current plan is for Aries to deliver the portable from Sandwich, IL the week of July 26, and to be substantially complete with trailer and ramp installation the week of August 2. Then final power, fire alarm, duress, PA, and network installations and site repair can commence.

Description:  The purpose of this agenda item is to formally request that the name of the Soccer Stadium be changed to the Warrior Pitch.  A "Pitch" is the official name for a soccer playing surface. Please see the attachment for the next agenda item, which shows the new entrance to the Warrior Pitch field. The Facility Committee is recommending approval on a 3-0 motion. The design that was included for the Facility Committee meeting stated "Waunakee Pitch", but was changed to "Warrior Pitch" for consideration by the full Board.

Description:  The purpose of this agenda item is to request School Board approval of Phase 2 of the Soccer Project. The Facility Committee is recommending approval of this project on a 3-0 motion. Here are the notes from the Facility Committee meeting on this topic:

Attached please find the final design for the ticket entrance for the soccer field.  This item is coming back to the Board for approval of the design prior to it being constructed.  This cost is being paid for by the fundraising group and in-kind donations. The Entrance has been changed from "Waunakee Pitch" to "Warrior Pitch" to reflect the discussion that took place at the Facility Committee meeting.

Description:  The purpose of this agenda item is to request School Board approval of a fundraising effort for golf hitting bays at the Waunakee Meadows. The Facility Committee is recommending approval of this fundraising effort on a 3-0 motion. Here are the notes from the Facility Committee meeting on this topic:

The golf team along with Waunakee Meadows want to embark on a fundraising effort for the construction of "hitting bays" at the Meadows.  These hitting bays would directly impact our golfers as they would have use of them for their development. They are not requesting any district funds, just that our teams be allowed to participate in the fundraising effort for this project.  This project is a little different from facility improvement projects in the past in that it is part of a private enterprise, with the Meadows.  We have a good relationship/partnership with the Meadows as they do not charge our golfers for use of the course during their seasons.  We are seeking the Committees input and consideration of this fundraising effort, which would need approval by the Board to move forward.

Description:  Summer School completed its first three-week session on July 8, 2021.  Summer School is serving approximately 2,400 students, which is about 87% of pre-pandemic enrollment.  We accommodated about 140 student transportation changes on July 6th -- these are for students who did not meet the initial deadline for signing up for transportation and then needed transportation in order to participate in summer school. 

Attached is our COVID Data Spreadsheet.  From this document you will see that as of 7/7/21 the geographic area of Waunakee Community School District has a 7-day average of 0.43 COVID cases per day.  We have had zero COVID cases in summer school through the first session.

Attached also please find a chart from Chris Mand regarding the other local data we are tracking in our health offices this summer.  As you will see there have been no COVID cases or close contacts during the first session of summer school.  The 49 students who were out with COVID symptoms were students who had symptoms, often allergy like symptoms, and were kept home by their parents.  Most of these were only for a day or two.  We also sent three students home who exhibited symptoms while at school.  These students have tested negative for COVID.

 

Description:  Please see the attached memo from Tiffany Loken, Director of Special Education.  This staffing request is the result of additional students with IEPs moving into the district since the last Board Meeting.  We will apply for Transfer of Service Funds to offset the costs of these positions.

Description:  Attached in the "extras" section of BoardBook, please find a list of the accounts payable payments issued during the month of June 2021.

Description:  Attached you will find the 2020-21 Budget Status report as of June 30, 2021, and the Cash Reconciliation report for May 2021. 

Description:  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.

Also attached please find the April and May 2021 reports from Dean Health Systems.

Description:  All handbooks and supporting documents are attached in the extras section.

Description:  The purpose of this agenda item is to provide the School Board with an annual report of fundraisers utilizing the Classmunity program. Attached please find a list of all fundraisers for the 2020-21 school year and the information that has been reported in Classmunity. 

Description:  Administration will provide an update on the State Budget. Administration is recommending a Special Board Meeting to discuss and request approval of the Third Draft of the Budget and the Teacher Supplemental Compensation. These agenda items were originally planned for the July 12th Board Meeting, but have been delayed while waiting for the Governor's action on the State Budget.

Description:  BOE Community Engagement Dates and Topics
 

Description:  The administration is requesting an additional school board meeting on or about July 19th to consider the 3rd draft of the budget.