August 14, 2023 at 6:00 PM - Regular Meeting
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I. CALL TO ORDER
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II. ROLL CALL
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III. CLOSED SESSION - ADJOURN TO CLOSED SESSION PER WISCONSIN STATUTES 19.85 (1) (c)(e)(f), AND (g)
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III.A. Review Minutes of July 10, 2023 Meetings
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III.B. Review Individual Administrator, Administrative Support, Teacher Contract Recommendations, Resignations and Retirements..
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III.C. Review Individual Support Staff/Custodial Staff Recommendations, Resignations and Retirements
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III.D. Review Individual Co-Curricular Contract Recommendations
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III.E. Review 2023-2024 Department Chairs, Building Coordinators and New Teacher Advisors
Description:
These advisory postions are included on the co-curricular report.
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III.F. Update on Legal Matters Related to the School District Including Current and Potential Actions Involving the School District.
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III.G. Review Salary and Contract Parameters for Superintendent Position
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IV. RETURN TO OPEN SESSION
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V. BOARD DEVELOPMENT WORKSHOP
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V.A. Discuss and consider the recording of board committee meetings.
Description:
At the Board Retreat this summer, it was discussed if we want to continue with the practice of recording board committee meetings, which we started doing during the pandemic. Board policy does not require this practice. To provide the Board with some context on viewership, attached please find data on the number of views for each committee meeting over the last six months.
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V.B. Discuss and finalize the community survey as part of the superintendent search process
Description:
Joan Ensign will lead a discussion with the Board to finalize the community survey that will be part of the superintendent search process.
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VI. APPROVAL OF MINUTES
Description:
Review the minutes for the July 10, 2023 regular meeting, July 12, 2023 special meeting - BOE Retreat and August 2, 2023 Special Meeting - Superintendent Search
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VII. APPROVAL OF AGENDA AND ADDITIONS
Description:
A motion will be necessary to approve the agenda as presented (or) with changes as recommended.
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VIII. PUBLIC COMMENTS
Description:
Individuals may use this time to comment on any topic. A copy of Board Policy 187 —Public Participation at Board Meetings is enclosed for your reference. Each speaker will be allowed 3 minutes to speak for a total of 30 minutes. . Emailed comments will be shared and reviewed by all the board members but will not be read out loud.
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IX. TEACHING STAFF, STUDENT, & BOARD REPORTS/RECOMMENDATIONS/ACTION ITEMS
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IX.A. Teacher Update
Description:
Members of the WTA will provide an update on items related to the teaching staff.
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IX.B. Board Reports/Action Items
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IX.B.1. Board Reports on Educational Related Events, Meetings, or Trainings Attended by Individual Board Members
Description:
This section of the agenda is reserved for any comments from members of the board on meetings they attended over the last month or other informational items.
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IX.B.2. Review District Goals/Priorities for 2023-2024
Description:
Attached please a pdf document that articulates the high level district goals, priorities, and planning efforts. This "dashboard" is to serve as a guide for anyone who is seeking information on the top priorities and areas of focus for the school district in 2023-2024.
The bold items are from the district strategic planning framework and represent the primary bodies of work that require attention in school district leadership. Under each bold item you will find an underlined goal, priority statement, or planning direction. These points represent the primary focus of work for this year for that strategic area. Beneath each underlined point, you will find bullet pointed items that articulate the specific action areas that will be used to move the goal forward. Each of these bullet pointed areas will be broken into an administrative action plan by the administrator in charge of that area. Accountability for this plan will occur at the administrative level, through Board Committees, and with the full Board, as appropriate. For the August Board Meeting, I am seeking the Board's input on these goals and priorities, and endorsement so we can move forward with the detailed plans associated with this work.
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IX.B.3. Review Joint Review Board TID #9 Amendment
Description:
Attached please find information from the Village of Waunakee on the amendment to TID #9. Jack Heinemann attended the Joint Review Board Meeting and can provide an update to the Board on pertinent details regarding this plan.
Attached also please find the school district's current guidelines on TID.
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IX.B.4. Update on the Superintendent Search Process
Description:
Brian Grabarski and Joan Ensign will provide an update on the superintendent search process.
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X. COMMITTEE REPORTS/RECOMMENDATIONS/ACTION ITEMS
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X.A. Curriculum Committee
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X.A.1. Review the minutes of the 08/03/23 Curriculum Committee Meeting.
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X.A.2. Consideration of Women's Literature Novels.
Presenter:
Tim Schell
Description:
Melissa Hanson is comprehensively revising the Women's Literature course for this fall and is requesting new novels for the course. These texts are described in the accompanying memo. The Curriculum Committee is recommending these titles to the full Board on a 3-0 vote.
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X.B. Facility Committee Meeting
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X.B.1. Review Minutes from the 8-7-2023 Committee Meeting
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X.B.2. Heritage Elementary School
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X.B.2.a. Approval of Subcontractor Bids
Description:
The purpose of this agenda item is to request School Board approval of the next list of subcontractors for the Heritage Elementary School Project. Attached please find the list of subcontractors recommended for approval this month. There will be a final list of subcontractors presented at the September School Board meeting. The Facility Committee is recommending approval on a 3-0 motion.
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X.B.2.b. Update on Budget/Guaranteed Maximum Price
Description:
The purpose of this agenda item is to request School Board review of a budget update/guaranteed maximum price for the Heritage Elementary School Project. Vogel Brothers staff will be in attendance at the meeting to review the attached presentation with the Board. No action is requested on this agenda item.
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X.B.2.c. Approval of Easement
Description:
The purpose of this agenda item is to request School Board approval of an easement for the Heritage Elementary School Project. Vogel Brothers and the EUA team have been working with the district and our utility partners to provide utility access to the school site and the surrounding community through the eastern portion of the district property where the new Heritage Elementary School is being constructed. Attached please find the easement document that has been drafted as a result of process. The Facility Committee is recommending approval on a 3-0 motion.
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X.B.3. Consideration of Capital Projects
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X.B.3.a. Middle School Dishwasher Project
Description:
The purpose of this agenda item is to request School Board approval of a dishwasher replacement installation at the Waunakee Middle School. The dishwasher at the Middle School was no longer operating at the end of the school year and the district purchased a replacement dishwasher this summer. The original dishwasher did not include a grease trap which has now become a requirement of state building codes. The installation of a new dishwasher (with the grease trap) would require School Board approval as the cost exceeds $25,000. The cost estimate from Hooper has been attached. An additional cost estimate, which was higher, was also presented to the Facility Committee. The Facility Committee is recommending approval of the Hooper proposal on a 3-0 motion.
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X.B.3.b. Review and Consideration of the Softball Lights/Field Report
Description:
The purpose of this agenda item is to request School Board approval for ordering lights for the softball varsity field. Attached to this agenda item is a report on the softball fields, and this report was prepared by Rettler.
As background information, Rettler was previously hired to work with the Village of Waunakee on the design of varsity softball field lighting and the airport ordinance. The design of softball field lights was finalized after the completion of the district's Title 9 audit. However, before proceeding with the lighting project, the softball booster group and coaching staff asked for consideration of moving the softball varsity field from the current location to the junior varsity location. The School Board then approved Rettler to draft a report reviewing the viability of this option. The report's recommendation is to switch the varsity and jv fields and install the new lights at the current jv field located behind the middle school. In addition to this report, Nick Conrad has had discussions with the softball stakeholders on this potential change of the varsity softball field location. Administration requested approval of the varsity softball field location change, as well as approval to proceed with the lighting project and related improvements. The lighting project estimate last fall was $175,000 and there is no estimate on the related improvements at this time. Administration will bring back cost estimates for the related improvements at the September meeting of the Facility Committee. The Facility Committee is recommending approval of the softball field lights on a 3-0 motion.
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X.B.4. Consideration of NAMI Contract Addendum
Description:
The purpose of this agenda item is to request School Board approval of the NAMI preventative maintenance contract addendum. Attached please find the addendum document. The district currently has a contract with NAMI for preventative maintenance on the HVAC system districtwide. The school board has hired NAMI for the HVAC work through the referendum process. The Facility Committee requested that the addendum document line up with the referendum projects. As a result, NAMI revised the attached document to align with the warranty period for the new Middle School. Administration is requesting consideration of approval of the revised document. The Facility Committee is recommending approval on a 3-0 motion.
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X.B.5. Consideration of Energy Service Partner
Description:
The purpose of this agenda item is to request School Board approval of an energy services partner for the referendum projects. Attached please find information on this topic from Westphal. Westphal has already been approved by the school board for the electrical subcontracting work for the referendum. The Facility Committee did request additional information from Westphal which has been attached.
The selection of an energy services partner is critical for the following aspects of the referendum projects: 1) Solar energy project at the new Heritage and Middle School including connecting these projects with opportunities for student learning 2) Evaluate solar energy system at Intermediate 3) Evaluate systems across the district for recommended return on investment projects 4) Assistance with any federal/state grants/initiatives writing processes 5) Electric vehicle charging stations at new schools and evaluation of existing sites 6) Any other energy related services as applicable District administration has met with Westphal as well as two other firms who specialize in energy services. The Facility Committee, on a 3-0 motion, is recommending approval of Westphal for this work for referendum projects.
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X.C. Co-Curricular Committee
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X.C.1. Review Minutes of the 8-8-2023 Meeting
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X.C.2. Review the Co-Curricular Report for 2023
Description:
Attached please find the Co-Curricular Reports for 2022-2023. These reports include participation rates, grade point averages, student achievements, ticket sales, and booster club financial reports. Please note, the booster club financial reports are transitioning to a new format with the implementation of the new Booster Club Handbook.
Nick Conrad, Athletic Director, will be present at the meeting to answer any questions. A presentation of the report was part of the Co-Curricular Committee Meeting on August 8th.
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X.C.3. Co-Curricular Handbooks for 2023-2024
Description:
The Co-Curricular Handbooks are located in the Extra Section of BoardBook.
The primary change to the handbooks for this year is to clarify and modify the academic eligibility part of the Middle School Co-Curricular Handbook. The Co-Curricular Committee reviewed the handbooks at their August 8th meeting and are recommending them to the full Board on a 3-0 vote. |
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X.C.3.a. Waunakee High School Co-Curricular Handbook
Description:
The Co-Curricular Handbooks are located in the Extra Section of BoardBook.
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X.C.3.b. Waunakee Middle School Co-Curricular Handbook
Description:
The Co-Curricular Handbooks are located in the Extra Section of BoardBook.
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X.C.3.c. Waunakee Coaches Handbook
Description:
The Co-Curricular Handbooks are located in the Extra Section of BoardBook.
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X.C.4. Middle School Dance Team Request
Description:
The Middle School Dance Team is requesting to be able to have their own fundraising account separate from the High School Dance Team. When the middle school program was approved a few years ago, the school board's motion included the desire for the middle school team to come under the high school booster club program. The middle school program is doing very well and they have different needs than the high school program. For this reason, they are requesting to have their own account numbers to manage their own funds. The school district currently holds the funds for the dance programs, and creating an account for the middle school program is just an accounting function. The administration recommends approval.
This agenda items was reviewed by the Co-Curricular Committee on August 8th and is being recommended to the full Board for approval on a 3-0 vote. |
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X.C.5. Consider 300 Series Policies Related to Co-Curricular Programs
Description:
The Policy Committee has moved the policies from the 300 Series that involve co-curricular programs to the Co-Curricular Committee for review and recommendation to the full Board. Attached please find the spreadsheet with the summary document chart, similar to what you have seen as other policies have made their way to the Board.
The Co-Curricular Committee reviewed these policies at their August 8th meeting and is recommending them for approval on a 3-0 vote.
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X.C.5.a. 370 Extracurricular Activites and Programs
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X.C.5.b. 370 Rule 1 Co-Curricular Activity Size Limitations Coach/Player Ratios
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X.C.5.c. 370 Rule 2 Co-Curricular Activity Program Eligibility
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X.C.5.d. 370 Rule 3 Co-Curricular Offerings
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X.C.5.e. 370 Rule 4 Co-Curricular Reduction/Addition Guidlines
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X.C.5.f. 370.1 State/National (Non-athletic) Competitions
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X.C.5.g. 377 Interscholastic Athletics
Description:
Repeal - merged with PRG 370
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X.C.5.h. 377 Rule 1 Waunakee High School Co-Curricular Coad and Policies
Description:
In the handbooks - reviewed every year
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X.C.5.i. 377 Rule 2 Waunakee Middle School Co Curricular Code and Policies
Description:
In the handbook reviewed every year.
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X.C.5.j. 377.1 State Tournament Attendance
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X.C.5.k. 377.2 Random Drug Tests and Co-Curricular Participation
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X.C.5.l. 377.2 Rule Random Drug Tests
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X.C.5.m. 377.2 Rule Random Drug Tests
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XI. ADMINISTRATIVE REPORTS/RECOMMENDATIONS/ACTION ITEMS
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XI.A. Administrative Reports/Action Items
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XI.A.1. Report from the Waunakee Community Cares Coalition
Description:
Michelle McGrath and students involved with the Waunakee Community Cares Coalition will be present at Monday's Board Meeting to share their insights on the feedback they have received through student forums this spring.
Their presentation is attached for your reference.
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XI.A.2. Report and Consideration of Continued Partnership with Psychotherapy Center of Waunakee
Description:
Lisa Jondle, Director of Student Services, will be present at Monday's Board Meeting to share an update on our partnership with the Psychotherapy Center of Waunakee. Her presentation and data are attached for your reference.
The administration is recommending that we continue the partnership with the Psychotherapy Center of Waunakee and also expand services to the middle school.
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XI.A.3. Resolution to Establish a District Expulsion Hearing Officer
Description:
Be it resolved that the Board of Education for the Waunakee Community School District hereby authorizes the appointment of an independent hearing officer for the 2023-2024 school year to determine pupil expulsion from the school under State Statute 119.25 Expulsion of Pupils. Sub (2). This must be a roll call vote.
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XI.A.4. Appoint District Expulsion Hearing Officer for 2023-2024
Description:
The administration is recommending that we continue with Jon Anderson of Husch Blackwell Law Firm as the expulsion hearing officer for the 2023-2024 school year. Attorney Anderson has served the district well through these services and is very timely and thorough in his review and reporting of findings.
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XI.A.5. Appoint Medical Advisor for 2023-2024
Description:
Attached please a memo from Lisa Jondle, Director of Student Services, to continue to work with Dr. William Ranum from the Waunakee Clinic as the District's Medical Advisor.
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XI.A.6. Announcements/Correspondence
Description:
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XII. CONSENT AGENDA
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XII.A. Approval of Checks
Description:
Attached in the "extras" section of BoardBook, please find a list of the accounts payable payments issued during the month of July.
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XII.B. Finance
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XII.B.1. Monthly Finance Reports
Description:
Attached you will find the 2022-23 Budget Status report as of June 30, 2023 and the Cash Reconciliation report for June 2023.
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XII.C. 2023 Annual Meeting Agenda
Description:
Attached please find a draft of the 2023 Annual Meeting Agenda. The administration is requesting approval of this agenda in order to begin the planning process for the 2023 Annual Meeting.
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XII.D. Consideration Cash Flow Borrowing Process
Description:
The purpose of this agenda item is to request School Board approval for a cash flow borrowing process. The administration utilizes the financial advisor PMA to conduct the annual cash flow borrowing process.This year we will participate in a PMA cash flow borrowing pool that includes other school districts in the same borrowing situation as Waunakee.
Here is the process for cash flow borrowing with PMA:
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XII.E. Consideration of Employee Handbook for Substitute Teaching Staff.
Description:
This handbook is in the extra section of the agenda.
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XII.F. Gifts & Student Trips
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XII.F.1. Gifts
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XII.F.1.a. Pride Pump donation from Meffert Oil Co. $1000.00
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XII.F.2. Student Trips
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XII.F.2.a. Soccer Field Trip
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XII.F.2.b. High School Students in Chinese Classes - Chicago IL October 27, 2023
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XII.G. Approve Individual Administrator, Administrative Support, Teacher, Co-curricular, Support Staff & Custodial Recommendations, Resignations, Leaves & Retirements
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XII.H. Consideration of 2023-2024 Department Chairs, Building Coordinators and Staff Development Representatives
Description:
These advisory positions are included on the co-curricular staff report.
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XIII. BOARD BUSINESS
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XIV. FUTURE AGENDAS AND MEETINGS
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XIV.A. Agenda Items for Next Meeting
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XIV.B. Special Meeting
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XIV.C. Budget Committee
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XIV.D. Co-Curricular Committee
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XIV.E. Curriculum Committee
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XIV.F. Facility Committee
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XIV.G. Human Resources Committee
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XIV.H. Policy Committee
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XIV.I. DEI Committee
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XV. RETURN TO CLOSED SESSION - (if necessary) to complete agenda as listed under agenda item III
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XVI. RETURN TO OPEN SESSION
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XVII. ACTION AS APPROPRIATE, ON ITEMS DISCUSSED IN CLOSED SESSION
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XVIII. ADJOURN
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