September 11, 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 STATUTUES 19.85 (1) (c) and (f).
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III.A. Review Minutes of August 14, 2023 Meeting
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III.B. Review Individual Teacher/Administrator Contract Recommendations, Resignations and Retirements
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III.C. Review Individual Co-Curricular Contract Recommendations
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III.D. Review Individual Support Staff/Custodial Staff Recommendations, Resignations and Retirements
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III.E. Review and Consider a Grade Placement Appeal
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IV. RETURN TO OPEN SESSION
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V. BOARD DEVELOPMENT
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VI. APPROVAL OF MINUTES
Description:
Consider the August 14, 2023
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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:
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
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IX. TEACHING STAFF, STUDENT, & BOARD REPORTS/RECOMMENDATIONS/ACTION ITEMS
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IX.A. Teacher Report
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IX.B. Student Report
Description:
Victoria Raemisch and Kendall Haviland are the Student Council Representatives to the Board for 2023-2024. They will give a student update.
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IX.C. Board Reports/Action Items
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IX.C.1. Board Reports on Educational Related Events, Meetings, or Trainings Attended by Individual Board Members
Description:
This section is reserved for any comments from members of the board on meetings they attended or other informational items.
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IX.C.2. 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. START OF SCHOOL REPORT
Description:
Randy Guttenberg will provide the Board with an update on the start of the 2023-2024 school year.
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XI. COMMITTEE REPORTS/RECOMMENDATIONS/ACTION ITEMS
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XI.A. Facility Committee Meeting
Description:
Reveiw and Consider the 09/05/23 Meeting Minutes
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XI.A.1. Consideration of Heritage Elementary School Bids
Description:
The purpose of this agenda item is to request school board approval of the final list of subcontractors for the Heritage Elementary School Project. Please note that Vogel is still working through the playground surfacing options, and will provide a handout on that portion of the project at the meeting. The facility committee is recommending approval of the attached list of subcontractors on a 3-0 motion.
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XI.A.2. Consideration of Varsity Softball Field Improvements
Description:
The purpose of this agenda item is to request school board approval of design work for the field improvements at the varsity softball field. At the August School Board meeting, the School Board approved the softball field lighting project at the current JV field, which followed the recommendation from Rettler to switch the locations of the varsity and JV softball fields.
Administration did not have information available in August on cost estimates for the other field improvements identified in the Rettler report. Attached please find cost estimates from Vogel on the other field improvements. The facility committee is recommending approval of the design portion of the varsity softball field improvements on a 3-0 motion.
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XI.A.3. Consideration of High School Signage
Description:
The purpose of this agenda item is to request school board approval of a high school signage replacement project. Attached please find current pictures of the Century Avenue electronic sign, the South Street sign, and a new Century Avenue electronic sign, and a traditional (non-eectronic) option for a new South Street sign. The existing electronic sign at Century Avenue is no longer functioning properly, and the existing traditional sign at South Street is dated and does not match the new branding standards.
The costs are $13,500 for the Century Avenue electronic sign replacement, and $8,000 for South Street for a traditional sign. The Facility Committee committee is recommending approval on a 3-0 motion.
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XI.A.4. Consideration of Heritage Elementary Solar Project
Description:
The purpose of this agenda item is to review options for a solar system. The School Board approved Westphal as the energy services partner at the August School Board meeting. Westphal has presented options for a solar system at Heritage. You will find an attachment of these solar system options for your review..
This is not an action item as the facility committee members have requested additional information from Westphal regarding these options. This agenda item will continue at the next facility committee meeting.
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XI.B. DEI Committee Meeting
Description:
Review and consider the minutes from the 09/06/23 meeting.
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XI.C. Policy Committee Meeting
Description:
Review and Consider the 09/07/23 Meeting Minutes
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XI.C.1. Policies for Discussion, Review, and Consideration
Description:
Attached please find the matrix for the policies being reviewed at the September Board Meeting and the associated descriptions of the recommended action. The revised policies are attached under each policy's unique agenda item.
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XI.C.1.a. 410 Student Policies Goals
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XI.C.1.b. 411.2 Students Experiencing Homelessness
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XI.C.1.c. 411.3 Children in Foster Care
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XI.C.1.d. 412.1 Full-Time Students
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XI.C.1.e. 420 School Admissions
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XI.C.1.f. 420 Rule Procedures for Placing Transfer Students
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XI.C.1.g. 421 Entrance Age
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XI.C.1.h. 421 Rule 1 & 421 Rule 2
Description:
Replace both rules with PRG 421 Rule 1
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XI.C.1.i. 422 and 422 Rule Admission of Full-Time Nonresident Students
Description:
Replace the policy and the rule with PRG 422
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XI.C.1.j. 423 Full Time Open Enrollment Program
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XI.C.1.k. 423 Rule 1 Full Time Open Enrollment Procedures
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XI.C.1.l. 423 Rule 2 Part Time Open Enrollment
Description:
Replace with PRG 343.44
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XI.C.1.m. 424 Non-Public School Student participation in District Courses, Programs and Activities
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XI.C.1.n. 424 Rule 1 Procedures for Handling Individual Course Applications from Non-Public School Students
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XI.C.1.o. 430 Student Attendance
430 Rules 1-4
Description:
Replace Policy 430 and Rules 1-4 with PRG Policy 431
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XI.C.1.p. 431 Proof of Residency
Description:
Amend and recode to 420 Rule 2
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XII. ADMINISTRATIVE REPORTS/ACTION ITEMS
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XII.A. Resolution Authorizing Temporary Borrowing in an amount not to exceed $14,000,000; issuance of tax and revenue anticipation promissory notes, and participation in the PMA Levy and aid anticipation notes program
Description:
The purpose of this agenda item is to request school board approval of the parameters resolution for our cash flow borrowing process for the 2023-2024 school year. Attached please find the parameters resolution that administration is recommending for approval.
The resolution provides the parameters for moving forward with a cash flow borrowing process. Our district completes an annual cash flow borrowing process to account for the differences between the receipt of revenues and the payment of expenses. The process for 2023-2024 takes into account the November 2022 referendum process as a school district can only borrow up to $10,000,000 per year tax exempt. This cash flow borrowing process is taxable because of the borrowing related to the referendum in January 2023. Waunakee will be joining 4 other districts that are in the same borrowing situation. Joining together with other districts improves the bidding process and sharing of costs. Sun Prairie is one of the districts participating in this borrowing.
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XII.B. Announcements/Correspondence
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XIII. CONSENT AGENDA
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XIII.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 August.
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XIII.B. Finance
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XIII.B.1. Monthly Finance Reports
Description:
Attached you will find the Budget Status report as of June 30, 2023 and the Cash Reconciliation report for July. This will be the final report for 22-23 as the audit process has been completed.
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XIII.B.2. Approval of Fund 21 Accounts
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, 2023. 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. 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 (in red), 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. NOTE: We are working with those who have negative balances to bring them back to a positive balance.
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XIII.B.3. Approval of Fund Balance Allocations
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 the Annual Meeting Treasurer's Report, an all Funds fund balance report and a fund balance report detailing the accounting of the Fund 10 937900 and 938900 fund balance accounts.
The final 22-23 Fund 10 fund balance is $8,022,166.97 or 12.7% of the 23-24 Fund 10 expenditure budget approved in July by the School Board. The 12.7% compares to a number of 15.1% in 22-23. The Board policy on fund balance has a statement of working towards maintaining a 15% balance. The 22-23 fiscal year was the fifth year when funds were set aside for the replacement of the turf field for Warrior Stadium, and the third year when funds were set aside for the replacement of the turf field for Warrior Pitch. 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.
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XIII.C. Seclusion and Restraint Report
Description:
Attached please find the Seclusion and Restraint Report for 2021-2022 that the administration is required to report to the Board on an annual basis. Tiffany Loken will be present at Monday's meeting to answer any questions related to this report/data.
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XIII.D. Gifts and Field Trips
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XIII.D.1. Gifts
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XIII.D.1.a. Pride Pump Donation from Meffert Oil Company $1000
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XIII.D.2. Field Trips
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XIII.E. Approve Individual Teacher, Administrator, Co-curricular, Support Staff & Custodial Recommendations, Resignations, Leaves & Retirements
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XIV. BOARD BUSINESS
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XV. FUTURE AGENDAS AND MEETINGS
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XV.A. Agenda Items for Next Meeting
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XV.B. Special Meeting
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XV.C. Budget Committee
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XV.D. Co-Curricular Committee
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XV.E. Curriculum Committee
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XV.F. Facility Committee
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XV.G. Human Resources Committee
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XV.H. Policy Committee
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XV.I. DEI Committee
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XVI. RETURN TO CLOSED SESSION - (if necessary) to complete agenda as listed under agenda item III
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XVII. RETURN TO OPEN SESSION
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XVIII. ACTION AS APPROPRIATE, ON ITEMS DISCUSSED IN CLOSED SESSION
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XIX. ADJOURN
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