July 8, 2024 at 6:00 PM - Regular Meeting

Description:  If time allows, the Board will discuss school board operational matters or schedule future meetings.

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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 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.

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

Description:  The purpose of this agenda item is to approve a fund 73 payment for 2023-24. We have until July 31st to make this payment. The budget committee is recommending

The budget committee recommended a payment of $400,000 for 2022-23 fiscal year. The actuarial calculated contribution is $668,817. Please see attached for information on this calculation. The fund 73 beginning balances were $7,243,648.89 (HRAs in employee's names - cannot be used) and $1,277,921.23 (funds not committed to employees). 

The district payment for 2023-24 for post-employment benefits is $507,406.12. Our options include:
1) Funding the $507,406.12 entirely from the $1,277.921.23 (fund 73)
2) Contribute the entire 2023-24 payment ($507,406.12) from fund 10
3) Contribute the entire actuarial calculated contribution of $668,817 from fund 10 
4) Some level of balance between option 1 and option 3

Option 1 provides the best fund balance option for fund 10, while decreasing the fund balance for fund 73. Options 2 through 4 will reduce the fund 10 fund balance. A concern with reducing the fund 10 fund balance is the future borrowings related to the November 2022 referendum and the potential for a negative rating adjustment. An option to consider is to recommend option 1 at this time and reassess fund 73 after the completion of the November 2022 referendum borrowings. In addition, annually budgeting for this expense would be a fiscal benefit moving forward. 

Description:  The purpose of this agenda item is to approve the third draft of the budget for the 24-25 school year. I have attached the third draft of the budget for your review. Please note that the third draft of the budget is based on the following:
1. The $0/student increase in the per pupil categorical aid, with a $325/student increase in the revenue limit formula
2. The personnel cost line includes an inflationary salary increase of 4.12%, implementation of the teacher and classified staff compensation systems at 2%, a 0% increase in dental insurance rates, and a 5% increase for health insurance rates, and transportation.
3. The capital maintenance projects are funded from Fund 49
4. The thirdd draft includes an increase of 11.5 FTE, as outlined on page 13 of the document to include the positions approved in May.
5. The debt service fund includes an estimate for the remaining debt that needs to be issued from the $175 million referendum.
6. Budget adjustments and revenue increases per the memo from the April budget committee meeting. (High cost special ed aid, fund 80, and flow-through grant)
7. Updates to the gift fund (Fund 21)
8. Updates to building/department revenue accounts and corresponding expense accounts
9.  Updates to the community service fund (Fund 80)
10. July 1st Aid Estimate, which changes both state equalization aid and the property tax levy.
10. All of the remaining budget requests have been placed on hold at this time.

The final draft will be presented in October.

Please let me know if you have any questions on the third draft of the budget.

The budget committee is recommending approval on a 3-0 motion. 

Description:  The purpose of this agenda item is to request approval of a 3-month trial for the subscription for the service called Data Wrangler. The budget committee is recommending approval

At the June budget committee meeting, the committee heard an overview of the Data Wrangler system and what it could do for the district from Jim Koeppe, President. The committee made a motion to recommend approval to the June board meeting 2-0. At the regular June board meeting, the discussion was tabled due to a concern over the length of the agreement. Please find an updated agreement attached. Data Wrangler is willing to extend a 3-month trial. We would have the opportunity to review the results/reports before making a decision on the length of the full agreement. We appreciate the flexibility to have a 3-month trial and administration is recommending approval.

Description:  The purpose of this agenda item is to request approval of additional middle school subcontractors. The facility committee is recommending approval on a 3-0 motion. 

The first several rounds of Middle School subcontractor bids have been approved. The Middle School guaranteed maximum price has been approved. Vogel indicated in June that several additional rounds of subcontractor bids will be presented in July and August. Attached please find two documents referencing subcontractor approvals.   

Administration will also provide an update on the value engineering process. Here is a high level summary:

• Original Owner Contingency: $570,000 
• Accepted VE’s and budget transfers (pending final EUA review of alternate manufacturers):
  • Structural steel beam to joist changes: ($75,000)
  • Cellular repeater allowance move from Westphal to Owner Contingency: ($378,968)
  • Metal Panel VE (Alternate panel manufacturer): ($35,000)
  • Glazing VE (Alternate aluminum manufacturer): ($123,380)

• Updated Owner Contingency: $1,182,348
• CM Continency: $3,370,000

Description:  The purpose of this agenda item is to request approval of additional projects for districtwide capital maintenance. The facility committee is recommending approval 3-0.

Attached please find our budget tracking document for capital projects. Please note that this document has been updated to reflect the June School Board meeting capital projects approvals, the GMP savings for Heritage Elementary School, and $5 million of interest earnings. Administration will review this budget tracking document before reviewing the potential additional capital projects. Also attached please find a request for additional capital maintenance approvals. The requests fit within the remaining funds. Administration will specifically review the recent storm damage and repairs at the high school pool roof area, middle school fieldhouse, and Arboretum second grade neighborhood. 

Description:  A draft 2024-2025 testing and assessment schedule is presented for action.  The schedule is complete as of the information we had when the agenda was being prepared.  We have the state's decision on the required early literacy readiness screener (NCS Pearson AimswebPlus), but are still waiting on some details including test windows. When those have been communicated by the state, we will update the schedule to reflect the new information.  We will be using AimswebPlus for mathematics screening and also in the 4th grade for reading and mathematics.  AimswebPlus has two entries.  One as a screener/benchmark and the other as a progress monitor (short forms used for interventions in our RtI/MTSS framework).

Description:  Attached please find the summary spreadsheet for the policies that will be reviewed at the meeting.  These policies have been reviewed by the administration and the policy committee chair prior to movement to the committee for consideration. 

Description:  The purpose of this agenda item is to review a request from a community based licensed daycare for school provided transportation. All board members received the public comments from the owner of the daycare as well as several parents who select that daycare for their children. The attached policy has been revised to accommodate this request. The policy committee is recommending approval on a 2-1 motion. Administration can share additional background at the meeting regarding the history of this policy and how it has been modified over time. 

Description:  The administration will discuss the policy updates and process.

Description:  The purpose of this agenda item is to request school board approval of the stormwater management system maintenance agreement for the new middle school. As Vogel was preparing to request the building permit for the new middle school, our construction team realized that a number of formal documents needed to be approved/recorded. To begin with, we created a new site parcel number by combining multiple parcels from the past. Allie recorded a new certified survey map with Dane County last week. In addition, we need to request approval of the attached document as well as the next agenda item. The stormwater maintenance agreement requires the district to maintain the stormwater features of the property and permits the village to enter district property in the event of our failure to maintain the stormwater features. Administration is recommending approval.

Description:  The purpose of this agenda item is to request school board approval of the utility easement agreements for the new middle school. As Vogel was preparing to request the building permit for the new middle school, our construction team realized that a number of formal documents needed to be approved/recorded. To begin with, we created a new site parcel number by combining multiple parcels from the past. Allie recorded a new certified survey map with Dane County last week. In addition, we need to request approval of the attached documents as well as the next agenda item. District administration and the construction team worked with the Village of Waunakee to identify the most cost-effective solutions to provide site utilities, including the roadwork in front of the new middle school. Administration is recommending approval.

Description:  The purpose of this agenda item is to request school board approval of the stormwater management system maintenance agreement for the 905 Bethel Circle. We need to request approval of the attached document. The stormwater maintenance agreement requires the district to maintain the stormwater features of the property and permits the village to enter district property in the event of our failure to maintain the stormwater features. Administration is recommending approval.

Description:  Attached you will find the 2023-2024 Budget Status report as of June 30th, 2024 and the Cash Reconciliation report for May 2024.

Description:   Attached in the "extras" section of BoardBook, please find a list of the accounts payable payments issued during the month of June 2023.

Description:  As is required for approval on an annual basis, please see the attached memo from Tim Schell and Amy Johnson that outlines the academic standards that are part of our instructional programs.

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 2023-24 school year and the information that has been reported in Classmunity.

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