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January 12, 2022 at 6:00 PM - Regular School Board Meeting

Agenda
1. Call To Order
Speaker(s):  Forsberg
2. Roll Call of Attendance
Speaker(s):  Donovan
3. Approval of Agenda
Speaker(s):  Forsberg
Recommended Motion(s):  Approval of Agenda
4. Election of Officers
Speaker(s):  Forsberg
Description:  The new officers must be nominated and elected:
 
Recommended Motion(s):  Elect a Chairperson
Recommended Motion(s) #2:  Elect a Vice-Chairperson
Recommended Motion(s) #3:  Elect a Clerk
Recommended Motion(s) #4:  Elect a Treasurer
5. Board Calendar Dates
Speaker(s):  Board Chair
Description: 
Thursday and Friday, January 13 and 14, 2022 - MSBA Leadership Conference at Minneapolis Convention Center
Wednesday, February 2, 2022 - School Board Meeting at 6:00 p.m. 
Wednesday, February 9, 2022 - Building Tours: WELS N, South Campus, and Quora Education Center
Wednesday, March 23, 2022 - Building Tours: Metro Heights Academy and Karner Blue Education Center
Wednesday, April 6, 2022 - Building Tours: Auditory Oral Program and Pankalo Education Center

 
6. Questions and/or Comments from Citizens Present on Non-Agenda Items
Speaker(s):  Board Chair
Description:  Visitors attending the meeting who wish to address the school board on any issue that is not on the agenda may do so at this time. We ask that you complete the Request to Address the School Board form linked here prior to the school board meeting.
7. Presentations and Discussion Items
7.1. FY21 Audit
Speaker(s):  Kumlien
Description:  Jim Eichten, MMKR
8. Approval of the Consent Agenda
Speaker(s):  Board Chair
Recommended Motion(s):  The Superintendent recommends the School Board approve the Consent Agenda as detailed in the enclosure.
8.1. Minutes 
 
Description:  Meeting Minutes for December 1, 2021 and December 9, 2021
8.2. Payment of Bills and ACH Payments
Description:   $4,462,958.62 for check numbers *600429-600544, ACH payments and Wires except for voids as starred on check register.
8.3. Personnel
Description:  Employment, Resignations, Retirement, Eliminate Positions, Adjust Hours/FTE, Leave of Absence,  Reassignments/Transfers, New Positions
8.4. Donations
Description: 
Automotive Technology received a 2007 Acura MDX from William Gramer
Automative Technology received a 2006 Honda Odyssey from Susan Relling
Automative Technology received a 2011 Chevrolet Malibu from Elise Mackenzie
Automative Technology received a 2003 Ford Windstar from Helen Dingle
8.5. Acceptance of Grants
Description: 
PELSB Grant
School Linked Mental Health Services Grant
8.6. Designation of Primary Depositories, Investment Brokers and Paying Agents
Description:  The primary depository has been evaluated for services provided during the past year. We recommend that the district continue to have this service provided by MSDLAF+/US Bank and PMA-MN Trust.

The Superintendent recommends that the Board designate the following banks as depositories for district funds and authorize use of the following investment brokers/dealers and paying agents for the period of January 12, 2022, to January 11, 2023.

PRIMARY DEPOSITORIES
US Bank
MSDLAF (Minnesota School District Liquid Asset Fund)
PMA -MN Trust

INVESTMENT BROKERS/DEALERS
MSDLAF (Minnesota School District Liquid Asset Fund)
US Bank
PMA - MN Trust

PAYING AGENTS
US Bank
Wells Fargo

 
8.7. Designation of Official Newspaper
Description:  In past years, legal notices and minutes have been published in the Vadnais Heights Press, (which under M.S. 31.02 qualifies as the district’s official newspaper because it is published within the district). In addition, the full minutes are available on the district’s website www.916schools.org. A proposal has been submitted by Press Publications for the Vadnais Heights Press to remain the official school district/legal publication newspaper for 2022. They have proposed a rate increase due to extreme pressure with materials and labor costs from $6.28 to $6.59 per column inch in 7 point type at 9-lines per inch).

The Superintendent recommends the School Board approve the continuation of Vadnais Heights Press as the legal publication for the school district for 2022.

 
8.8. Facsimile Signatures
Description:  The Superintendent recommends that the School Board approve the resolution to authorize the use of facsimile signatures (school district officers) and authorize for surety bond protection and use of the facsimile signature plate of the previous year's School Board Officers until such time a new plate can be purchased.
RESOLUTION RELATING TO THE AUTHORIZATION AND USE OF FACSIMILE SIGNATURES BY SCHOOL DISTRICT OFFICERS AND
PROVIDING FOR SURETY BOND FOR PROTECTION
THEREFORE BE IT RESOLVED by Northeast Metropolitan Intermediate School District 916 as follows:
1.         Pursuant to M.S. 47.41, the School Board of the District and the chairperson, clerk and treasurer thereof who are authorized to sign checks, drafts, warrants, vouchers or other orders on public funds, hereby authorize the School District depository bank to honor any such instrument bearing a facsimile signature of said officers and to charge the same to the account upon which drawn as fully as though the same bore the manually written signatures of such officers.
2.         Pursuant to M.S. 47.42, the School Board of said District approves the use of such facsimile signatures and hereby determines to insure the School District with an insurance company authorized to do business within the State in the amount of $500,000 in the form of a surety bond or otherwise against the loss of any public funds which may be withdrawn upon unauthorized use of such facsimile signatures and the officers of said School District or other person as provided therein shall not be personally liable for loss, if any, resulting from the use of any facsimile signatures unless said loss occurs by reason of any officer's wrongful act.
3.         The clerk is hereby authorized and directed to furnish the School District depository with a copy of this resolution, and the School District officers and said depository are hereby authorized and directed to make the necessary arrangements for the use of facsimile signatures hereafter.

 
8.9. Prepayment of Bills
Description:  The monthly treasurer’s report and list of bills are audited. All bills processed for payment will include a copy of the invoice and an invoice listing report.  Required staff authorizations are documented within the financial software. All prepayments will be so noted on the list of bills for audit by the treasurer. Those for which payment has been made prior to board approval will be asterisked on the summarized list of check totals. This motion is also used by member districts.

The Superintendent recommends that in instances where it is in the best interest of the school district to make payment prior to a meeting at which bills are approved by the board and when such payment is provided for in the approved preliminary, revised, or final budget, the superintendent or an agent, be authorized to make such payment subject to subsequent ratification by the school board.
 
8.10. Petty Cash
Description:  Designation for Calendar 2022 of petty cash amounts of $100.00 or more.
Authorized petty cash amounts may be greater than amounts currently in use.

The Superintendent recommends that the Board renew designation of the following petty cash locations and amounts of $100.00 or more.

Authorized Location                        Amount                   Custodian
Bellaire Ed Center                         $175.00             Amy Huebner

Career & Tech Center                    100.00             Jennifer Weinzirl
District Office                                  2500.00           Jo George
Itinerant Program                            100.00             Polly Jaeger
Karner Blue Education Center         250.00             Allison Martin
Pankalo Education Center               250.00            Doreen Haroldson
Quora Secondary School                100.00             Jackie King
South Campus Spec Ed                   175.00            Natalie Mieloch                                        
 
8.11. Investment Collateral
Description:  The Superintendent recommends that the School Board authorize the Executive Director of Finance and/or the Assistant Director of Finance to conduct collateral transactions for the district.
 
CURRENT STATUS OF INVESTMENT BROKERS/DEALERS
Depository-Contact Person-Comments   Investments As Of 12/28/21 Rate Ranges As Of 12/28/21
1.   US Bank                                                                             N/A  Primary Bank
 
     
2.   MSDLAF+                                         
      Ricky Lummus                                         Offers liquid and max funds              
Operating Acct 
Payroll Acct      
Flex Acct                       
$ 2,093,783
$ 499,580
$ 104,322          
.02% - .04%
.02% - .04%
.02% - .04%

 
3.   PMA - MNTrust                                             
      David Anderson                            

 
Money Market Acct
Fixed Income
$ 8,923,319
$ 5,307,167             
Weighted Avg: 1.45%
4.   US Bank Corporate Trust Service
      Jaymes Paulson
     
Cert. of Participation - Series 2015A Pankalo Rental Payment Account Gov. Obligations 
                
$ 38 0%
5.   US Bank Corporate Trust Service
      Jaymes Paulson

 
Cert. of Participation - Series 2015B Quora Rental Payment Account
 
$ 314 0%
6.   US Bank Corporate Trust Service
      Jaymes Paulson

 
Cert. of Participation - Series 2013A Karner Blue Rental Payment Account
 
$ 1,631 .01%
8.12. Resolution Delegating Authority to Make Electronic Funds Transfers
Description:  In order to be in compliance with MN Statute Section 471.38, it is necessary to annually designate specific district staff members with the authority to make electronic funds transfers for the district. It is in the best interest of the district to utilize electronic fund transfers rather than execute written authorizations, instructions and releases given the instant liquidity of the transfer dollars.

The Superintendent recommends that the Board authorize Kirsten Means and Mark Kumlien to execute the Domestic and International Funds (Wire) Transfer Agreement from January 12, 2022, to January 11, 2023, on behalf of Northeast Metropolitan Intermediate School District 916 with US Bank and other depositories and investment agencies for the electronic transmission of funds belonging to Northeast Metropolitan Intermediate School District 916. That the Board also authorize Olha Navalyana, Kathy Springer, Kirsten Means, Josh Mathis, and Sandra Sierakowski to execute the Domestic Funds (Wire) Transfer Agreement from January 12, 2022, to January 11, 2023, for the electronic transmission of funds belonging to Northeast Metropolitan Intermediate School District 916 for vendor payments and the following payroll liabilities:

Olha Navalyana, Kathy Springer, Kirsten Means & Josh Mathis:
  • IRS (federal taxes)
  • MSRS Empower (MN Deferred Comp & Post-retirement health care savings)
  • MN Dept. of Revenue (state tax withholding & garnishments)
  • The Standard (life and long-term disability)
  • Teachers Retirement Association & Public Employees Retirement Association
  • VEBA benefit & Flex spending withholding
  • All other garnishments
  • Vendor payments made electronically via ACH
Sandra Sierakowski
  • MetLife (tax sheltered annuities)
  • Health Partners
8.13. Authorization to Seek Legal Counsel
Description:  The designation by school board resolution of a specific attorney to serve as District legal counsel is not necessary. However, it is advisable to designate by resolution of the school board that the superintendent and the School Board chair are delegated the authority to contract legal counsel when necessary without first having to consult with the school board.

The Superintendent recommends that the School Board chairperson, superintendent, and other staff specifically designated by the superintendent be authorized to seek legal counsel as required within the approved budget.

 
8.14. Approval of Credit Cards and Card Holders
Description:  US Bank Purchasing Card
Card Holders

Daniel Naidicz - Asst Superintendent             XXXX-XXXX-XXXX-8187
Credit Limit $5,000
Elam Noor - Director IT                                  XXXX-XXXX-XXXX-9312
            Credit Limit $10,000
Jamin Wood - Building & Grounds Sup.        XXXX-XXXX-XXXX-9327
            Credit Limit $1,000
Ken Ullmann - Pankalo Maintenace               XXXX-XXXX-XXXX-8963
            Credit Limit $1,000
Judd Whiting - Quora Maintenance                XXXX-XXXX-XXXX-8948
            Credit Limit $1,000
Dell Gullistani - Bellaire Maintenance            XXXX-XXXX-XXXX-8997
            Credit Limit $1,000
Chris Lanahan - Quora Maintenance             XXXX-XXXX-XXXX-8955
            Credit Limit $1,000
Dave Johnson - Karner Maintenance            XXXX-XXXX-XXXX-8971
            Credit Limit $1,000
Scott Thomas - Director Ed Services             XXXX-XXXX-XXXX-9820
            Credit Limit $3,000
Jill Stewart-Kellar - Career & Tech                 XXXX-XXXX-XXXX-9788
            Credit Limit $2,000
Cindy Landers - Career & Tech                     XXXX-XXXX-XXXX-5010
            Credit Limit $500
Tom Spehn - Career & Tech                          XXXX-XXXX-XXXX-5028
            Credit Limit $500
Val Rae Boe - Superintendent                        XXXX-XXXX-XXXX-6327
            Credit Limit $10,000
Finance Department - Business Office          XXXX-XXXX-XXXX-1432
            Credit Limit $10,000
Jay Fehrman - Itinerant                                   XXXX-XXXX-XXXX-9804
            Credit Limit $2,000
Tammy Bednar - Project Return, Assessment Center, Willows                                                                                         XXXX-XXXX-XXXX-9812
            Credit Limit $2,000
Jasmine Smith - Karner Blue                          XXXX-XXXX-XXXX-9754
            Credit Limit $2,000
Jillian Campbell - South Campus                   XXXX-XXXX-XXXX-4676
            Credit Limit $2,000
Amy Johncox - Pankalo                                  XXXX-XXXX-XXXX-9739
            Credit Limit $2,000
Ann Peterson - ALC’s                                     XXXX-XXXX-XXXX-9762
            Credit Limit $2,000
Kristin Salava - Quora HS                              XXXX-XXXX-XXXX-6319
            Credit Limit $2,000

SA FLEET SERVICES
XXXX XX XXX601 6
Credit Limit:  $2,000
 
Card 0001-1 - Courier/Van Drivers
Card 0002-1 - Bellaire Education Center
Card 0003-1 - South Campus
Card 0004-1 - Career & Tech
Card 0005-1 - WELS N
Card 0006-1 - Quora Maint
Card 0007-1 - Extra Card (Replacement card held in safe)
Card 0008-1 - Pankalo Education Center
Card 0009-1 - Quora ALP/CAP/Project Return
Card 0010-1 - Karner Blue Education Center

HOME DEPOT
XXXX-XXXX-XXXX-5895
Credit Limit $15,000

                        Tom Spehn - Career & Tech
                        Ken Ullmann - Pankalo Maintenance
                        Rhonda Glaser - Business Office

 
8.15. Resolution Delegating Contract Approval to the Superintendent
Description:  WHEREAS, Northeast Metropolitan Intermediate School District 916 ("School District") has authority to enter into contracts under Minn. Stat. Sections 123B.02 and 123B.52; and

WHEREAS, the School Board desires to delegate to the Superintendent or designee the negotiation, approval and signing of certain contracts or agreements; and

NOW, THEREFORE, BE IT RESOLVED by the School Board of Northeast Metropolitan Intermediate School District 916 as follows:

The School Board hereby adopts a resolution authorizing the Superintendent or designee of the School District to negotiate, approve and sign contracts or agreements under the amount of $50,000, which are included in the board approved budget, without further board action required.

 
9. Action Items
9.1. Approval of School Board Policy 491
Speaker(s):  Thebault
Description: 

Federal OSHA published the COVID-19 Vaccination and Testing Emergency Temporary Standard (ETS) in the Federal Register on Nov. 5, 2021. Minnesota Occupational Safety and Health Administration adopted the ETS by reference January 3, 2022. The ETS requires employers with at least 100 employees to mandate that employees get vaccinated against COVID-19 or mandate that employees submit to weekly testing and wear face coverings at work. 

The Minnesota School Board Association and its law firm have provided a model policy for school districts to consider. This model policy has been adapted to include 916’s procedures in order to more fully comply with the ETS. This policy is intended to satisfy the Emergency Temporary Standard and the final federal and Minnesota regulations. The policy describes the process we have been using since November 15, 2021 regarding weekly testing for unvaccinated staff, as one aspect of our mitigation strategies.

In order to provide employers with sufficient time to come into compliance,  OSHA does not intend to issue citations for noncompliance with any requirements of the ETS before January 10, 2022 and will not issue citations for noncompliance with the standard’s testing requirements before February 9, 2022 so long as employers exercise reasonable, good faith efforts to come into compliance with the standard.  MNOSHA also will not issue citations for noncompliance with the standard's testing requirements before February 9, 2022.

As of the time of the publication of this board packet, the ETS is currently before the U.S. Supreme Court, which will hear oral arguments on Friday January 7, 2022. By the time the school board meets there may be additional information for consideration. MSBA will continue to monitor the topic and plans to keep schools updated as soon as a decision is handed down.
Recommended Motion(s):  Pursuant to school board policy 208, which provides for an emergency process for policy adoption, and the need for quick action regarding the ETS, the superintendent recommends approval of policy 491.
9.2. Board Compensation
 
Speaker(s):  Board Chair
Description:  The 2021 per annum level set for members of the Northeast Metro 916 Board is as follows and the annual survey of member district school board compensation for 2021 is attached:

Directors: $5,000
Chairperson: $5,700
Vice-Chair: $5,100
Clerk: $5,200
Treaurer: $5,100
Recommended Motion(s):  The Executive Committee recommends that the members of the School Board establish compensation levels for 2022 as follows: Directors: $____, Chairperson: $____, Vice-Chair: $____, Clerk: $____, Treasurer: $_____.
9.3. Retirements (10+ Years)
Speaker(s):  Boe
Description: 
Shari Madson, Education Assistant Specialist, has provided the school district with 36 years of service. Her retirement date is 9/1/21. 
Cheryl Johnson, Education Assistant Specialist, has provided the school district with 16 years of service. Her retirement date is 1/7/22.
 
Recommended Motion(s):  The Superintendent recommends accepting the resignation listed above upon the occasion of their retirement.
9.4. Resolution Directing Administration to Make Recommendations for Discontinuance and Reductions
Speaker(s):  Boe
Description:  WHEREAS, the financial condition and student enrollment variables of the school district dictates that the school board must reduce expenditures immediately, and
WHEREAS, this reduction in expenditure and student enrollment variables must include discontinuance of positions and discontinuance or curtailment of programs, and
WHEREAS, a determination must be made as to which teachers' contracts must be terminated and not renewed and which teachers may be placed on unrequested leave of absence without pay or fringe benefits in effecting discontinuance of positions,
BE IT RESOLVED by the School Board of Northeast Metropolitan Intermediate School District 916 that the School Board hereby directs the Superintendent of Schools and Administration to consider the discontinuance of programs or positions to effectuate economies in the School District and reduce expenditures, and as a result of student enrollment variables, make recommendations to the school board for the discontinuance of programs, curtailment of programs, discontinuance of positions or curtailment of positions.

 
Recommended Motion(s):  The Superintendent recommends the School Board approve the Resolution Directing Administration to Make Recommendations for Discontinuance and Reductions.
9.5. Ratification of Managers and Assistant Managers Contract
Speaker(s):  McAllister
Description: 
A tentative settlement has been reached with the 916 Employees Managers and Assistant Managers Group. The contract proposed is for a two-year timeframe with new effective dates of July 1, 2021 through June 30, 2023. Details of the settlement are as follows:
 
  Year 1 Year 2
Schedule Improvement 1% 1%
Steps Yes Yes
Recommended Motion(s):  The Superintendent recommends that the School Board of Northeast Metropolitan Intermediate School District 916 ratify the contract between the School District and the Managers and Assistant Managers for the period July 1, 2021 through June 30, 2023.
9.6. 2021 Pay Equity Report
Speaker(s):  McAllister
Description:  The district will be submitting the 2021 Pay Equity Report on or before January 31, 2022. Pay equity reporting is required by the Local Government Pay Equity Act M.S. 471.991-471.999 and Minnesota Rules Chapter 3920. The report is designed to reduce pay inequities between women and men who have comparable jobs.
 
Recommended Motion(s):  The Superintendent recommends that the School Board approve the submission of the 2021 Pay Equity implementation report to the Minnesota Pay Equity Management System.
9.7. Approval of 2022 Legislative Platform
Speaker(s):  Boe
Description:  The legislative proposals contained in this document have been developed cooperatively with the other three intermediate districts and Valerie Dosland, from Ewald Consulting Group, Inc. The report has been reviewed with the other intermediate districts. This platform will be used by the intermediate superintendents and lobbyist, Valerie Dosland, in discussions with key legislators, and other individuals and groups as needed to influence legislative activity.
Recommended Motion(s):  The Superintendent recommends that the School Board of Northeast Metro 916 Intermediate School District approve the 2022 legislative platform to be used as a resource during the 2022 legislative session in addressing major issues for the intermediate school districts.
10. Board Forum
Speaker(s):  Board Chair
Description:  The Board Forum provides School Board members with an opportunity to share in written format (see attachment) items of interest and information from their home district. Board members may share verbal updates at the meeting which are pertinent to all of the member districts related to the following:
  • MSBA, AMSD and SEE
  • Northeast Metro 916 or Special Events in member districts 
  • 2021-2022 Board Committee Assignments
11. Adjournment
Speaker(s):  Board Chair
Recommended Motion(s):  Adjournment of Meeting

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