Public Meeting Agenda: October 27, 2026 at 12:00 PM - Board Meeting: Beaver County School District

1. 12:00 Work Session

1.A. Prayer: By Invitation

1.B. Board Reports and Discussion

Description:

District Safety & Security
5-County
Local Interagency Council (LIC)
Local Emergency Planning Committee (LEPC)
Intergenerational Poverty (IGP)
Southwest Technical College Advisory Committee (SWTAC)
School Community Councils

1.C. Business Administrator Report

Description: All items are included throughout the agenda.

1.D. Superintendent Report

1.E. School Board Training

Description: A Guide To Effective School Boards
Section 1: Roles and Responsibilities will be reviewed during the work session.

Board Training Presentation: Section 1

1.F. Discussion with Milford City - School District Planning, Trends, & Data Analysis (Discussion Item)

Description: Link: 2027-28 Budget Planning Working Doc - Beaver County School District

2. Board of Education Meeting

Description:

References: Utah Open Meeting Act & Compliance Checklist
- Chapter 4 Open and Public Meetings Act
- Section 201 Meetings open to the public — Exceptions
- Section 202 Public notice of meetings — Emergency meetings
- Section 203 Written minutes of open meetings — Public records — Recording of meetings
- Section 204 Closed meeting held upon vote of members — Business — Reasons for meeting recorded
- Section 205 Purposes of closed meetings — Certain issues prohibited in closed meetings
- Section 206 Record of closed meetings
- Section 207 Electronic meetings — Authorization — Requirements
- Section 208 Chance or social meetings
- Section 209 Electronic meetings for charter school board
- Section 210 Electronic message transmissions
  - Compliance Checklist for Board Meetings, Records, & Recordings
Welcome: Board President
Pledge of Allegiance: By Invitation

3. Instruction and Education

3.A. Graduation Requirements (Discussion Item)

Description: The board will review how other school districts are approaching graduation requirements related to online course work, concurrent enrollment, and make-up credit.

Core Learning Question for All Learning

Are we teaching students to become better thinkers, or simply to produce better answers any way they can? Provide evidence for your answer.

Questions that stem from the Core Learning Question

Is apathy or engagement winning out in our schools? What key indicators show this?
Does my grading system reward or punish risk-takers engaged in the learning process? How do I know?
Do my graduation requirements represent the real, marketable competencies of a highly capable life-long learner or do they simply indicate that the required seat time has been met? Can I prove this with my current course offerings, requirements for a diploma, and graduation rates?
Do I have evidence that the required learning has taken place or has the school, the course or the instructor created the appearance of learning? How do I know?

Further clarifying questions that need a means of measurement.

Does the system focus on thinking or compliance?
What outcomes from attendance at my schools are trusted and sought after by parents and students?
What produces ongoing trust in our schools?

4. Financial

4.A. 2025-26 Annual Financial Report (AFR) & Annual Program Report (APR) (Information Item)

Description: Links:

2025-26 Annual Financial Report (AFR)
2025-26 Annual Program Report (APR)

Per Utah code 53G-4-404 the district is required to submit the AFR and APR reports no later than October 1st for the prior year.

As part of the annual audit, the auditors review the AFR and APR reports in comparison the district's accounting records to ensure the information being submitted to the state is accurate.

In Utah, school districts and charter schools (Local Education Agencies, or LEAs) must file an Annual Financial Report (AFR) and an Annual Program Report (APR) to track public education funding and program compliance under state law and Utah State Board of Education (USBE) Reporting Guidelines.

4.B. Fall Office Staff Visits (Information Item)

Description: Link: Fall Office Staff Visits

4.C. October & November Financial Quick Tips (Information Item)

Description: Link: October & November Financial Quick Tips

4.D. Annual Food Service UCARE Agreement (Action Item)

Description: See attachment

4.E. October 1st Enrollment Trends & Beaver County Population Projections (Information Item)

Description:

Utah Division of Workforce Services & Utah Projections
- Beaver County - Under 5 Years Old Projections
  - ***These projections have significantly changed and are now aligned with the recent Gardner Policy Institute projections.
- Beaver County - Total Population Projections

BCSD & School Enrollment Trends Projections
- Enrollment Projections by School & by Grade
- 2026-27 Budget & Actual October 1st Enrollment Comparison

October 1st Student Counts Per Teacher:

4.F. Appointment of Risk Control Committee for R-37 State Compliance (Action Item)

Description: Link: Utah Administrative Rule R37-1

A Risk Control Committee is required for State Risk Management coverage and state compliance.

The District recommends:

A Risk Coordinator be appointed for the district
A Risk Control Committee be appointed
- The district recommends the administrators, who meets on a monthly basis, be appointed as the committee.
Subcommittees be annually appointed
- School Safety & Security committee
- Transportation Safety committee
- Other

Link: 10.14.26 BCSD Annual Risk Reduction Report to State Risk Management

4.G. Risk Management - 5-Year Claims Reports (Information Item)

Description: Each year, we set aside time to review all claims from the past 5 years.

Link: BCSD 5-Year Claim Reports

4.H. New Risk Management Section - Financial Handbook (Information Item)

Description:

District Financial Handbook
- Risk Management

4.I. District Credit Card Policy Violation(s) (Information Item)

Description: Link: District Credit Card Policy Violation(s)

4.J. ECSN Substance Abuse Positive Behaviors Grant School Plans (Action Item)

Description:

Utah Code 53G-10-407. Positive behaviors plan -- Positive behaviors specialist stipend -- Reports. requires each principal to submit a plan to the school board for spending this allocation.

Brad Harris
- Link: BES 5885 School Plan
Brady Fails
- Link: BHS 5885 School Plan
Brian Hollingshead
- Link: MIN 5885 School Plan
David Cluff
- Link: MHS 5885 School Plan
Richard Rose
- Link: MES 5885 School Plan

4.K. Architect Services SOIQ (Action)

Description:

How Bid/RFP Competitive bid was Advertised
Bonfire	Yes
State Contracts	Yes
Other by email	Yes

Vendors Bid Tabulation

NWL Architects

KMA Architects

Design West Architects

VCBO Architects

Jones & Demille Architects/Engineer

FFKR Architects

Develop Design Architects

Recommendation from the Committee
NWL Architects

4.L. Freezer/Refrigerator Equipment Purchases (Action Item)

Description: The committee selected the lowest cost bid that was able to meet the minimum required specifications as advertised in the bid document.

How Bid/RFP Competitive bid was Advertised
Bonfire	Yes
State Contracts	Yes
Other by email	Yes


Vendors Bid Tabulation
Comfort Systems	$53,017.00
Touchstone Refrigeration	$37,786.52







Recommendation from the Committee
Comfort Systems	$53,017.00

4.M. School Cash System Online Debit/Credit Card Collection Trends (Information Item)

Description:

4.N. Update - 2025-26 Audit (Information Item)

Description:

Procurement & Accounts Payable Compliance
- Competitive Purchasing (Bids & Quotes)
- Internal Approvals
- Purchase Order
- Contract
- Receiver
- Invoice
Payroll & Benefits
- Employee Contracts
- Time Clock Records Compliance
  - Employee & Supervisor Approvals
State Compliance for Schools & Programs
- Verify that the LEA has provided annual notification of the Parent Portal in accordance with 53G-6-806(4).
- Select the lesser of 25 staff members or 10% of staff members (as defined in the rule and inclusive of teachers, coaches, support staff, and volunteers) from a sample of schools of the LEA and verify that the staff member was:
  - Trained regarding the code of conduct or appropriate behavior policy; and,
  - Signed an annual statement for the school year acknowledging the staff member has read and understands the code of conduct or appropriate behavior policy.
- Listing of contractors/education providers that deal with student information
  - Software and systems
  - Other providers such as speech services provided by a third-party vendor
- Copy of anti-bullying policy specific to R277-613, and where to find on your website
- Bullying incidents during the 2026 school year. We will select one from each school and:
  - verify that the LEA established an action plan to address a reported incident of bullying, cyber-bullying, hazing, abusive conduct, or retaliation,
  - tracked implementation of the action plan, and
  - notified parents of the action plan.
Allowable Costs for Restricted State & Federal Programs
Cash Handling Policy & Procedures
High School Fees Compliance
- Spreadsheet of Student Fee Waiver Listing
- Allowable Costs
- Provide records showing the amount charged to each student for the welding 1 fee at Milford High School and Beaver High School, and the orchestra 1 fee at Beaver High School
Capital Asset Inventory
- Records
- Custody of Assets
Interview with Program Director
Recent Frauds
- Secretary-Level
  - Secretary using rewards points from a district card for personal gain
  - Secretary using a district card for personal purchases
  - Secretary submitting a fake invoice for payment to a fake company for herself
  - Secretary fraud from controlling the mail (USBE detected fraud)

4.O. 3:00 Milford City - Water Costs for Milford Schools (Discussion Item)

4.P. Recent State Audits in Public Education to be Aware Of (Information Item)

Description:

4.Q. Update - Property Impact & Value Reductions From Fire/Flood (Information Item)

4.R. 2026-27 Retirement Incentive (Action Item)

Description: Link: 2026-27 Employee Retirement Incentive

4.S. 2027-28 Budget Planning Working Doc (Discussion Item)

Description: Link: 2027-28 Budget Planning Working Doc

4.T. Beaver County Property Taxable Value Trends (Discussion Item)

Description: Link: Beaver County Property Taxable Value Trends

4.U. October 28th UASBO Business Administrator Meeting (Information Item)

Description: See attached agenda

4.V. 9.18.26 USBE School Finance Fall Training (Information Item)

Description: See attached Meeting Agenda

Link: 9.18.26 USBE School Finance Fall Training Video Recording

Link: 9.18.26 School Finance Fall Training Materials

5. Policies

5.A. Vacation Policy for Full-Year Employees (Action Item)

Description: The District recommends that the paid time off policy be amended to ensure there is consistency between vacation leave and regular leave for buying back unused leave at termination of employment. Vacation leave should require 10 years or more of service before buying back unused vacation leave.

Link: 260+ Day Full-Time Classified Employees

5.B. High Risk Assurances - 2026-27 Annual Assurances with the Utah State Board of Education (Information & Discussion Item)

Description:

2026-27 Annual Assurances with the Utah State Board of Education

High Risk Assurances

26) Educator Conduct
- R277-217: Educator Standards and Local Education Agency (LEA) Reporting
27) Educator Reporting of Misconduct
- R277-217: Educator Standards and Local Education Agency (LEA) Reporting
28) Reporting Child Abuse and Neglect
- R277-401: Child Abuse-Neglect Reporting by Education Personnel
29) Bullying & Harrassment
- R277-613: Local Education Agency (LEA) Policies and Training Regarding Bullying, Cyber-bullying, Hazing, Retaliation, and Abusive Conduct
30) Athletics and Coaching - Employee/Sponsor Agreements
- R277-107: Educational Services Outside of Educator's Regular Employment
31) Athletics and Coaching - Coaches and School Activity Leaders as Supervisors and Role Models
- R277-605: Coaching Standards and Athletic Clinics
32) Athletics and Activity Clinics
- R277-605: Coaching Standards and Athletic Clinics
33) Fiscal Responsibilities and Required Policies and Procedures
- R277-113: Local Education Agency (LEA) Fiscal and Auditing Policies
34) Governing Board Fiscal Responsibilities
- R277-113: Local Education Agency (LEA) Fiscal and Auditing Policies
35) Special Education
- R277-750: Education Programs for Students with Disabilities
36) Parent Accommodations
- 53G-6-803. Parental right to academic accommodations.

5.C. Update - Fixed Asset Inventory Policy & Procedures (Action Item)

Description: Link: Fixed Asset Inventory Policy & Procedures

everal people internally from multiple sites have contacted our office with concerns about the accuracy of the fixed asset inventory ($1,000 or more fixed assets). These concerns stem from lessons learned from this most recent audit and the recent fire at the BHS vocational building. We absolutely do need to have accurate and complete inventory records for accounting, compliance, and insurance claim purposes in relation to public funds and public property. Thank you for helping us understand what you're seeing at your site and sharing this information with us. What has been reported to us from multiple sites includes the following:

On-site inventories and inspections are not being conducted as required by the Fixed Asset Inventory Policy & Procedures.
The fixed asset accounting system inventory is missing several fixed assets in many locations, usually under $5,000. These assets were purchased, are on site, but are not included in the fixed asset accounting system inventory records.
Even when a request has been made to include or to update a fixed asset record in the fixed asset accounting system inventory records, the records are not being created or updated.
A more thorough review of accounts payable check payments and credit card purchases is needed to identify fixed asset purchases and create fixed asset records in the accounting system.

After visiting with Superintendent Long a few times over the last few months about these issues, we have added new clarifications and procedures in the Fixed Asset Inventory Policy & Procedures to help address these issues:

If your site is scheduled for an on-site fixed asset inventory or inspection, please don't hesitate to schedule the on-site inventory/inspection with Bonnie. If you would like to schedule a special walk-through inventory/inspection to ensure the fixed asset records are accurate and complete, please don't hesitate to schedule the on-site inventory/inspection with Bonnie. If you would like an up-to-date printout of your asset inventory, please contact Bonnie at any time.

Fixed Asset Inventory Policy & Procedures

Annual On-Site Physical Inventory & Inspection Requirements

On-Site Physical Inventory Inspections

Fixed Assets Missing in District Fixed Asset System

Physical Inventory & Inspection Records Requirements

Annual On-Site Physical Inventory & Inspection Schedule

As near as I can tell, everyone is doing their best. However, we need to make a few clarifications, tweaks, and adjustments in our practices. Again, thank you for sharing your concerns and your commitment to the continual improvement process.

5.D. Year-End Close Policy (Action Item)

Description: Link: Year-End Close Policy

5.E. BCSD SOEP Policy and Program Administration (Discussion Item: First Reading)

Description: Recent changes in Utah State Law require the Beaver County School District Board of Education to update existing policies or to adopt new policies. The attached is the policy being considered for update or adoption.

**FBBB** — Participation in Online Learning
BCSD Policy FBBB Addendum
BCSD SOEP Pre-Registration Form

The Utah State Board of Education recently updated the rules for State Online Education Program (SOEP) courses.

Other School District Policies

6. Public

7. Consent Agenda: Compliance or Routine Items Approved as a Group (Action)

7.A. Approval of Minutes (Action Item)

Description: Approve the minutes from the previous meeting. Correct any inaccuracies or omissions before approval.

Approved Minutes can be viewed on the district website or found in the following links:
- Board Meeting Minutes & Audio Recordings
- www.beaver.k12.ut.us

7.B. Approval of Warrants, Budgets, Financial Reports, and Monthly Budget Reports (Action Item)

Description: Approve warrants & financial reports and any other items where the board of education has oversight.

7.C. Exemption or Guardianship or Transfer (Action Items)

Description:

Guidance to Parents on Exemptions or Guardianship or Transfers
Affidavits were received from the following schools this month for acceptance by the Beaver County School District Board of Education:

7.D. Personnel Items for all schools and the district office (Action Items)

Description: The Beaver County School District Board of Education approves resignations, new hires, and transfers following the

Hiring
- MES Peer Tutor — Kenadee Carney
- Part-time Bus — Von Christiansen
- Part-time Bus — Mauel Patino
- Severe Aide — Kaitlyn Mitchell
- Food Services — Chyanne Yardley
- Food Services — Janette Gale

7.E. School Board Travel (Action Items)

Description: Activities for the board of education will be recommended for approval.

7.F. School Travel Requests (Action Items)

Description: Student travel is administered according to guidelines found in the Student Travel Policy 4.20.00. The Beaver County School District Board of Education reviews and approves student travel plans at each board meeting.

7.G. Equipment Replacement Purchases & Surplus (Action Item)

Description:

Surplus items are offered for sale by the school district throughout the year. All items are approved for sale by the Beaver County School District Board of Education prior to each sale.

Attached is the current list of surplus items for the school district.

October 2026 Surplus

7.H. Christmas Gifts (Action Item)

Description: The board will take action on the purchase of Christmas Gifts for 2026.

7.I. Christmas Card Approval (Action Item)

Description: The board will review and approve a Christmas Card design for 2026.

8. Closed Session

Description: For the purposes of discussion of the Competence and Character of Individuals, and/or physical or mental health of an individual, and/or Property (Purchase and/or Sale), and/or Security, and/or Litigation

9. Adjourn

Description:

Summation and Action Plans (Discussion)
Next Meeting of the Board: At the District Office on January 13, 2026.

Pursuant to Utah Code § 52-4-202(2), the Board of Education of the Beaver County School District hereby gives public notice that the following school board meetings will convene in the 2025-26 school year.

2025-26 Board Meeting Schedule

10. All Agendas, Minutes and Audio Recordings are available on the Utah Public Notice Website. www.utah.gov/pmn

11. In compliance with the Americans with Disabilities Act, persons needing auxiliary communicative aides and services for these meetings should contact Bonnie Bairett at 435-438-2291, or bonnie.bairett@beaver.k12.ut.us, giving at least three working days notice.

October 27, 2026 at 12:00 PM - Board Meeting: Beaver County School District

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