QUALITY EDUCATION FOR ALL STUDENTS

AGENDA Regular Meeting

Board of Education

USD 470 Central Offices

January 8, 2018

6:00 p.m.

GOOD EVENING! Welcome to the regular meeting of the Board of Education of the Arkansas City

Schools. The Board will be following the agenda as listed below. Each member has previously been sent

an agenda of supporting information for study prior to the meeting.

1.0 Meeting Opening

1.1 Call to Order

1.2 Recognize Visitors

1.3 Approval of Agenda

1.4 Consent Agenda

1.4.1 Minutes of the previous Meeting

1.4.2 Personnel

1.4.3 Warrants

1.4.4 Gifts

1.4.5 Head Start Information Item

1.4.6 January: Board Recognition Month

2.0 Reorganization of the Board

2.1 Elect Officers

2.1.1 President

2.1.2 Vice-President

2.2 Designation of Head Start Co-Liaison

3.0 Action Items

3.1 USD 470 Local Audit: FY 2017

3.2 ACHS Course Add: CPR Training

3.3 ACHS Band Request: Out-of-State Travel

4.0 Discussion/Report Items

4.1 Update Policy BC-Meetings

4.2 Re-develop Policy CGPF-Leaves

5.0 Executive Session (Possible action to follow)

5.0 Adjournment

USD 470

Board of Education Agenda

Monday, January 8, 2018

6:00 p.m.

1.0 Meeting Opening

1.1 Call to Order – Jon Oak TIME _______________

1.2 Recognize Visitors – Jon Oak

Notes

1.3 Approval of the Agenda

Recommendation

Move to approve (or amend) the agenda as presented.

Notes

Motion: ________________________

Seconded: ______________________

Results: ________________________

1.4 Consent Agenda – Dr. Ron Ballard

This is an Action Item.

1.4.1 Minutes of Previous Meeting

1.4.2 Personnel

1.4.3 Warrants

1.4.4 Gifts

1.4.5 Head Start Information Item

1.4.6 January: Board Recognition Month

1.4.1 Please find the minutes of the December 11, 2017 Board of Education

Meeting for your approval in this section.

1.4.2 Personnel

Classified:

Hiring:

Megan Hoag – SAT at Jefferson Jodie Keefe – SAT at Adams Lucia Lara – SAT at Jefferson Flor Ortiz-Marrufo – SAT at Jefferson

Resignations:

Mary Tomlinson – Lunch Supervisor at Middle School

Certified:

Retirement: Lisa Kuecker – Elementary at Adams

1.4.3 Warrants – Mike Munson

1.4.4 Gifts

Early Birds Lions Club-Clothes for students-$97-IXL Elem

Ark Valley Credit Union-Christmas Gifts-$900-Roosevelt Elem

1.4.5 Head Start Informational Item

1.4.6 January: Board Recognition Month

Notes

Motion: ______________________

Seconded: ____________________

Results: ______________________

DRAFT

Board of Education Minutes

Monday, December 11, 2017

6:00 P.M.

The Board of Education of Unified School District 470 met in regular session on Monday,

December 11, 2017 at 6:00 p.m. at C-4 Elementary. The following Board members were

present: Joe Woodard, Jon Oak, Mike Munson, Lance Niles and Evelyn Shoup.

Also present at the meeting were: Dr. Ron Ballard, Superintendent, Dr. Peggy Dokken-Opat,

Assistant Superintendent, Sissy Kingsbury, Clerk of the Board and Alisha Call, Public

Relations.

The following individuals indicated their presence by signing the visitors’ roster: Rhoda

MacLaughlin-Ramirez, Robert Gill, Amanda Gill and Sheryl Leeds.

1.0 Meeting Opening

1.1 Joe Woodard called the meeting to order at 6:00 p.m.

1.2 Recognized Visitors

Joe Woodard recognized visitors.

1.3 Approval of the Agenda

Joe Woodard moved to amend the agenda as presented. Jon Oak seconded the motion. Motion carried 5-0.

1.4 Consent Agenda

Joe Woodard moved to approve the consent agenda as presented. Jon Oak

seconded the motion. Motion carried 5-0.

2.0 Special Report – C-4 Elementary Faculty, Staff and Administration Amy Hutto reported to the Board on demographic, relationships at C4 and friendship

groups

3.0 Action Items

3.1 Technology: Permission to Issue RFP’s

Evelyn Shoup moved to authorize the Business Office to issue Requests for Proposals for technology as specified. Mike Munson seconded the motion.

Motion carried 5-0.

3.2 Head Start Policies and Procedures

Jon Oak moved to approve the recommended Policy and Procedure changes

and the self-assessment, as recommended by the Head Start Policy Council.

Mike Munson seconded the motion. Motion carried 5-0.

3.3 Policy CGPF-Leaves

Evelyn Shoup moved to direct a re-write and update the Policy CGPF-to

reflect current practices and to recognize years of service. Lance Niles

seconded the motion. Motion carried 5-0.

4.0 Report/Discussion items

4.1 Review of Select Committee on School Finance

Dr. Ballard reported to the Board on the select committee on school finance.

4.2 KASB Legislative Platform-Final Dr. Ballard and Jon Oak reported to the Board on the KASB Legislative

Platform.

4.3 Final Mill Levy Report

Dr. Ballard reported to the Board on the final district mill levy for 2017.

Mike Munson moved for a 5-minute break. Evelyn Shoup seconded the motion. Motion carried 5-0.

Dr. Ballard presented Joe Woodard with a plaque for his years of service on the Board of

Education.

5.0 Executive Session: Non-Elected Personnel Joe Woodard moved to go into executive session to discuss an individual employee’s

performance pursuant to non-elected personnel exception under KOMA and that we

return to open session in this room at 7:00 p.m. Mike Munson seconded the motion.

Motion carried 5-0. Those into session were the Board, Dr. Ballard and Dr. Dokken-

Opat. Time into session 6:55 p.m. Time out of session 7:00 p.m.

Mike Munson moved to continue the current suspension of the employee until the investigated matters and legal proceedings are completed. Lance Niles seconded the motion.

Motion carried 5-0.

6.0 Adjournment

Jon Oak moved that the Board adjourn. Evelyn Shoup seconded the motion. Motion

carried 5-0. The meeting adjourned at 7:02 p.m.

______________________________________

Clerk of the Arkansas City Board of Education

Arkansas City Schools – USD 470 Head Start

December 2017/2018 School Year

Area of Compliance Min/Max Regulations Actual December, 2017 Head Start Funded Enrollment Arkansas City 103 Burden 12 Winfield 32 Total 147

Federal Funded Enrollment = 147 Must maintain 100% enrollment at all times

100% Funded Enrollment 3 Years old 45 4 Years old 102 5 Years old 0 Total 147

Head Start Waiting List 2017/2018

Ark City 22 Burden 2 Winfield 8 Total 32

Head Start Average Daily Attendance

Federal Minimum Requirement – Must maintain average daily attendance of at least 85%

Average Daily Attendance

91.32%

Head Start Over Income Students

Federal Minimum Requirement 101 – 130% - up to 35% of funded enrollment may be from families whose income falls between 101 to 130% of poverty levels after all eligible children on the waitlist have been served. Over income (Over 100% must not exceed 10% of total enrollment) Foster child, homeless or public assistance automatically qualifies a child as eligible

Over Income Students 5% (Percent of Poverty Guidelines) 0-100% Eligible = 95% 101 – 130% = 0% Over Income = 5%

Head Start Diagnosed Disabilities (IEPs)

Federal Minimum Requirement – 10% of enrollment slots must be filled with students qualifying for an IEP.

Individual Education Plans = 31.3%

Head Start Free/Reduced Lunch Rate ACPK Free/Reduced Lunch Rate (including Head Start students)

All Head Start Children, regardless of income are categorized as free.

Average Head Start Free/Reduced Lunch Rate = 100% Average ACPK Free/Reduced Rate = 76% Free/Reduced 24% Paid

Head Start Children’s Meals Served

USDA CACFP Breakfast 1,214 A.M. Snack 820 Lunch 1,444 PM Snack 1,599

Total Ark City Pre-K Students (including Head Start students)

Ark City Pre-K 220 Head Start 103 - 4 Yr. Old 66 – PALS 51

1.4.6 USD 470 CELEBRATES SCHOOL BOARD LEADERSHIP:

January is School Board Recognition Month, and Arkansas City Schools joins other

public schools across our state to say thank you to these public servants who are leading

success in our community.

“These extraordinary individuals provide the leadership and vision to make great things

happen in our schools,” said Ron Ballard, Superintendent. “They volunteer countless

hours by attending meetings, reading reports and discussing ideas. They also participate

in workshops and seminars so that they can stay on top of education issues and trends.

They provide an invaluable service to our community.”

Our school board members develop policies and make tough decisions that help shape the

future of our education system. They bear responsibility and oversight for an annual

budget of over $40 million, for almost 3,000 students and over 400 employees.

“I ask everyone to take time to thank our board members,” said Dr. Ballard. “We are so

fortunate that they are willing to sacrifice their time and talents to advocate for our

community and our schools. Their job is sometimes challenging and we encourage words

of thanks and appreciation.”

*************

2.1 Elect Officers Board of Education

This is an Action Item.

The election of the board president and, if necessary, vice-president, will be conducted

separately with nominations from the floor and a required majority vote of four (4) to seat

the president and vice president. The current vice president will conduct the meeting

through the election of the new president. The newly-elected president will conduct the

remainder of the meeting. It should be noted that district-wide reorganization is still

required in July of each year. Therefore, resulting office terms are six-months in length.

2.1.1 President

2.1.2 Vice President

Recommendations:

Nominations and elections in accordance with Kansas Statute.

Nominations:

2.2 Designate Head Start Co-Liaison R. Ballard

This is an Action Item.

The past president of the Board served as co-liaison (with Board member Shoup) to the

Head Start program. In having two board members designated, we are usually able to

accommodate any calendar or meeting conflicts that would otherwise result in Board

member absence. The Board may desire to designate another member to serve in this

capacity.

Recommendations

Motion to designate ____________________ as co-Liaison for the Board in the Head

Start Program.

Notes:

Motion: _____________________

Seconded: ___________________

Results: _____________________

3.1 USD 470 Local Audit: FY2017 – Jeri Crumbliss/Aaron Iverson

This is an Action Item.

Aaron Iverson of Edward B. Stephenson & Co. will present to the Board the written 2017

Audit Report for all USD 470 funds including single-audit/grantee fund audits. Full audit

report documents will be provided to each board member.

Mr. Iverson and his staff typically provide management notes (recommendations for

improvement) to the Board and the District Administration. The auditor will share

information regarding a continuing need to cancel old, outdated checks-or submit them to

the State as Unclaimed Property. In addition, Mr. Iverson may recommend that we

move any remaining Construction Fund monies (bond reserve monies) to the Bond and

Interest Fund. Finally, it is anticipated he will recommend that some transfer monies

(LOB to Capital Outlay) be changed to General Fund to Capital Outlay. Potential

General Fund overages would be avoided by journaling the amount to LOB.

Recommendation:

Motion to approve the District Audit for fiscal year 2017, as performed and

recommended by Edward B. Stephenson and Company.

Notes:

Motion: _____________________

Seconded: ___________________

Results: _____________________

3.2 ACHS Course Add: CPR Training – Dr. Ballard/Dr. Dokken-

Opat

This is an Action item.

In December, the State Board of Education approved the addition of CPR Training as

outlined in the American Heart Association Guidelines for CPR and Emergency

Cardiovascular Care as a graduation course requirement. Kansas is the 38th State to make

this course addition-it is effective in the 2018-19 school year.

This State Board action now requires that we add the CPR training course to assure

qualification for student graduation and for district accreditation.

Recommendation:

Motion to add a CPR Training Course as an ACHS graduation requirement, effective in

school year 2018-19.

Notes:

Motion: _____________________

Seconded: ___________________

Results: _____________________

3.3 ACHS Band Request: Out-of-State Travel – Dr. Ballard/Mr.

VanGilder

This is an Action Item.

For a number of years, the ACHS Marching Band has periodically traveled to out-of-state

locations for major parades, celebrations and music events. Typically, the band

participates in parades, concerts and half-time mega-shows at designated locations. It is a

quality learning experience for the students and an opportunity to strengthen and enhance

student involvement in the Arts, as well as experiencing new sights, places and

communities.

Although this request is for the 2018-19 school year, it is necessary to request

Board permission at this time. This will allow for planning, preparation, fund-raising

and organization, well in advance of the selected event(s).

On the following pages, please find a draft outline provided by Mr. Van Gilder. He has

worked with the students, parents/guardians and faculty/administration in developing the

proposal. The trips have been successful learning endeavors.

Recommendations:

Motion to authorize out-of-state travel for the ACHS Band during school

year 2018-19.

Notes

Motion: _____________________

Seconded: ___________________

Results: _____________________

Arkansas City High School Band

Trip Proposal 2018-2019 School Year

Recent Trip History:

1998-99 May to Chicago,

• Indoor concert band performance

2002-03 December to San Antonio,

• Alamo Bowl Half-time massed-band performance as well as indoor

concert band and jazz band performance

2006-07 December to Memphis

• Liberty Bowl Half-time massed-band performance, Parade and Field

Show Competition

2010-11 December to San Antonio

• Alamo Bowl Half-time massed-band performance, Field Show

Competition

2014-15 November to Chicago

• Chicago Thanksgiving Day Parade

Things that I consider when choosing a location:

• Unique performance opportunity with large audience.

• Does not conflict with games/performances/events at home that would force

students to choose.

• Limit the cost as much as is possible.

• Variety of museums/historical sites/ect…

• Opportunity to spotlight our community and our band program on a wider stage

Because of our reputation with these past events, not only for high quality performance,

but organization and student conduct, the band receives numerous invitations every year

to events all over the world. I narrowed these down to a list that took into account the

above listed factors, especially cost. I then did further research and reached out to

selected students, parents, staff and administrators to narrow that to one.

Proposal for the 2018-2019 school year:

I propose that the ACHS Marching Band accepts the invitation to perform in the 2019

New Orleans’ St. Patrick’s Day Parade March 16th, 2019. The band would depart the

evening of Wednesday, March 13th, and return early morning on Sunday, March 17th.

I feel this trip checks off all of the items listed above:

• Very unique performance, New Orleans is like no other place in the world.

• Large live crowds, annually estimated at over half a million people

• Date that will not conflict with any other school related games or performances

• Educational/Cultural exposure:

o National World War II Museum

o Private concert at Preservation Hall

o New Orleans Jazz Museum

o 2 different walking/driving tours of the city, featuring a wide variety of

landmarks

o Audubon Aquarium

o Presbytere Museum which includes Mardi Gras and Cabildo Historical

Museums and Katrina aftermath exhibit

o Private Dinner/Dance at iconic Mulates Cajun Restaurant with live band

o Unique Shopping opportunities

• Cost estimate is very close to the same amount as the Chicago trip in 2014

• Estimated Cost based on current prices is $635 per student, this includes:

o Round trip transportation by Village Tours and Travel

o Two Nights hotel accommodations at Crowne Plaza Airport New Orleans

o Three full/hot breakfasts

o Three dinners including dinner and dancing at Mulates, plus meals at

Jackson Square and Canal Street

o Admissions to the following

▪ World War II Museum

▪ Audubon Aquarium

▪ Presbytere Museum Complex

▪ New Orleans Jazz Museum

▪ Preservation Hall Jazz Concert

o Guided walking/driving tour of New Orleans

o Guided walking tour “Legends of New Orleans”

o Performance participation in the Irish Channel St. Patrick’s Day Parade

o Travel Guide with the group 24/7 while in New Orleans

• Price is subject to change, the biggest two factors being fuel costs and the total

number of students and chaperones that go.

4.1 Update Policy BC-Meetings – Dr. Ballard

This is a Discussion/Report Item.

District Administration continues to review individual policies for accuracy. Of interest

are paragraphs or sections that may deal with positions, titles, addresses –all subject to

occasional change or re-designation.

Policy BC deals with the board meeting locations-and designation of the address where

the board will conduct meetings and business. The old BC policy still denotes the 119

West Washington address, and indicates that all meetings (unless otherwise noted) will

be conducted there.

Please see the following page which offers the appropriate address update and retains the

board option for other meeting sites.

Notes:

BC Board Meetings BC

All regular and special meetings of the board shall be held in the Board Room, 119 West

Washington 2545 Greenway, Arkansas City, unless otherwise designated.

All meetings of the board shall be held under the provisions of State statute.

4.2 Re-develop Policy CGPF-Leaves – Dr. Ballard

This is a Discussion/Report Item.

On the following page is a possible modified version of the Boards

Policy regarding temporary leaves for administration.

The former policy format is appropriate, therefore we have kept the general layout and

most wording. However, updating is needed in several areas including: clarity, board

authority, the value of leave days and an update for federal compliance regarding military

service.

Notes:

CGPF Temporary Leave (Administrators) CGPF

A. Temporary Leave

1. Provision has been made by the board for an administrator's temporary absence from duty.

As determined by the Board: administrators employed under a 12-month contract shall be entitled to 15 days’ temporary leave each contract year, administrators employed under a ten

and one-half-month contract shall be entitled to 14 days’ temporary leave each contract year.

2. Temporary leave may be used for: Sick Leave; Emergency Leave; Bereavement Leave;

Business Leave; Personal Leave (2 days max. per yr.); and other approved Leave.

3. Administrators shall be permitted to accumulate to their credit any unused portion of their temporary leave to 120 days. Any unused portion of temporary leave for the current school

year shall be added to cumulative temporary leave as of June 30 of each year.

4. Holidays occurring during the period that an administrator is absent shall not be charged

against temporary leave.

5. After total temporary leave is used, pay for absences shall be deducted at the daily rate of pay, as computed in accordance with the terms of the contract of the individual administrator.

B. Other Extended Leave

1. An extended leave of absence may be granted by the board at its sole discretion, to an

administrator for other good reason, not herein specified, including, without limitation,

foreign travel or teaching, academic study, governmental or public service, and military service. Such extended leave will be granted only when it is considered to be in the best

interest of the administrator and the school district. The superintendent may grant an

extended leave of absence up to thirty (30) days for mandatory military service, as

determined by federal law and regulation.

C. Compensation for Unused Administrative Paid Leave

1. At the end of each contracted school year, the full-time administrator who has an

accumulated paid leave in excess of one hundred eight (108) days shall receive $25.00

$125.00 per day for each unused day of paid leave accumulated in the year in excess of the

one hundred eight (108) days accumulation. Paid leave for which payment is received shall

not be counted toward the one hundred twenty (120) day accumulation.

2. At the time of retirement, an administrator shall be compensated for all days of unused

accumulated paid leave at the per diem value rate, multiplied times ____ %.

Amended January 1996

Removed December 2017

Draft Re-write January 2018

5.0 Executive Session: Non-Personnel – Jon Oak

(Possible action to follow)

We recommend 10 minutes Move to go into executive session to discuss an individual employee’s performance pursuant to non-elected personnel exception under KOMA and that we return to open session in this room at ___________.

Notes

Motion: _____________________ Seconded: ___________________ Results: _____________________ Time In: ____________________ Time Out: __________________

6.0 Adjournment

Motion: _____________________

Seconded: ___________________

Results: _____________________

Time: _______________________