Board of Education Minutes, July 7, 2008
by Jan Tremblay
USD #224 Board of Education
July 7, 2008
8:00 p.m.
Clifton Clyde Grade School
Members Present
Renay Branfort, Kenton Brown, Frank Brownell, Paula Kieffer, Jeff Koch,
Steve Rogers
Others Present
Superintendent David Roberts, Clerk Jan Tremblay
Call to Order
The meeting was called to order at 8:00 p.m. by President Brownell.
Approve the Consent Agenda
The June 25, 2008 minutes need to be amended under Unfinished Business,
Approve Administrative Salaries. It should read “Motion carried 4-2. Feight and
Koch cast the nay votes.” Motion made by Rogers, seconded by Brown to
approve the consent agenda as amended. Motion carried 6-0.
Budget Hearing on Republished Budget
Motion made by Koch, seconded by Branfort to approve the republished special
education budget for the 2007-2008 school year. Motion carried 6-0.
Elect Board President
Motion made by Rogers, seconded by Brownell to nominate Kenton Brown as
President of the USD 224 Board of Education. Motion carried 5-0-1. Brown
abstained and an abstention counts as a nay vote.
Elect Board Vice President
Motion made by Brownell, seconded by Kieffer to nominate Steve Rogers as Vice-
President of the USD 224 Board of Education. Motion carried 4-2. Branfort and
Koch cast the nay votes.
Approve Bills for Payment
Motion made by Branfort, seconded by Brownell to approve the bills
for payment. Motion carried 6-0.
Review Correspondence
Thank you notes were received from Irma Blaha, Ashley Moore, Jamie Long,
Caitlan Brownell, Alexandra Price, Stephanie Brownell, Dylan Koch and Paula
Brownell for the board’s support for the FBLA national convention and from Russ
Steinbrock, the Clifton Clyde Iron Eagles and football team for the new training
center.
Receive Patrons Comments
None.
Hear Board Member Reports
Smoky Hill Service Center Report: Brown reported from the last meeting that
the service center has lost several teachers to larger districts due to higher
salaries. The service center director proposed increasing salaries to prevent this
in the future.
Hear Building Reports
Report from Mr. Roberts:
• The electrical problem at the middle school football field has been fixed.
• The middle school has been treated for termites and the damage will be
repaired.
• Summer school started on the 7th with 26 students.
• The custodial work is progressing with the major work complete. All schools
have received some painting and miscellaneous tile work, mopboard repair
and general cleaning. The cracks in the high school parking lot will be sealed.
Unfinished Business
Approve Revised Policy IHF (Val and Sal): Motion made by Brownell,
seconded by Koch to approve the revisions to policy IHF (Valedictorian and
Salutatorian selection) effective with the class of 2012. Motion carried 6-
0.
Approve 403b Provider and Plan: Motion made by Koch, seconded by
Branfort to approve American Fidelity as the official provider for USD 224’s
403(b) plan. Motion carried 6-0.
Board Member Arrives
Steve Feight arrived at 8:40 p.m.
FBLA: Discussion only on the extent of the district’s support for state and
national activities.
New and Miscellaneous Business
Appoint Board Clerk and Deputy Clerk: Motion made by Koch, seconded by
Brownell to appoint Jan Tremblay as Clerk of the Board and Susan Bouley as
Deputy Clerk. Motion carried 7-0.
Appoint Board Attorney: Motion made by Branfort, seconded by Feight to
appoint Ryan and Mullin, LLC as board attorney. Motion carried 7-0.
Appoint Board Treasurer: Motion made by Brownell, seconded by Koch to
appoint Susan Bouley as Clifton Clyde USD 224 treasurer. Motion carried 7-0.
Select Representative to Serve on Smoky Hill Board of Directors: Motion
made by Feight, seconded by Branfort to appoint Kenton Brown as
representative and Steve Feight as alternate representative for Smoky Hill Board
of Directors. Motion carried 7-0.
Select Representative for KASB Governmental Relations
Network: Motion made by Brownell, seconded by Feight to appoint Renay
Branfort as our representative for the KASB Governmental Relations
Network. Motion carried 6-0-1. Branfort abstained and an abstention counts as
a nay vote.
Establish 2008-2009 Meeting Dates, Times and Location: Motion made by
Branfort, seconded by Koch to adopt the Resolution to Establish Regular
Meeting Dates as presented:
RESOLUTION
Be it resolved that pursuant to K.S.A. 72-8205, the Board of Education of USD No. 224, Washington County, Kansas, at its regular meeting held July 7th, 2008, established the following meeting schedule for regular Board of Education meetings to be held the 2008 - 2009 school year:
DATE TIME PLACE
August 4 (M) 8:00 P.M. High School
September 8(M) 8:00 P.M. Middle School
October 6 (M) 8:00 P.M. High School
November 3 (M) 7:30 P.M. Middle School
December 1 (M) 7:30 P.M. High School
January 5 (M) 7:30 P.M. Middle School
February 2 (M) 7:30 P.M. High School
March 2 (M) 7:30 P.M. Middle School
April 6 (M) 8:00 P.M. High School
May 4 (M) 8:00 P.M. Middle School
June 1 (M) 8:00 P.M. High School
July 6 (M) 8:00 P.M. Middle School
All Board of Education meetings to be held at the Clifton Clyde High School Library in Clyde, Kansas or the Clifton Clyde Middle School Library in Clifton, Kansas, unless otherwise noted. If the established meeting is cancelled because of an emergency, within 24 hours of such cancellation, the board shall establish and give notice of the new meeting date and time
The Board of Education reserves the right to adjourn any regular meeting to another time and place.
Motion carried 7-0.
Adopt Resolution to Establish Petty Cash Accounts: Motion made by Koch,
seconded by Brownell to adopt resolutions to establish petty cash accounts as presented:
RESOLUTIONS
WHEREAS, the Board of Education of USD No. 224, Washington County, Kansas, has determined that the creation of a petty cash fund is an efficient method to pay expenses for school district purposes in emergencies.
WHEREAS, Kansas law authorized the establishment of petty cash funds.
NOW THEREFORE, BE IT RESOLVED, by the Board of Education of USD No. 224, Washington County, Kansas that a petty cash fund designated as the Clifton Clyde High School Petty Cash Fund is created for the purpose of receiving and expending funds for needed district expenditures in an emergency. The fund shall be in the amount of $1500.00.
The fund shall be administered by the building principal. The building secretary shall keep a record of all receipts and expenditures of the fund and shall prepare and file with the Board a statement showing all receipts, expenditures and balance at the end of each school year. An itemized receipt shall be maintained for each expenditure. Any person authorized to administer a petty cash fund shall be bonded by the school district.
Upon proper report to the board, the petty cash fund shall be replenished by payment from the appropriate fund of the school district.The petty cash fund shall not be loaned or advanced against the salary of any employee. Funds in the petty cash fund shall remain district funds but shall not be considered school money for purposes of K.S.A. 72-8202d(b) and the provisions of K.S.A.12-105b shall not apply.
ADOPTED by the Board of Education of USD No. 224, Washington County, Kansas, the 7th day of July, 2008.
WHEREAS, the Board of Education of USD No. 224, Washington County, Kansas, has determined that the creation of a petty cash fund is an efficient method to pay expenses for school district purposes in emergencies.
WHEREAS, Kansas law authorized the establishment of petty cash funds;
NOW THEREFORE, BE IT RESOLVED, by the Board of Education of USD No. 224, Washington County, Kansas that a petty cash fund designated as the District Office Building Petty Cash Fund is created for the purpose of receiving and expending funds for needed district expenditures in an emergency. The fund shall be in the amount of $1500.0 The fund shall be administered by the Superintendent. The District Office secretary shall keep a record of all receipts and expenditures of the fund and shall prepare and file with the Board a statement showing all receipts, expenditures and balance at the end of each school year. An itemized receipt shall be maintained for each expenditure. Upon proper report to the board, the petty cash fund shall be replenished by payment from the appropriate fund of the school district. The petty cash fund shall not be loaned or advanced against the salary of any employee. Funds in the petty cash fund shall remain district funds but shall not be considered school money for purposes of K.S.A. 72-8202d(b) and the provisions of K.S.A.12-105b shall not apply.
ADOPTED by the Board of Education USD No. 224, Washington County, Kansas, the 7th day of July, 2008.
WHEREAS, the Board of Education of USD No. 224, Washington County, Kansas, has determined that the creation of a petty cash fund is an efficient method to pay expenses for school district purposes in emergencies.
WHEREAS, Kansas law authorized the establishment of petty cash funds;
NOW THEREFORE, BE IT RESOLVED, by the Board of Education of USD No. 224, Washington County, Kansas that a expending funds for needed district expenditures in an emergency. The fund shall be in the amount of $1500.00. The fund shall be administered by the building principal. The building secretary shall keep a record of all receipts and expenditures of the fund and shall prepare and file with the Board a statement showing all receipts, expenditures and balance at the end of each school year. An itemized receipt shall be maintained for each expenditure. Any person authorized to administer a petty cash fund shall be bonded by the school district. Upon proper report to the board, the petty cash fund shall be replenished by payment from the appropriate fund of the school district.The petty cash fund shall not be loaned or advanced against the salary of any employee. Funds in the petty cash fund shall remain district funds but shall not be considered school money for purposes of K.S.A. 72-8202d(b) and the provisions of K.S.A.12-105b
ADOPTED by the Board of Education of USD No. 224, Washington County, Kansas, the 7th day of July, 2008.
WHEREAS, the Board of Education of USD No. 224, Washington County, Kansas, has determined that the creation of a petty cash fund is an efficient method to pay expenses for school district purposes in emergencies.
WHEREAS, Kansas law authorized the establishment of petty cash funds;
NOW THEREFORE, BE IT RESOLVED, by the Board of Education of USD No. 224, Washington County, Kansas that a petty cash fund designated as the Clifton-ClydeGrade School Building Petty Cash Fund is created for the purpose of receiving and expending funds for needed district expenditures in an emergency. The fund shall be in the amount of $500.00 The fund shall be administered by the building principal. The building secretary shall keep a record of all receipts and expenditures of the fund and shall prepare and file with the Board a statement showing all receipts, expenditures and balance at the end of each school year. An itemized receipt shall be maintained for each expenditure. Any person authorized to administer a petty cash fund shall be bonded by the school district. Upon proper report to the board, the petty cash fund shall be replenished by payment from the appropriate fund of the school district.The petty cash fund shall not be loaned or advanced against the salary of any employee. Funds in the petty cash fund shall remain district funds but shall not be considered school money for purposes of K.S.A. 72-8202d(b) and the provisions of K.S.A.12-105b shall not apply.
ADOPTED by the Board of Education of USD No. 224, Washington County, Kansas, the 7th day of July, 2008.
Motion carried 7-0.
Designate Attendance Officers: Motion made by Brownell, seconded by Feight to designate Mr.Roberts and Mrs. Keim as attendance officers for the 2008-2009 school year. Motion carried 7-0.
Designate Coordinators for Title VI, Title IX and ADA: Motion made by Branfort, seconded by Brownell to designate Mr. Roberts as Coordinator for Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the American with Disabilities Act of 1990. Motion carried 7-0.
Designate Official Depositories for District Funds: Motion made by Kieffer, seconded by Brownell to designate the First National Bank of Clifton, the People’s Exchange Bank of Clyde and the Elk State Bank of Clyde as the official depositories for district funds. Motion carried 6-0-1. Branfort cast the nay vote and an abstention counts as a nay vote.
Adopt Waiver for Requirements for GAAP: Motion made by Feight, seconded by Kieffer to adopt the resolution for generally accepted accounting principals as presented.
RESOLUTION
WHEREAS the USD 224, Washington County, Kansas, has determined that the financial statements and financial reports for the year ended June 30, 2008 to be prepared in conformity with the requirements of K.S.A. 75-1120a are not relevant to the requirement of the cash basis and budget laws of this state and are of no significant value to the USD 224 Board members or the general public of USD 224.
And WHEREAS there are not revenue bond ordinances or other ordinances or resolutions of said municipality which require financial statements and financial reports to be prepared in conformity with said act for the year ended June 30, 2008.
NOW, THEREFORE BE IT RESOLVED, By the Board of USD 224, Washington County, Kansas, in regular meeting duly assembled this 7th day of July, 2008 that the said Governing Body requests the Director of Accounts and Reports to waive the requirements of said law as they apply to USD 224 for the year ending June 30, 2008.
BE IT FURTHER RESOLVED, that the said Governing Body shall cause its financial statement and financial reports of the said municipality to be prepared on the basis of cash receipts and disbursement as adjusted to show compliance with the cash basis and budget laws of this State.
Motion carried 7-0.
Appoint Food Service Representative: Motion made by Branfort, seconded by Brownell to appoint Jan Tremblay as the food service representative for the 2008-2009 school year. Motion carried 7-0.
Appoint Hearing Officer for Free & Reduced Price Meal Application Appeals: Motion made by Brownell, seconded by Feight to appoint Mr. Roberts as the hearing officer for free & reduced price meal application appeals for the 2008-2009 school year. Motion carried 7-0.
Adopt 1116 Hour Calendar: Motion made by Brownell, seconded by Feight to adopt the 1,116 hour school calendar for 2008-2009. Motion carried 7-0.
Designate District KPERS Representative: Motion made by Rogers, seconded by Kieffer to appoint Jan Tremblay as the USD 224 KPERS representative. Motion carried 7-0.
Designate Official District Newspapers: Motion made by Branfort, seconded by Brownell to designate the Clyde Republican and the Washington County News as the official district newspapers. Motion carried 5-2. Koch and Rogers cast the nay votes.
Insurance and Workman’s Compensation: Motion made by Feight, seconded by Branfort to accept the property, liability, vehicle and workman’s compensation insurance quote from Brooke Insurance Company. Motion carried 7-0.
Review Capital Outlay Mill Levy Authority: Discussion only
Adopt Early Payment Request Policy: Motion made by Feight, seconded by Kieffer to allow payment of salaries and wages as stated in K.S.A. 12-105b. Motion carried 7-0.
Appoint Freedom of Information Officer: Motion made by Brownell, seconded by Feight to appoint Mr. Roberts as the Freedom of Information Officer. Motion carried 7-0.
Resolution Establishing Activity Accounts: Motion made by Brownell, seconded by Feight to establish activity accounts in accordance with the resolution as presented:
RESOLUTION
WHEREAS, the Board of Education of USD No. 224, Washington County, Kansas, has determined that the creation of activity fund is an efficient method to pay expenses for student activities; and
WHEREAS, Kansas law authorizes the establishment of school activity funds;
NOW THEREFORE, BE IT RESOLVED, by the Board of Education of USD No. 224, Washington County, Kansas that an activity fund designated as the Clifton-Clyde Middle School Building Activity Fund is created for the purpose of receiving and expending funds for student activities, including athletics, music, forensics, dramatics and other board approved studen extra-curricular activities.
The fund shall be administered by the building principal. The building secretary shall keep a record of all receipts and expenditures of the fund and shall prepare and file with the Board a statement showing all receipts, expenditures and balance at the end of each month and at the end of each school year. Any person authorized to administer an activity fund shall be bonded by the school district. Funds in the activity fund shall remain district funds but shall not be considered school money for purposes of K.S.A. 72-8202d(b) and the provisions of K.S.A.12-105b shall not apply.
ADOPTED by the Board of Education of USD No. 224, Washington County, Kansas, the 7th day of July, 2008.
WHEREAS, the Board of Education of USD No. 224, Washington County, Kansas, has determined that the creation of activity fund is an efficient method to pay expenses for student activities; and
WHEREAS, Kansas law authorizes the establishment of school activity funds;
NOW THEREFORE, BE IT RESOLVED, by the Board of Education of USD No. 224, Washington County, Kansas that an activity fund designated as the Clifton-Clyde High School Building Activity Fund is created for the purpose of receiving and expending funds for student activities, including athletics, music, forensics, dramatics and other board approved student extra-curricular activities. The fund shall be administered by the building principal. The building secretary shall keep a record of all receipts and expenditures of the fund and shall prepare and file with the Board a statement showing all receipts, expenditures and balance at the end of each month and at the end of each school year. Any person authorized to administer an activity fund shall be bonded by the school district. Funds in the activity fund shall remain district funds but shall not be considered school money for purposes of K.S.A. 72-8202d(b) and the provisions of K.S.A.12-105b shall not apply.
ADOPTED by the Board of Education of USD No. 224, Washington County, Kansas, the 7th day of July, 2008
WHEREAS, the Board of Education of USD No. 224, Washington County, Kansas, has determined that the creation of activity fund is an efficient method to pay expenses for student activities; and
WHEREAS, Kansas law authorizes the establishment of school activity funds;
NOW THEREFORE, BE IT RESOLVED, by the Board of Education of USD No. 224, Washington County, Kansas that an activity fund designated as the Clifton-Clyde Grade School Building Activity Fund is created for the purpose of receiving and expending funds for student activities, including athletics, music, forensics, dramatics and other board approved student extra-curricular activities. The fund shall be administered by the building principal. The building secretary shall keep a record of all receipts and expenditures of the fund and shall prepare and file with the Board a statement showing all receipts, expenditures and balance at the end of each month and at the end of each school year. Any person authorized to administer an activity fund shall be bonded by the school district. Funds in the activity fund shall remain district funds but shall not be considered school money for purposes of K.S.A. 72-8202d(b) and the provisions of K.S.A.12-105b shall not apply.
ADOPTED by the Board of Education of USD No. 224, Washington County, Kansas, the 7th day of July, 2008.
Motion carried 7-0.
Approve PDC Points for 2007-2008: Motion made by Branfort, seconded by Brownell to approve the professional development points for 2007-2009 as presented. Motion carried 7-0.
Resolution to Establish Home Rule: Motion made by Koch, seconded by Feight to establish the home rule resolution as presented:
RESOLUTION
WHEREAS, the Board of Education of Unified School District No. 224, Washington County, Kansas, has determined that the exercise of powers granted by the legislature is of benefit to the board and local patrons; and
WHEREAS, Kansas law authorizes the board to transact all school district business; and
WHEREAS, the board intends to adopt policies that the board deems appropriate to perform its constitutional duty to maintain, develop and operate local public schools; and
WHEREAS, the board acknowledges that the powers granted by law shall not be construed to relieve the board from any obligations to comply with state law; and
WHEREAS, the board acknowledges that the powers granted by law and this resolution shall not be construed to relieve any other unit of government of its duties and responsibilities prescribed by law; and
WHEREAS, the board acknowledges that the powers granted by law do not create any responsibility on the part of the district to assume the duties or responsibilities that are required of another unit of government.
NOW THEREFORE, BE IT RESOLVED, by the Board of Education of Unified School District No. 224, Washington County, Kansas, that the board shall exercise the power granted by law and by this resolution.
ADOPTED by the Board of Education of Unified School District 224, Washington County, Kansas, the 7th day of July 2008.
Motion carried 7-0.
Destruction of Records: Motion made by Koch, seconded by Brownell to adopt the resolution for destruction of records as presented:
RESOLUTION
BE IT RESOLVED THAT, the Board of Education of Unified School District No. 224, Washington County, Kansas hereby authorizes the Clerk of the Board to destroy the following records pursuant to K.S.A. 72-5369 and K.S.A. 72-5370.
All records over the statutory limit of five (5) years, excluding student and staff records.
ADOPTED by the Board of Education of Unified School District 224, Washington County, Kansas, the 7th day of July 2008.
Motion carried 7-0.
Establish Student Fees and mileage Reimbursement: Motion made by Branfort, seconded by Brownell to approve mileage reimbursement at 47.5 cents a mile. Motion carried 7-0.
Swim Lessons: Motion made by Koch, seconded by Brownell that USD 224 contributes $6 per in-district student to the Clifton and Clyde summer swim lesson fee. Motion carried 7-0.
Approve Technology Coordinator Job Description: Motion made by Feight, seconded by Rogers to approve the technology coordinator job description as presented. Motion carried 7-0.
Approve Non-Certified Handbook Updates: Motion made by Rogers, seconded by Brownell thatthe classified personnel handbook for 2008-2009 be approved as presented. Motion carried 7-0.
Superintendent Remarks
Mr. Roberts has applied for a Kan-Ed grant that would enable the district to increase our band width.
The 4-Year Old At Risk grant has been approved for 2008-2009. This grant partially funds the pre-school program.
The 4th grade will take the NAEP tests next year.
Mr. Roberts will be on vacation next week.
Adjourn
The meeting was adjourned at 9:35 p.m.
*This is the unofficial record of the July 7, 2008 meeting of the Board of Education pending board approval at the regular August meeting.
