August 21, 2017

APPROVED  MINUTES OF THE REGULAR MEETING OF THE HOLLAND BOARD OF EDUCATION

The School District of the City of Holland

Ottawa County, Michigan

August 21, 2017

The regular business meeting of the Holland Board of Education was called to order by Vice President DeJong, at 7:00 p.m., in the Board Training Room of the District Administration Office, 320 W. 24th Street.

I.  ROLL CALL

     Board:               Trustees Colburn, DeJong, Falstad, Meyer, and Whiteman

     Excused:           Trustees Gisinger and DeYoung

     Administration:    Superintendent Davis; Directors Headley-Nordman, Zuker, and Administrative Assistant Kooiker (recorder)

II.  PLEDGE OF ALLEGIANCE

 

III.  APPROVAL OF CONSENT AGENDA

A.   APPROVAL OF AGENDAS

1.   Regular Business Meeting of August 21, 2017

2.   Consent Agenda for August 21, 2017

B.   APPROVAL OF MINUTES

1.   July 17, 2017, Regular Business Meeting

2.   July 18, 2017, Special Meeting

Moved by Mrs. Colburn, supported by Mr. Meyer, that the Board of Education approve the Consent Agenda for August 21, 2017.  The motion was unanimously approved.

IV.       INCREASING UNDERSTANDING AND ADVOCACY

A. CURRENT LEGISLATIVE INITIATIVES – The Michigan Legislature has been on summer recess. As a result, there is no update or report this month.

 V.       BOARD COMMITTEE REPORTS AND/OR RCOMMENDATION

           A.  EXECUTIVE COMMITTEE –

Vice President DeJong reported on the August 9, 2017, meeting of the Executive Committee.  

Legislative Updates: Superintendent Davis provided legislative updates to the committee and potential impact on the District. The legislature is currently on summer recess. Items that are likely to be taken up this fall include calendar, school schedules, excessive absenteeism; and clarification on the zero-tolerance, seclusion and restraint legislation that went into effect August 1, 2107. He also highlighted his recent meeting with colleagues and US Secretary of Education Betsy DeVos.

2017-18 Organizational Chart: Superintendent Davis reviewed the 2017-18 Organizational Chart for 2017-2018 in accordance with board policy 1100-District Organization.

Annual Review of Board Policy 8600-Transportation: Superintendent Davis informed the Board of the transportation guidelines and established reasonable walking distances for students in the District. The walk distances for 2017-2018 will remain in effect at 1.25 miles for K-7 and 1.5 miles for 8-12.

Emergency Use of Restraint and Seclusion: Superintendent Davis shared with committee members the updates to the Revised School Code Act of 451 of 1976 380.1307 to 1307h; and the actions being taken by the district to ensure compliance and training of key identified personnel. First Responders are in the process of completing training through the Crisis Prevention Institute which includes: proactive strategies; de-escalation skills; ID-ing behavioral triggers, events, and environmental factors; safety considerations; types/uses of emergency seclusion/restraint; dangerous behavior; risks; effects on all students; and monitoring/identifying signs of distress. Awareness training will be provided to all staff on August 22, 2017. First responders have also been trained in medical help including CPR and first aid. Restorative Practices training has been ongoing in the district for conflict resolution, mediation, development of social skills and Positive Behavioral Intervention and Support Strategies.

Diploma Request:  Superintendent Davis brought forward a diploma request by Mr. David L. Johnson under board policy 9800-High School Diplomas to World War II, Korean Conflict, and Vietnam Veterans. 

Moved by Mrs. DeJong, supported by Mrs. Falstad, that the Board of Education award a Holland High School Diploma to David L. Johnson under Board Policy 9800.  The motion was unanimously approved.

Superintendent’s Contract: The committee finalized the recommendation for the employment contract of the Superintendent per changes in evaluation procedures, timelines and performance-based compensation.

Moved by Mrs. DeJong, supported by Mrs. Whiteman, that the Board of Education approve the Superintendent’s contract as presented.  The motion was unanimously approved.

Policies for First Reading: Superintendent Davis submitted the following policies for first reading:

  • Policy 2221 Mandatory Courses (Revised)
  • Policy 2461 Recording of District Meetings Involving Students and/or Parents (New)
  • Policy 2623 Student Assessment (Replacement)
  • Policy 3120.04 Employment of Substitutes (Revised)
  • Policy 3121 & 4121 Criminal History Record Check (Revised)
  • Policy 5111.01 Homeless Students (Replacement)
  • Policy 5111.03 Children of Youth in Foster Care (New)
  • Policy 5113 Schools of Choice Program (Revised)
  • Policy 5330.02 Opioid Antagonists (New)
  • Policy 5610 Emergency Removal, Suspension, and Expulsion of Nondisabled Students (Revised)
  • Policy 5610.01 Expulsion/Suspensions-Required By Statute (Revised)
  • Policy 7540.02 Web Content, Services and Apps (Replacement)
  • Policy 7540.002 Web Accessibility Policy (New)
  • Policy 8300 Continuity of Organizational Operations Plan (New)
  • Policy 8305 Information Security (New)
  • Policy 8330 Student Records (Revised)
  • Policy 8340 Letters of Reference (Revised)
  • Policy 8400 School Safety Information (Revised)
  • Policy 8500 Food Services (Revised)
  • Policy 8510 Wellness Policy (Replacement)

COTW Agenda Construction: Committee members planned the agenda for the August COTW  Meeting based upon the discussions at Finance & Property, Teaching for Learning, Executive Committee and matters arising.

Other: Organizational System Review-Trustee DeYoung requested that the OSR completed in the  spring of 2017 by LEDA be re-shared with the board for review and further discussion.

    2016-2017 Board/Superintendent Goals:

  • To stabilize the enrollment of Holland Public Schools
    • Measurable Outcome: To reduce the projected enrollment loss for the 17-18 school year by 25%
  • To expand the geographic advertisement of open positions and branding of the school district to encourage a more diverse applicant pool in an effort to promote, identify and hire individuals reflective of the student body.
    • Measurable Outcome: The presentation of an employment posting and application process that represents the culture and community of Holland Public Schools by February 1, 2017.
    • Measurable Outcome: An annual employee retention report summary presented in September.

B.  TEACHING FOR LEARNING COMMITTEE –

Trustee Colburn reported on the August 7, 2017, meeting of the Teaching for Learning Committee.    

Teacher Quality Dashboard Report 16-17: Superintendent Davis reviewed a teacher quality executive dashboard for the 16-17 school year and made recommendations for focus areas for the 2017-2018 school year. This report included an analysis of a teacher survey completed by 73 respondents. Highlights from the report include:

  • Over 850 unannounced observations were completed by administrators
  • Nearly 200 Summative Conferences were held
  • 100% of Staff completed Professional Growth plans
  • 100% of Individualized Growth Plans were completed
  • Over 60 days of Personalized Instructional Coaching took place in 16-17 to support teachers
  • 11 after school sessions were offered to assist staff in the transition to the new 5D+ model
  • The equivalence of nearly 90 half or whole days of professional staff development were provided  to staff for curriculum development, instructional strategies, or PBIS
  • 14 Continuous Improvement after school meetings were provided
  • 93% of staff were evaluated as effective or highly effective
  • 20% of staff reported that their instructional practice and preparation as a teacher improved this  year a lot as a result of this new process while 67% indicated somewhat. Staff desire continued and more specific feedback on instructional practice around all characteristics of the tool
  • 96% of staff reported that their knowledge of the evaluation process has increased somewhat to a lot.
  • “I felt I became more intentional in my teaching with the stricter demands from administration and   with being evaluated without prior notice. I like this because it made me a better teacher!” HPS  Teacher-May, 2017

The focus areas for 2017-2018 will be P1 Learning Target(s) Connected to Standards, CP4 Differentiated Instruction for Students, and A4 Teacher Use of Formative Assessment. Each professional staff member will select one additional characteristic from their self-assessment or mutually agreed upon with their evaluator.

3rd Grade Literacy Laws & Practice: Director Dobias presented a summary of the literacy laws and practices signed into law by Governor Snyder on October 6, 2016, House Bill No. 4822; their impact to Holland Public Schools; and efforts that have already been put into practice. This law impacts the current Kindergarten and 1st grade students. A draft HPS Individualized Reading Plan (IRP) was shared as part of the requirements for any students not demonstrating progress toward reading proficiency. Director Dobias also reviewed the qualification characteristics for at-risk students.

Jefferson Pilot Full-Year Transportation Pilot Costs: Superintendent Davis presented a summary of the associated costs for a full-year transportation pilot as identified in targeted attendance areas for 17-18. Data collected from 17-18 will be compared to 16-17. The committee is recommending the following motion for consideration at COTW.

Projects under current study/review:

  • 5D+ Focus Areas for 2017-2018 (7)
  • Interconnecting School Mental Health and School-Wide Positive Behavior Support Model (1,4)
  • Curriculum, Instruction, Fidelity Inventory (1,4,7)
  • GED Program for Secondary Students (1,4)
  • Kindergarten Assessment/Screening (1,4)

Other: The committee discussed the tenants of Interest Based-Bargaining.

2016-2017 Board/Superintendent Goals:

  • To improve the level of reading proficiency across the district for all students
    • Measurable Outcome: 70% of the students who take the Reading Inventory and STAR Assessment will meet their identified growth goals for the year.
  • To develop a system level of strategies and coaching support that addresses social competence/behavior for Tier 1,2 and 3 behaviors utilizing Promoting Positive School Climate  (PPSC) as a framework.
  • Measurable Outcomes: There will be an increase in fidelity of implementation scores of  Tier 1, 2 and 3 strategies as identified by pre/post School-Wide PBIS Tiered Fidelity Inventories of 80% (East, Heights, Jefferson, West) and 50% (Maplewood ECC, HLA, HEC, HHS/HVRT)

 C.  FINANCE AND PROPERTY COMMITTEE –

Trustee Meyer reported on the August 1, 2017, meeting of the Finance and Property Committee.  Minutes for said meeting are enclosed.   

Budget to Actual for July 2017: Director Powers reviewed the year-end general fund pre-audit revenue and expenditures.  The closure of 2016-2017 is trending toward expected budget expenditures and revenues with a variance less than .005% of the overall operational budget. (5)

Impact of Final State Aid Bill: Director Powers reviewed the impact of the finalized budget for 17-18 as signed into law by Governor Snyder as it relates to general fund revenue. The variance is related to a budget assumption of $100 per pupil increase in the foundation grant vs. the final state aid bill of $120 ($72,000); Sec 22n High School Curriculum allocation of $25/FTE ($30,000), Sec 31a At Risk Categorical (-$3,000); and estimated reduction in shared time funding based upon .75 FTE (-$5,000). The net overall impact is estimated at $94,000 based upon a budgeted enrollment of 3,618 FTE. (6)

Sinking Fund Report: Director MacKay provided an update on current projects underway through the summer and planned expenditures for the 17-18 school year. This included the installation of a new chiller system at East K-7 and replacement of lights in the Holland High School Dome. These projects are on schedule. Director Powers reviewed the project priority list noting the planned projects, expenditures and impact on the sinking fund balance. (6)

Audit Update: Director Powers provided an update on the process/progress of the 2016-2017 financial audit. Chairperson DeJong shared her recent conversation with the auditors and opportunities for committee members to do the same. (5)

Food Service East Equipment Purchase: Director Powers provided background and reviewed the recommendation for food service equipment purchases at East K-7 as recently approved by the Michigan Department of Education regarding the excess fund balance in the district’s food service account for the 15-16 school year. The committee brings forward the following recommendation for action to be considered at the August 14, 2017 COTW. (6)

         

  • Compensation for non-union employee groups: Superintendent Davis highlighted the approved 2017-2018 budget and final impact of the final state aid bill signed into law. Based upon planned expenditures and a final state aid bill, a recommendation was made to increase the salaries of non-union employee groups by the amount budgeted for these groups for 2017-2018. This amount is equivalent to approximately 1% overall in the form of a step or salary increase. The Board is asked to consider taking action on the motion at COTW.
  • Systems Operations at Holland High School: Superintendent Davis provided an update on the final commissioning and testing process of the geo-thermal exchange system at Holland High School. The final costs for this process was identified as a shared cost between the entities involved in the process.
  • The committee discussed the tenants of Interest Based-Bargaining.

 D.  COMMITTEE OF THE WHOLE –

Vice President DeJong reported on the August 14, 2017, Committee of the Whole meeting.   

HPS Equity Alliance Committee Report and Recommendations: Representatives from the HPS Equity Alliance brought forward findings and recommendations from their year long advisory committee work (see attached). The Board thanked them for their work and efforts. The Board requested that the Teaching for Learning Committee consider the recommendations and make a formal recommendation to the full Board in September.

Committee Reports

  1. Executive Committee Report: Trustee DeJong provided updates to committee members with action items discussed at the Executive Committee meeting on August 9, 2017.
  2. Teaching for Learning Committee Report:

Chairperson DeYoung provided updates to committee members with action items discussed at the Teaching for Learning Committee meetings on August 7, 2017.  The committee brought forward the following recommendation for consideration at COTW given the timing and start of the school year.

Moved by Mrs. DeJong, supported by Mrs. Whiteman, that a full-year transportation pilot for Jefferson K-7 be implemented for the 2017-2018 school year for students who live in the identified attendance areas as presented. Superintendent Davis noted that the estimated cost increase for the 17-18 school year is $8,478 bringing the full year pilot cost to $29,916. Trustee Whiteman wondered how data around behavior could be collected to show improvement? Trustee DeYoung sought clarification as to what data might be collected.

The motion passed unanimously.

  1. Finance & Property Committee Report: Chairperson DeJong provided updates to committee members with action items discussed at the Finance & Property Committee meeting on August 1, 2017. The committee brought forward two different recommendations for consideration at COTW this evening due to timing of purchases, installation and/or time frame for implementation.

Moved by Mrs. DeJong, supported by Mr. Meyer, that the Board of Education approve the purchase of equipment from Great Lakes as presented in the amount of $111,271.

The motion passed unanimously.

Moved by Mrs. DeJong, supported by Mrs. Colburn, that the Board of Education approve the salary increase of employees not represented by the HEA, HESPA or HMMAA by the amount budgeted for the 2017-2018 school year as presented.

The motion passed unanimously.

  1. HEA / Board Communications Report: Trustees DeYoung & DeJong provided an update to committee members with items discussed at the HEA/Board Communications meeting on July 17, 2017.  A request was made for copies of the recent survey to be distributed to all board members.
  2. Holland Educational Foundation Report: There was no report.

Board Meeting Agenda Construction: Committee members planned the agenda for the August Board   Meeting.

  • Reinstatement Committee Membership for 2017-2018-Superintendent Davis brought forward a recommendation of committee membership for consideration of petitions for reinstatement.

    Moved by Mr. Meyer­­­­­, supported by Ms. DeYoung, that the Board of Education approve the committee as presented for the purpose of considering reinstatement to Holland Public Schools.

The motion passed unanimously.

Public Comments: There were no public comments. Trustee Gisinger thanked staff member Linn Hein for attending the meeting.

Closed Session: The Board entered into closed session as provided by the Open Meetings Act for the purpose of discussing collective bargaining at 7:14 p.m.

Moved by Mrs. DeJong, supported by Mrs. Whiteman, that the Board of Education convene in close session, pursuant to section 8(c) and 8(h) of the open meetings act, for the purpose of collective-bargaining strategy and negotiations.

Roll call vote:

Ayes: Trustees Colburn, DeJong, DeYoung, Falstad, Gisinger, Meyer and Whiteman

Nays: None

Return to Open Session: The Board returned to open session at 8:40 p.m.

            Moved by Mrs. DeJong, supported by Mrs. Falstad, that the Board of Education return to   open session.

The motion passed unanimously. 

 VI.   SUPERINTENDENT'S REPORT AND/OR RECOMMENDATIONS

A.  SUPERINTENDENT’S REPORT

1. Superintendent Open Office Hours: Superintendent Davis announced open office hours scheduled for Friday, August 25, 10:00 am.

2. Back to School Information: Superintendent Davis provided back to school information for the 2017-2018 school year.

B.   PERSONNEL REPORT AND/OR RECOMMENDATIONS - Human Resources Director Zuker recommended the following personnel actions:

1. Resignations: 

  • Mary Arredondo, Math Teacher, Holland High School, effective August 1, 2017.
  • Courtney Eaton, TBWI Teacher, Holland Language Academy, effective August 1, 2017.
  • Brandon Wierenga, English Teacher, Holland High School, effective August 1, 2017.
  • Allison Meiste, Math Teacher, Holland High School, effective August 1, 2017.
  • Wendy Warner, SXI Teacher, East K-7 School, effective August 1, 2017.

Moved by Mrs. Whiteman, supported by Mr. Meyer, that the Board of Education approve, with regret, the resignation of:  Mary Arredondo, Courtney Eaton, Brandon Wierenga, Allison Meiste, and Wendy Warner.  The motion was unanimously approved.

   2.  Extended Leave:

  • Margaret Webb-Doyle, District Psychologist, Child Care Leave for first semester of the 2017-2018 school year.

Moved by Mrs. Colburn, supported by Mrs. Falstad, that the Board of Education approve the following leave:  Child Care Leave for:  Margaret Webb-Doyle.   The motion was unanimously approved.

3. Hiring:

  • Lauren Davidson, K-7 Music Teacher, District, effective August 21, 2017.
  • Danielle Snow, Math Teacher, Holland Early College, effective August 21, 2017.
  • Caitlin Henige, Speech and Language Pathologist, Maplewood ECC, effective August 21, 2017.
  • Ryan Jongekryg, School Social Worker, Jefferson K-7, effective August 21, 2017.
  • Nicholas Schweitzer, Math Teacher, Holland High School, effective August 21, 2017.
  • Christina VanDam, English Language Learners Teacher, Holland High School, effective August 21, 2017.

Moved by Mr. Meyer, supported by Mrs. Whiteman, that the Board of Education hire:  Lauren Davidson, Danielle Snow, Caitlin Henige, Ryan Jongekryg, Nicholas Schweitzer, and Christina VanDam in accordance with the Holland Education Association and that they be afforded a probationary contract.  The motion was unanimously approved.

4. Return from Leave:

  • Shawnda Garcia, Holland Early College, 8th Grade Self-Contained. 

Moved by Mrs. Falstad, supported by Mrs. Whiteman, that the Board rescind the Leave of Absence granted to Shawnda Garcia for the 2017-18 school year and permit her to return to her normal teaching responsibilities. The motion was unanimously approved.

VII.      NEW BUSINESS:

          A.  Consideration of Petition for Reinstatement: Superintendent Davis brought forward a recommendation for reinstatement with action taken this evening.

Moved by Mrs. Falstad, supported by Mr. Meyer, that the Board of Education approve the recommendation to reinstate Student 0814171300.  The motion was unanimously approved.

VIII.   PUBLIC COMMENTS:

There were no additional comments made by the public.

IX.     ADJOURNMENT: 

Vice President DeJong adjourned the meeting at 7:37 p.m.