December 19, 2016

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

The School District of the City of Holland
Ottawa County, Michigan
December 19, 2016

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

ROLL CALL

     Board:             Trustees DeYoung, Gisinger, Grose, Pasatta, and Whiteman

     Excused:      Trustee DeJong and Rivera

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

II.          PLEDGE OF ALLEGIANCE

President Grose asked for a moment of silence as we remember our 8th grade student at Holland Early College who recently passed away.

III.          APPROVAL OF CONSENT AGENDA

A.   APPROVAL OF AGENDAS

1.   Regular Business Meeting of December 19, 2016

2.   Consent Agenda for December 19, 2016

B.   APPROVAL OF MINUTES

1.  November 19, 2016, Regular Business Meeting

Moved by Mr. Pasatta, supported by Ms. DeYoung, that the Board of Education approve the Consent Agenda forDecember 19, 2016.  The motion was unanimously approved.

IV.          HPS CELEBRATES

BOARD RECOGNITION—Superintendent Davis highlighted the years of service and thanked President Steve Grose and Trustees Jason Pasatta and Magdalena Rivera for their service to the HPS Board of Education.

V.          INCREASING UNDERSTANDING AND ADVOCACY

A. CURRENT LEGISLATIVE INITIATIVES – Superintendent Davis shared information on recent legislative action.

     Appeals Court Holds That Districts May Ban Open Carry in Schools

In the Clio matter, the presiding circuit court judge agreed with the plaintiffs, ruling that the Legislature evidently did not see fit to completely ban individuals from possessing firearms on school property and that school districts are prohibited from enacting any policy that would likewise prohibit such. In the Ann Arbor matter, the presiding circuit court judge sided with the district and dismissed the plaintiffs’ case, essentially upholding the district’s right to develop and enforce its own weapons-free policies.

On appeal, the Court found that, in both matters, public school districts are not “local units of government,” hence the 2012 CADL ruling that allowed for the open carry of firearms in libraries did not apply. Per the Court, “school districts are not formed, organized or operated by cities, villages, townships or counties, but exist independently of those bodies” and therefore do not qualify as “local units of government,” as the term is used in the law that prohibits such entities from enacting their own ordinances regarding firearms (MCL 123.1102).

Holland’s policy is consistent with that used in the Ann Arbor Public Schools banning all guns from our campuses except for law enforcement and approved extenuating circumstances.

Seclusion and Restraint

Updated our laws on seclusion and restraint. Many of the changes incorporated practices that are already being utilized in the field. This package of bills will require training under the MiBLISI framework, utilization of PBIS and reporting instances of seclusion and restraint.  Fortunately, Holland Public Schools already uses these best practices through our involvement with the Crisis Prevention Institute.  We are also a MiBLISI district.

Zero Tolerance/Restorative Justice

Legislation intending to curtail some suspensions and expulsions is on its way to the Governor. The law that passed provides more discretion to the school districts. The bills will require districts to consider the following prior to taking action on a suspension or expulsion:  the student's age and history of disciplinary issues; whether the student in question has a disability; the seriousness of the violation or behavior committed by the pupil; whether the violation or behavior threatened the safety of another student or staff member; whether restorative practices would be used to address the violation or behavior and whether a lesser intervention would properly address the behavior.

What didn’t happen? 

New Teacher Pension Reform – Legislative leaders had high hopes of converting all new teacher hires to a 401k type plan and closing the pension system, but at the end of the day the issue was too complicated and too costly for the legislature to feel comfortable casting a vote in lame duck.

Income Tax “Switcharoo” – The General Fund for the budget is in dire straits after a series of tax cuts over the past six years and expansion of government programs – mainly roads and Medicaid. This led to the Governor promoting an “accounting best practice” that would have cost the School Aid Fund $430 million.

Substitute Teaching/Critical Shortage – A strong push was made to get a change to the law that would allow districts to hire recent retirees as substitute teachers without paying the 21 percent MPSERS UAAL surcharge.

MMC Flexibility “21st Century Skills -- Legislation that would have combined the World Language (2 credits) and Visual, Performing, Applied Arts (1 credit) requirement giving more flexibility to students was not taken up by the Senate after passing the House earlier this summer. The legislation would have allowed students to take any combination of world language, VPAA, CTE or computer coding/science class to fulfill the new 3 credit requirement

VI.    INTRUCTIONAL HIGHLIGHTS

        A. Superintendent Davis congratulated staff and students for all of their work and preparation for the holiday performances this season.

VII.          BOARD COMMITTEE REPORTS AND/OR RECOMMENDATIONS

           A.  EXECUTIVE COMMITTEE – President Grose reported on the December 6, 2016, meeting of the Executive Committee.

Holland High School Student Senate Organization:  Alfredo DelaRosa shared updates with the committee.

Organizational Meeting:  The Executive Committee reviewed the agenda for the 2017 organizational meeting set for Jan. 5, 2017, 6:00 p.m. at the District Administration Building, Board Training Room and will be presented at COTW for full board review.

MASB CBA Workshops Request:  Committee members reviewed the MASB CBA Workshops request from incoming board members Elizabeth Colburn, Linda Falstad and Phil Meyer.

Moved by Mr. Grose, supported by Mr. Gisinger, that the MASB CBA Workshop-Fundamentals of School Board Service be approved for board members-elect Elizabeth Colburn, Linda Falstad and Phil Meyer for the total amount of $720.00.  The motion was unanimously approved.

Board Member Reimbursement Request: Committee members reviewed the reimbursement request submitted by Trustee DeYoung for Board Governance resources purchased at her attendance at the MASB State Conference

Moved by Mr. Grose, supported by Mr. Pasatta, that Trustee DeYoung be reimbursed for Board Governance resource materials purchased in the amount of $119.62.  The motion was approved 4-1, with Trustee DeYoung abstaining.

COTW Agenda Construction: Committee members reviewed the agenda for the December COTW meeting which substantially includes training with School ADvance Cindy Gansen for the purposes of superintendent evaluation.

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

Projects Under Current Study/Review: 

Board Governance Goals/Action Steps-Further discussion opportunities will occur with School ADvance training on December 12, 2016.
Organizational System Review-The staff of the Human Resources office have completed their surveys, team interview process and individual follow up with LEDA. We are currently awaiting a final report.
New Board Member Orientation-An onboarding process of new board members has been completed and mentors assigned. Orientation to key district functions with cabinet members are occurring on December 8, 2016.
Culture and Climate Survey-Superintendent Davis and Assistant Director of Student Services Anna Clawson will be presenting an executive summary to the Teaching for Learning Committee on December 6, 2016.

Other: Succession planning-Committee members discussed succession planning in the district for a variety of positions to ensure short-long term viability of programming and services.

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.

TEACHING FOR LEARNING COMMITTEE – Chairperson DeYoung reported on the December 6, 2016, meeting of the Teaching for Learning Committee.  

Focus School Update: Director Dobias provided a 1st Quarter report on the school improvement efforts at our District’s identified focus schools. (1,4)   

Jefferson, East and Holland High School continue into the 4th year of being identified as a Focus School.
MDE continues to support Title I Focus School with the assistance of a District Improvement Facilitator (DIF). As a district, we provide the assistance of a District Improvement Facilitator to our non-Title I school (Holland High School)
East K-7, Learning Priorities: Implementation of Reading Plans and Reciprocal Teaching
Jefferson K-7, Learning Priorities: Formative Assessment/Differentiation and Implementation of District Reading Curriculum
Holland High School, Learning Priorities: Reading Now Network Strategies--- annotation, text coding and use of sticky notes for comprehension and continuation of Collins Writing

Significant Disproportionality Report: Director Headley-Nordman provided an annual report on significant disproportionality in the district including the district’s current status; a review of policies, procedures and practices to address opportunities for growth/change; and the coordination of early intervening services. Director Clawson reviewed overall student discipline for the current year. A full report on significant disproportionality will take place at the board meeting on December 19, 2016. (1,4)   

Promoting Positive School Climate Grant Fall Data Review: Superintendent Davis and Director Clawson provided an executive summary of the fall PPSC Culture and Climate Survey results and Tiered Fidelity Inventories. (1,3,4) The administrative team will continue to study this data with the District Improvement Team for dissemination to the building level teams.

The following goal is submitted for consideration:

District Continuum of Support to address Social Competence/Behavior (DS/SA)

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)

Moved by Mr. Pasatta, supported by Mrs. Whiteman, that Social Competence/Behavior goal be approved as presented for the 16-17 school year.  The motion was unanimously approved.

Projects under current study/review:    

Student Assessment-Longitudinal Growth (1)
5D+ Professional Staff Evaluation (1,4,7)
Promoting Positive School Culture Climate (1)
Special Education Program Continuum (1, 4, 7)

Disproportionality Report: Director of Student Services Headley-Nordman provided an annual report on significant disproportionality in the district including the district’s current status; a review of policies, procedures and practices to address opportunities for growth/change; and the coordination of early intervening services.  

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.

C. FINANCE AND PROPERTY COMMITTEE – Trustee Whiteman reported on the December 6, 2016, meeting of the Finance and Property Committee.

Budget to Actual (5): Director Zimmer reviewed the general fund revenue and expenditure report for November.  Using the proposed amended budget, revenue is at 32.6% compared to 32.5% from last year. Expenses are at 28.7% compared to 27.5% from the prior year.  The color indicators show all revenue and expenditure categories green and the position of the fund balance after transfers is noted as red. 

2016-2017 General Fund Budget Amendment:  Director Zimmer reviewed the recommended amendment to the general fund budget.  The table below summarizes revenue and expenditure totals.  The resolution and support documents that will be presented to the full board for action on December 21, 2016 are attached.

Revenues increased by $988,782 attributable to additional MPSERS Buy-Down, state/federal grant allocations, and total foundation grant related revenue based on the fall student count.
Expenditures increased $481,101 attributable to expensing the additional MPSERS Buy-Down funds, increases in shared time classes, programming for additional state and federal grant allocations, changes in health insurance and other program specific updates netted against a reduction in special education bill backs through the ACT 18 distribution.  

Moved by Mrs. Whiteman, supported by Mr. Gisinger, that the Board of Education approve the 2016-17 General Fund Budget Amendment Resolution as presented.   

Roll Call Vote:

Ayes: Whiteman, Grose, Pasatta, DeYoung and Gisinger

Nays: None

The motion was unanimously approved.

Emergency Notification and Paging System Module Replacement (6): Director Roach provided background and reviewed the cost proposals/recommendation for replacing the modules controlling the emergency notification and paging systems.  The recommended vendor is I.COMM using Rauland TCU Campus products consisting of controllers, aux modules, zone pagers, panic buttons and telephone interfaces for 7 of the district’s facilities.  The total cost is not to exceed $72,720.

Moved by Mrs. Whiteman, supported by Ms. DeYoung, that the Board of Education approve the TCU module replacement proposal from I.COMM for an amount not to exceed $72,720 to be funded   by sinking fund proceeds.  The motion was unanimously approved.  

May 2017 School Election (5,6):  Superintendent Davis and Director Zimmer reviewed a plan for structuring the district’s sinking fund ballot proposal for the May 2017 school election. The plan incorporates a ten-year capital repair/maintenance and technology needs assessment, recent legislative changes expanding the use of sinking proceeds and results in a total tax levy reduction when factoring bond and sinking fund levies.  

Sinking Fund Utilization Plan (6):  Directors Roach and Zimmer reviewed a high-level 10-year plan for use of sinking fund proceeds.  The plan details a draft schedule of repair and improvements and technology refresh projects as well as use of the remaining bond funds

Special Education Millage Funding Changes (4,5): Director Zimmer and Superintendent Davis provided committee members with an update on the recent action of the OASA and recommendations from the OAISD Special Education Funding Committee for expenditures and reimbursements related to special education costs.

Maintains the distribution formula weighted at 60% of student count and 40% of SE-4096 costs
Changes the bill back for students attending center programs from 50% of added costs to a cap of $5,000 per student
Reduces the allowable exemptions for districts over funded after ACT 18 funds are factored
  Superintendent Davis provided an update on succession planning.

      2016-17 Board Superintendent Goals:

To identify the district’s ongoing facility, maintenance and technology needs in relation to the funding sources allowable

Measurable Outcome: The production of a campaign strategy by February 1, 2017, that addresses request to the community for the consideration of a sinking fund renewal in 2017.

Committee members reviewed a proposed format to collect and report the district’s ongoing facility, maintenance and technology needs by funding source, project, building and focus.  Data for 15-16 and 16-17 year-to-date was populated.  Detail support for future years will be added using this format. 

To produce a financial planning model addressing the expenditures/revenues and operations of the district with respect to enrollment, financial planning, staffing and facility needs.

Measurable Outcome: The production of three-three year financial plans based upon a 5.5% fund balance, 6% fund balance and 6.5% fund balance deliverable by June, 2017.

Committee members participated in a webinar hosted by Forcast5 Analytics highlighting a budgeting and forecasting tool that would meet the reporting deliverables for the financial modeling board goal as well as support general budgeting needs.  Forecast5 allows line item level assumptions and forecasting interfacing with the existing chart of accounts.

D. COMMITTEE OF THE WHOLE – Trustee Gisinger provided an overview of the December 12, 2016, Committee of the Whole meeting.   

       Oath of Office

A. CONSTITUTIONAL OATH OF OFFICE — Vice President DeJong, administered the Oath of Office to Jack Gisinger.

“I do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution of this State, and that I will faithfully discharge the duties of the office of Member of the Board of Education of the School District of the City of Holland, Holland Michigan, according to the best of my ability.”

Committee Reports

Executive Committee Report: Trustee DeYoung provided updates to committee members with action items discussed at the Executive Committee meeting on December 6, 2016.
Teaching for Learning Committee Report: Chairperson DeYoung provided updates to committee members with action items discussed at the Teaching for Learning Committee meeting on December 6, 2016.
Finance & Property Committee Report:  Chairperson DeJong provided updates to committee members with action items discussed at the Finance & Property Committee on December 6, 2016.
HEA / Board Communications Report: Trustee DeYoung provided an update to committee members with items discussed at the HEA/Board Communications meeting on December 1, 2016
Holland Educational Foundation Report: No report.

School Advance Training:  Cindy Gansen from MASB facilitated a training on School ADvance-the evaluation tool that will be used to evaluate the superintendent for the calendar year 2017. The goals for the training included an introduction to the system of School ADvance, understanding of the Leadership Framework, interpretation of the rubric, plans for implementation, and alignment to district

goals and priorities.

 VIII.  SUPERINTENDENT'S REPORT AND/OR RECOMMENDATIONS

          A. SUPERINTENDENT’S REPORT

1. Superintendent Open Office Hours: Superintendent Davis announced open office hours scheduled for Thursday, January 19, 1:30 – 2:30 p.m.

2. District Offices Closed: Superintendent Davis announced that District offices will be closed on December 23, 26, 30 and January 2 for holiday breaks.

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

  1.  Resignation:

Natalie Shaffer, Special Education Teacher, East K-7 School, effective December 15, 2016.

Moved by Mr. Gisinger, supported by Mr. Pasatta, that the Board of Education approve, with regret, the resignation of Natalie Shaffer.  The motion was unanimously approved.

                            2.  Retirement:

Christine Durham, District Teacher, effective December 5, 2016.

Moved by Mrs. Whiteman, supported by Mr. Pasatta, that the Board of Education approve, with regret, the retirement of Christine Durham.  The motion was unanimously approved.

  IX.    PUBLIC COMMENTS:  There were no additional comments made by the public.

   X.     ADJOURNMENT:  President Grose adjourned the meeting at 7:56 p.m.