February 20, 2017

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

The School District of the City of Holland
Ottawa County, Michigan
February 20, 2017

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

ROLL CALL

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

     Excused: Trustee DeYoung

     Administration: Superintendent Davis; Directors Page, Roach, Zuker, and Administrative Assistant Kooiker (recorder)

II.    PLEDGE OF ALLEGIANCE

III.   APPROVAL OF CONSENT AGENDA

A.   APPROVAL OF AGENDAS

1.   Regular Business Meeting of February 20, 2017

2.   Consent Agenda for February 20, 2017

B.   APPROVAL OF MINUTES

1.  January 23, 2017, Regular Business Meeting

2.   February 7, 2017, Special Meeting

Moved by Mrs. Whiteman, supported by Mrs. DeJong, that the Board of Education approve the Consent Agenda for February 20, 2017.  The motion was unanimously approved.

Trustee DeJong shared the purpose of the February 7, 2017 Special Meeting was for the sale of Lakeview Property for $185,000, to be divided into 6 lots.

IV.   HOLLAND HIGH SCHOOL STUDENT SENATE

      Alyssa Leal shared information on the Holland High School Student Senate organization.

V.   HPS CELEBRATES

      A.  BOYS & GIRLS CLUB OF GREATER HOLLAND’S 2017 YOUTH OF THE YEAR – High School Principal Katie Pennington, introduced Holland High School Junior, Immanuel Garza to the Board for recognition. Immanuel was recently named Boys and Girls Club Youth of the Year.  This award recognizes service to the club and community, academic performance, moral character, life goals and public speaking skills.

VI.  INCREASING UNDERSTANDING AND ADVOCACY

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

Governor’s Budget Proposal
Michigan Content Standards Repeal (HB 4192)
1280c Repeal (SB 27)
Income Tax Legislation (HB 4001)
Substitute Teacher Legislation
ESSA Implementation
HB 4194 Standards

              President Gisinger commented on HB 4194.  We need sustainability and not another change.

VII.  INTRUCTIONAL HIGHLIGHTS

      A.  CONFERENCE REPORT – Trustees Colburn and DeJong provided an overview of a recent conference attendance at the MASA Mid-Winter Conference on the Orange Frog Concept-The Happiness Advantage.

VIII.  BOARD COMMITTEE REPORTS AND/OR RECOMMENDATION

       A.  EXECUTIVE COMMITTEE – Chairperson Gisinger reported on the February 8, 2017, meeting of the Executive Committee.  

Bylaw and Policies for Second Reading and Adoption: Superintendent Davis recommended the following bylaw and policies for second reading and adoption: 

Moved by Mrs. Whiteman, supported by Mr. Meyer, that the Board adopt the following new and revised bylaw and policies.  The motion was unanimously approved.

•   Bylaw 0100 Definitions (Revised)

•   Policy 1619/3419/4419 Group Health Plans (New/Replacement)

•   Policy 1619.01/3419.01/4419.01 Privacy Protections of Self-Funded Group Health Plan (Revised)

•   Policy 1619.02/3419.02/4419.02 Privacy Protections of Fully Insured Group Health Plan (Revised)

•   Policy 1619.03/3419.03/4419.03 Patient Protection and Affordable Care Act (New)

•   Policy 2628 State Aid Incentives (Revised)

•   Policy 3142 Probationary Teachers (Revised)

•   Policy 3420/4420 Health Insurance Benefit (Delete)

•   Policy 5830 Student Fund-Raising (Revised)

•   Policy 6424 Purchasing Card (Revised)

•   Policy 6605 Crowdfunding (New)

•   Policy 7540 Technology (Revised)

•   Policy 7540.01V1 Technology Privacy (Revised)

•   Policy 7540.02 Web Content, Services and Apps (Revised)

•   Policy 8321 Criminal Justice Information Security (Revised)

•   Policy 9700 Relations with Special Interest Groups (Revised)

Review of Board Policy – 9700.01 Advertising and Commercial Activities: Committee members discussed ongoing requests by booster groups to advertise and distribute information regarding percentage proceeds from sales at area for profit entities. Our practice has been that for profit entities may not distribute information home through students, drop off flyers for hanging or use of web page or district technology i.e. Email, Facebook, Twitter, etc. In application of this policy as deemed approved by the Superintendent, it is the recommendation that for-profit entities who wish to partner with the district may do so with approval by the Superintendent in accordance with board policy. The recommendation is that such fundraising, once approved, be distributed via our district web page with a special designation tab and posting for “fundraising” and not flyer distributions with students or direct emails using district email accounts.

Board/Superintendent Goals 2017 Benchmarking Calendar: Committee members reviewed the 2017 Benchmark Progress Report calendar as presented. The committee recommends that this be an item for further full board discussion to assess the purpose, use of such data, time of when information is presented, and use of the Superintendent’s time and his administration to complete such reports. (1,7)

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

Projects Under Current Study/Review:  

Board/Superintendent Goals-School ADvance alignment (1,7)-All board members are asked to review the current identified indicators and align these with the School ADvance rubric narrowing their choices down to 8-10 total.
Employment posting and application process (7)-Director Zuker provided an update on the progress to date and partnerships formed 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.
Technology Obsolescence Plan (6)-A 10-year plan was shared and affirmed with the Finance & Property Committee on February 7, 2017.

Other: Succession Planning-Committee members discussed succession planning and the importance of for key positions across the organization.

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.

[Strategic Plan Objectives Chart]

B. TEACHING FOR LEARNING COMMITTEE – Trustee Falstad reported on the February 6, 2017, meeting of the Teaching for Learning Committee.  

Board/Superintendent Goals 2017 Benchmarking Calendar: Committee members reviewed the 2017 Benchmark Progress Report calendar as presented. (1,7)

TTB School Accountability Report Card: Director Dobias reviewed the recent top-bottom list and ranking of district schools.

Reading Now Network Strategies: Committee members learned more about the RNN Strategies to foster shared leadership and sustained commitment from the Board of Education on down to ensure that we have a collective responsibility to every child's success with an uncompromising focus on reading; relevant data that is used deeply to measure implementation of curriculum, instructional practices and student growth; and classroom management that focuses on engaged learning for all students based upon their academic needs. The committee desires to establish this as a focus area for the district and brings forward the following motion. (1)

Moved by Mrs. Falstad, supported by Mr. Meyer, that the Holland Public Schools join the Reading Now Network collaborative initiative and join education leaders throughout West Michigan to increase reading proficiency in all grade levels, in all demographic groups; and that intervention strategies be systemically implemented for those requiring additional time and intervention supports.  The motion was unanimously approved.

Teacher Quality Dashboard: Superintendent Davis provided an update on teacher quality as we work to ensure that we have the most highly effective/effective teachers through the use of the 5D+ Instructional Framework; including the conduct of observations and feedback and development of personal growth or individual development plans with training and coaching support. Instructional coaches are essential to this success across the district Prek-13. (7)

Projects under current study/review:

Student Assessment-Longitudinal Growth/Student Growth Percentiles (1)
5D+ Professional Staff Evaluation (1,4,7)
Promoting Positive School Culture Climate (1)
Tech Integration to STEM (K-5) 17-18 Instructional Planning (1,6)

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)

[Strategic Plan Objectives Chart]

C.  FINANCE AND PROPERTY COMMITTEE – Chairperson DeJong reported on the February 7, 2017, meeting of the Finance and Property Committee.

Technology Replacement Planning (6):  Director Thelen presented a comprehensive plan detailing a ten-year framework for replacing and acquiring emerging technology in the areas of devices, network & infrastructure, multimedia, and peripherals.

Aquatic Center Lease (5,6): Director Farkas reviewed the development process and proposed competitive swimming and diving lease agreement with the Holland Area Community Swimming Pool Authority for 17-18 and a rate advisement for 18-19.

Moved by Mrs. DeJong, supported by Mrs. Colburn, that the Board of Education approve the competitive swim and dive agreement with the Holland Aquatic Center for the 2017-18 with a base rate of $27,629.  The motion was unanimously approved.

Custodial Services Contract (5,6):  Superintendent Davis and Director Roach reviewed with committee members the background and current arrangements of the district’s custodial services contract with Grand Rapids Building Services.  Director Roach presented a proposal for a 5-year renewal of the contract. 

Moved by Mrs. DeJong, supported by Mrs. Whiteman, that the Board of Education approve the contract with Grand Rapids Building Services, Inc. (GRBS) for custodial services as presented.   The motion was unanimously approved.

Budget to Actual for January 2017 (5): Director Zimmer reviewed the general fund revenue and expenditure report for January.  The district has received 46.3% of budgeted revenue year-to-date compared to 45.6% for last year.  Current year expenses are at 44.8% of budget compared to 43.4% from the prior year.  The color indicators show all revenue and expenditure categories green and the fund balance position net-of-transfers is noted as red. 

Sinking Fund Plan Update (6):  Director Zimmer distributed an update to the sinking fund plan incorporating the details of the technology replacement plan. 

Superintendent Davis provided an update on succession planning.

[Strategic Plan Objectives Chart]

D. COMMITTEE OF THE WHOLE – President Gisinger provided an overview of the February 13, 2017, Committee of the Whole meeting.  

Student Senate: Teacher/Advisor Sam Soukup, and members the Student Senate (Freddie DelaRosa, Abbie Telgenhof, Raya VonPlagenhoef, and Isaac Cinzori), provided information on Holland High School’s PBIS DUTCH Matrix. The Board commended them for their work and focus on recognizing the 1220 at HHS and inviting the additional 80 to join in their efforts. The students provided their rationale for keeping with the use of DUTCH as part of their matrix recognizing the heritage of our high school and honoring the pride of the school name. DUTCH stands for Diverse-United-Thrive-Committed-Honorable. The student representatives also shared some of the ways the Matrix is already being used across the high school and ideas for future efforts.

Committee Reports

Executive Committee Report: Chairperson Gisinger provided updates to committee members with action items discussed at the Executive Committee meeting on February 8, 2017.
Teaching for Learning Committee Report: Trustee Falstad provided updates to committee members with action items discussed at the Teaching for Learning Committee meeting on February 6, 2017. 
Finance & Property Committee Report:  Chairperson DeJong provided updates to committee members with action items discussed at the Finance & Property Committee meetings on January 24, 2017 and February 7, 2017.
HEA / Board Communications Report: Trustee DeJong provided an update to committee members with items discussed at the HEA/Board Communications meeting on January 26, 2017. 
Holland Educational Foundation Report: Trustee Colburn provided an update on the recent awarding of Spring HEF grants in the amount of nearly $10,000 to 15 different projects across the district. 
Conference Attendance: Trustees Colburn and DeJong provided an overview of a recent conference attendance at the MASA Mid-Winter Conference on the Orange Frog Concept-The Happiness Advantage.

Board/Superintendent Goals 2017 Benchmark/Progress Report Calendar: President Gisinger facilitated a discussion of the calendar as prepared by Superintendent Davis based upon the January COTW meeting.  Consensus was reached for Superintendent Davis to prepare an updated calendar reflecting reports on a quarterly basis vs. every month, alternating months where possible so as to only have single reports to the board.

Dashboard Reports: Superintendent Davis shared dashboards for Marketing, Teacher Quality & Student Enrollment. The committee decided that the marketing dashboard as presented was not needed. The student enrollment dashboard will be updated monthly and be shared with the board as background information and discussed quarterly.

School ADvance Rubric Identification: President Gisinger facilitated a strategic session to identify the final 8-10 indicators that will be used for the evaluation of the superintendent. Consensus was reached on these indicators. Superintendent Davis will provide a written summary to the board for final approval

Moved by Mr. Meyer, supported by Mrs. DeJong, that the Board of Education adopt the priority goals and strategies as presented for the purpose of evaluation of the superintendent.  The motion was unanimously approved.

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

Other:

Board Voice & Representation
Overnight Field Trip Request-St. Joseph First Robotic Event-Pen High School, Mishawaka, IN.

Moved by Mrs. DeJong, supported by Mrs. Falstad, that the Board of Education approve the overnight field trip for the HHS Robotics team as presented. The motion was unanimously approved.

Succession Planning: Superintendent Davis updated the board on succession planning for the Director of Facilities, Finance and Communication.
RFP for Marketing/Branding: Committee members reached consensus on Superintendent Davis presenting an RFP to the public for a marketing/branding proposal for the district.

IX.   SUPERINTENDENT'S REPORT AND/OR RECOMMENDATIONS

A.  SUPERINTENDENT’S REPORT

1. Superintendent Open Office Hours: Superintendent Davis announced open office hours scheduled for Thursday, March 23, 2:00 – 3:00 p.m.

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

1. Hiring:

Carissa Kangas, Special Education Teacher, East K-7 School, effective February 21, 2017.
Kenneth Pinch, Special Education Teacher, West K-7 School, effective February 13, 2017.

Moved by Mrs. DeJong, supported by Mrs. Whiteman, that the Board of Education hire:  Carissa Kangas and Kenneth Pinch in accordance with the Holland Education Association and that they be afforded a probationary contract.  The motion was unanimously approved.

2.  Resignations:

Elena Giordano, Math Teacher, Holland High School and Holland Heights School, effective February 16, 2017.

Moved by Mrs. Colburn, supported by Mrs. Falstad, that the Board of Education approve, with regret, the resignation of:  Elena Giordano.  The motion was unanimously approved.

C.   ADMINISTRATIVE PERSONNEL REPORT/AND OR RECOMMENDATIONS - Superintendent Davis will recommend the following administrative personnel actions:

1.   Administrative Retirement:

Thomas Page, Communications Coordinator, effective February 24, 2017.

2.  Administrative Resignation:

Brett Roach, Director of Facilities, Grounds, Transportation and Safety, effective February 28, 2017.

Moved by Mrs. DeJong, supported by Mr. Meyer, that the Board of Education approve with regret, the retirement of Thomas Page and the resignation of Brett Roach.  The motion was unanimously approved.

3.  Administrative Hire:

Jason MacKay, Director of Facilities, Grounds, Transportation and Safety, effective March 1, 2017 – June 30, 2018.

Moved by Mrs. DeJong, supported by Mr. Meyer, that the Board of Education approve the hire of Jason MacKay as Director of Facilities, Grounds, Transportation and Safety.   The motion was unanimously approved.            

X.   NEW BUSINESS: Superintendent Davis presented a calendar for the 2017-2018 school year.  

Moved by Mrs. Falstad, supported by Mrs. Colburn, that the Board of Education approve the 2017-2018 calendar as presented.  The motion was unanimously approved.                      

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

XII.  ADJOURNMENT:  President Gisinger adjourned the meeting at 8:03 p.m.