January 23, 2017

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

The School District of the City of Holland
Ottawa County, Michigan
January 23, 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, DeYoung, Falstad, Gisinger, Meyer and Whiteman

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

II.          PLEDGE OF ALLEGIANCE

III.          APPROVAL OF CONSENT AGENDA

A.   APPROVAL OF AGENDAS

1.   Regular Business Meeting of January 23, 2017

2.   Consent Agenda for January 23, 2017

B.   APPROVAL OF MINUTES

1.  December 19, 2016, Regular Business Meeting

2.   January 5, 2017, Organizational Meeting

Moved by Mrs. DeJong, supported by Mrs. Whiteman, that the Board of Education approve the Consent Agenda for January 23, 2017.  The motion was unanimously approved.

IV.          HPS CELEBRATES

A. HPS Honors Dr. Martin Luther King Jr Day - MLK Day – January 16, 2017, was Dr. Martin Luther King, Jr. Day. In honor and recognition of the legacy of this great man, Holland Public Schools was not in session for students so that they may participate in the many activities that are available throughout the community. Superintendent Davis highlighted some of these opportunities.  Raya VonPlagenhoef Holland High freshman, read her award winning essay from the Holland Public Schools MLK Essay Contest and the City of Holland Human Relations Commission contest.

B. HOLLAND HIGH CHOIR - Holland High Choir students Eliseo Bustillos and Josiah Broussard auditioned late last year and were selected for Michigan's All-State Honors Choir. HHS choir director Sarah Cox introduced both young men to the Board.

V.          INCREASING UNDERSTANDING AND ADVOCACY

A. CURRENT LEGISLATIVE INITIATIVES – Superintendent Davis shared information on recent legislative action including updates on the following:

Seclusion and restraint of students
CPR & AED Training for students in grades 7-12
Zero Tolerance Policy/Discipline
Use of Sinking Funds
Seat belts on new bus purchases
Public employee retirement system
Governor’s Executive Budget for 2018 and the May Revenue Estimating Conference

VI.    NATIONAL SCHOOL BOARD RECOGNITION MONTH

A.  The month of January has been identified as National School Board Appreciation Month. Superintendent Davis honored and thanked the trustees of the Board for their service and dedication to the school district.

VII.          BOARD COMMITTEE REPORTS AND/OR RCOMMENDATION

A.  EXECUTIVE COMMITTEE – Chairperson Gisinger reported on the January 11, 2017, meeting of the Executive Committee.       

Superintendent Evaluation: Committee members reviewed the process and implementation suggestions discussed at the January 5, 2017 Organizational meeting. (1,7)

COTW Agenda Construction: Committee members planned the agenda for the January COTW Meeting based upon the discussions at Finance & Property, Teaching for Learning and matters arising at the Executive Committee. Committee members also set the following agenda items for future dates: February 13, 2017 Student Senate Dutch Matric Presentation and April 17, 2017 Board Orientation.

Conference Attendance Request: Superintendent Davis shared two requests from board members Colburn and DeJong, to attend the MASA Pre-Conference Session on Tuesday, January 24, 2017; the Orange Frog Concept based upon The Happiness Advantage: The Seven Principles of Positive Psychology to Fuel Success and Performance at Work

Moved by Ms. DeYoung, supported by Mrs. Falstad, that the Board approve the expenditure of $200 for Trustee Colburn and DeJong to attend the MASA Pre-Conference Session at MASA as presented.  The motion was unanimously approved.

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

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)

Projects Under Current Study/Review: Superintendent Davis highlighted projects under current study and review.

Board Governance Goals/Action Steps
Organizational System Review
New Board Member Orientation
Superintendent Evaluation
Board/Superintendent Goals
Call for Election: 18 Mill Operational Millage/Sinking Fund Renewal

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 – Chairperson DeYoung reported on the January 10, 2017, meeting of the Teaching for Learning Committee.  

Cross Indicator Analysis: Director Headley-Nordman provided a public reporting document that addresses the district’s response to the implementation of IEP’s for special education students. 

PPSC: Dr. Clawson reviewed the tenants of PBIS and the PPSC grant. Upon review of the Executive Summary of the Fall, PPSC Survey administration by the District PPSC Leadership Team, committee members will discuss potential resources and priorities to assist with fidelity of implementation of PBIS strategies across the district. (1,4)

25% Student Growth/Professional Staff Evaluation: Director Dobias reviewed the recommended assessments to comprise the 25% of professional staff evaluation for teachers, administrators, cabinet members and the superintendent. A significant discussion took place regarding what a student growth percentile is and the relationship to assessing student growth during a school year. (1, 7)

Senior State Assessment Testing: Superintendent Davis and Director Dobias shared a recommended administrative guideline change in board policy to address assessment of students and their requirements under district/state testing, graduation requirements and full participation.

5460 Graduation Requirements: Assessment: The District shall administer the Michigan Merit Examination to students in grade 11 and to students in grade 12 who did not take the complete Michigan Merit Examination in grade 11, in accordance with State law and the assessment provisions of the Michigan Department of Education (MDE). Each principal is to determine, based on results on the required tests, which students are in need of special assistance in order to have a fair opportunity to achieve credit toward graduation.

A student who chooses to repeat the college entrance examination component of the Michigan Merit Exam may do so only in accordance with the provisions of State law and the MDE.

*New*: The District will also administer identified assessments to students in grades TK-12 to assess student growth and proficiency in the core academic areas. These assessments may be administered multiple times throughout the year (ie, fall, winter, spring) to establish a baseline and to measure growth. These assessments shall comply with Board Policy 1110-Assessment of District Goals, 2605-Program Accountability and Evaluation, and 2623-Student Assessment. Graduating seniors shall be expected to take district identified assessments and participate in each of the identified assessment windows. Students will be expected to complete such assessments with fidelity and integrity to the best of their ability. Students who do not, may not be afforded the privilege of participating in commencement ceremonies.

Committee members affirmed this administrative guideline. There is not board action needed on administrative guidelines.

Projects under current study/review: Superintendent Davis provided an update on projects under current study and 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)
Tech Integration to STEM (K-5) 17-18 Instructional Planning (1,6)
Kindergarten Screening (1)

Other: Committee members discussed changing the meeting time of the Teaching for Learning Committee to the first Monday of each month at 5:00 p.m. The action was affirmed.

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 – Chairperson DeJong reported on the January 10,   2017, meeting of the Finance and Property Committee.    

Budget to Actual for December 2016 (5): Director Zimmer reviewed the general fund revenue and expenditure report for December.   The district has received 38.7% of budgeted revenue year-to-date compared to 38.0% for last year.  Current year expenses are at 36.4% of budget compared to 35.1% 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. 

Facilities (6): Superintendent Davis and Director Roach provided committee members with background information and corresponding action plan relating to a facility need.   Representatives from the companies that designed and installed the system are working toward isolating the cause and resolving the situation.  

May 2017 School Election (5,6):  Superintendent Davis and Director Zimmer reviewed preliminary ballot language and other provisions for the 18-Mill Operational and Building & Site Sinking Fund for the May 2017 school election.  Following the meeting, legal counsel has provided the Certification of Ballot Proposition, Resolution for Adoption, and Election Calendar.  These documents are attached and will be considered by the full board.

Superintendent Davis presented background and a recommendation to the board calling for a special election on May 2, 2017, for the purpose of a three-year 18 mill non-homestead renewal; and, a request for a Sinking Fund for ten years 2017-2026.   

Moved by Mrs. DeJong, supported by Mrs. Colburn, that the Board of Education adopt the Special School Election Resolution as presented. 

Roll Call Vote:

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

Nays:  None

The motion was unanimously approved.

Update on Superintendent-Board Goals (6):  Director Zimmer provided an update on the work accomplished during December relating to the budget planning and project prioritization goals.

Budget planning – three 3-year financial plans:  The initial configuration and training for Forcast5 Analytics, the tool we will be using for organize and report the financial plans, is complete.  Additional training and customization of the revenue calculators is scheduled for early February.
Project prioritization goals – Committee members reviewed an updated schedule of projected projects by type, repair, improvement, technology, and security, in the context of the request to the community for the consideration of a sinking fund renewal in 2017.

D. COMMITTEE OF THE WHOLE – President Gisinger provided an overview of the January 16,  2017, Committee of the Whole meeting.   

Committee Reports

Finance & Property Committee Report:  Chairperson DeJong provided updates to committee members with action items discussed at the Finance & Property Committee on January 10, 2017.

Call for Election: Superintendent Davis and Directors Zimmer, Roach, & Page presented a recommendation for a call for election for May 2, 2017 for the purpose of an 18-mill non-homestead renewal for three years 2018-2020 inclusive and a request for a Sinking Fund 2017-2016 inclusive. [Attachment D]

Teaching for Learning Committee Report: Chairperson DeYoung provided updates to committee members with action items discussed at the Teaching for Learning Committee meeting on January 10, 2017.
Executive Committee Report: Chairperson Gisinger provided updates to committee members with action items discussed at the Executive Committee meeting on January 11, 2017.
HEA / Board Communications Report: No meeting/report due to holiday break. Next meeting is January 26, 2017.
Holland Educational Foundation Report:  Trustee Colburn provided an update on a fundraising effort.

Approval for Reinstatement Committee: Superintendent Davis requested the approval of an appointed committee as presented for the purpose of reinstatement.

Moved by Ms. DeYoung, supported by Mrs. DeJong, that the Board of Education approve the committee as presented for the purpose of considering reinstatement to Holland Public Schools.  The motion passed unanimously.

Superintendent Davis brought forward recommendations for reinstatement with action taken this evening.

Moved by Ms. DeYoung, supported by Mrs. Falstad, that the Board of Education approve the recommendation to reinstate Student 0112171330 without any conditions.  The motion passed unanimously.

Board/Superintendent Evaluation Goals:

Committee members reached consensus on the two prioritized performance priority goals for the year, 2017, for the purpose of the evaluation of the superintendent.
Committee members defined examples of evidence and the process for reporting out progress toward the completion of the performance priority goals.
President Gisinger requested two board members to review the School ADvance rubric and alignment for the final evaluation of these goals. Trustees DeJong and Meyer volunteered to provide a review of this alignment.

Superintendent Davis presented an overview of the 2017 Board/Superintendent Goals for the purpose of evaluation including the performance priorities of enrollment and student achievement.

Moved by Mrs. DeJong, supported by Mr. Meyer, that the board approve the 2017 Board/Superintendent Goals as presented.  The motion was unanimously approved.

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

 VIII.  SUPERINTENDENT'S REPORT AND/OR RECOMMENDATIONS

SUPERINTENDENT’S REPORT

1. Superintendent Open Office Hours: Superintendent Davis announced open office hours scheduled for Monday, February 20, 12:30 – 1:30 p.m.

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

1. Extended Leave:

Amber Kasic, Spanish Teacher, Holland High School, child care leave effective January 17, 2017 for 2nd semester of the 2016-2017 school year.

Moved by Ms. DeYoung, supported by Mrs. DeJong, that the Board of Education approve the following extended leave of absence:  Child care leave for: Amber Kasic.  The motion was unanimously approved.

IX.     PUBLIC COMMENTS:  Mary Whiteford, State Representative is attending school board meetings in her district and this was her first time visiting the HPS Board Meeting. She shared some of her background, policies important to her, and thanked the board and the superintendent for their  service to Holland Public Schools.

X.   NEW BUSINESS:

Consideration of Petition for Reinstatement:

Superintendent Davis brought forward a recommendation for reinstatement.

Moved by Mrs. DeJong, supported by Ms. DeYoung, that the Board of Education approve the recommendation to reinstate, with conditions, student 0117171100.  The motion was unanimously approved.

XI.    ADJOURNMENT:  President Gisinger adjourned the meeting at 7:56 p.m.