January 5, 2017 Organizational Meeting

APPROVED MINUTES FOR THE ANNUAL ORGANIZATIONAL MEETING OF THE HOLLAND BOARD OF EDUCATION

The School District of the City of Holland
Ottawa County, Michigan
6:00 p.m., January 5, 2017
District Administration Building
320 W 24th Street
Board Training Room

CALL TO ORDER   The Annual Organizational Meeting of the Holland Board of Education was called to order at 6:00 p.m. by Vice President DeJong in the Board Training Room of the District Administration Building, 320 W. 24th Street.

            ROLL CALL

            Board: Trustees DeJong, Gisinger, DeYoung, and Whiteman

            Administration: Superintendent Davis and Administrative Assistant Kooiker (recorder)

APPROVAL OF AGENDA

          Moved by Ms. DeYoung, supported by Mrs. Whiteman, that the agenda for the January 5, 2017, Organizational Meeting be approved as submitted.  The motion was unanimously approved.

III.    OATHS OF OFFICE

      A.   CONSTITUTIONAL OATH OF OFFICE – District board recorder and District notary Beth Kooiker administered the Oath of Office to Elizabeth Colburn, Linda Falstad and Philip Meyer, elected in November to six-year terms (2017-2022).  Mrs. Colburn, Mrs. Falstad and Mr. Meyer took their seats at the Board table.

B.         BOARD OF EDUCATION OATH OF OFFICE - Superintendent Davis administered the HPS Board of Education Oath of Office to the Board.

As an elected member of the Board of Holland Public Schools, I accept the high honor and trust that has been placed in me to ensure that the children of this district receive the best education possible with an uncompromising commitment to student achievement in a 21st Century learning environment.  In accepting this position, I hold the pursuit of that goal as my sacred duty.  To that end, I hereby swear that I will:

  • Place the interests of children above all others in every decision that I make;
  • Uphold all applicable federal and state laws and regulations;
  • Abide by the policies of the Board, and work with my fellow Board members to change those policies as needed to improve student learning;
  • Maintain board focus on the achievement of all students in accordance with our non-discrimination policy;
  • Not use my position for personal or partisan gain;
  • Model continuous learning in my role as a member of the governance team;
  • Maintain a strategic plan for the district that clearly defines success and accountability for the board, the staff, and our students;
  • Focus on the policy work of the Board and monitor progress on the indicators of success in our strategic plan, leaving the day to day operation of the district to the superintendent and staff;
  • Base my decisions upon available facts, vote my convictions, avoid bias, and uphold and support the decisions of the majority of the board once a decision is made;
  • Work to build trust between and among board members and the superintendent by treating everyone with dignity and respect, even in times of disagreement;
  • Maintain the confidentiality of privileged information including that shared in executive sessions of the board;
  • Recognize that the authority rests only with majority decisions of the board and will make no independent commitments or take any independent actions that may compromise the board as a whole;
  • Refer constituent complaints and concerns to the appropriate person within the district chain of command; and
  • Respect the leadership roles of the board chair and superintendent.

I will maintain fidelity to these commitments and will be held accountable by my fellow board members should I fail to live up to this oath. So help me, God.

Trustees DeJong, Gisinger, DeYoung, Whiteman, Colburn, Falstad, and Meyer agreed to uphold this oath.

IV.   ELECTION OF OFFICERS - The Board may propose a slate of officers, or propose nominations for each officer individually.

         A.   PRESIDENT

            Vice President DeJong asked for nominations for the office of Board President.

Moved by Ms. DeYoung, supported by Mrs. Whiteman, that Jack Gisinger be nominated as Board of Education President for 2017. 
The motion was unanimously approved.

Moved by Mr. Meyer, supported by Mrs. Whiteman, that nominations for president be closed.  

The motion was unanimously approved.

Moved by Ms. DeYoung, supported by Mrs. Whiteman, that Jack Gisinger be elected Board of Education President for 2017.   
The motion was unanimously approved.

Mr. Gisinger immediately took his seat as Board President and resumed the election process for the remaining offices.

 B.   VICE PRESIDENT

President Gisinger asked for nominations for the office of Board Vice President.

Moved by Mrs. Whiteman, supported by Mrs. Falstad, that Janet DeYoung be nominated as Board of Education Vice President for 2017.   The motion was unanimously approved.

Moved by Ms. DeYoung, supported by Mr. Meyer, that Susan DeJong be nominated as Board of Education Vice President for 2017.   
The motion was unanimously approved.

Moved by Mr. Meyer, supported by Mrs. Whiteman, that nominations for vice president be closed.  The motion was unanimously approved.

Janet DeYoung withdrew her nomination for Vice President.

Moved by Mrs. Colburn, supported by Mr. Meyer, that Susan DeJong be elected Board of Education Vice President for 2017.  
The motion was unanimously approved.

Susan DeJong immediately took her seat as Board Vice President.

C.   SECRETARY

President Gisinger asked for nominations for the office of Board Secretary.

Moved by Mrs. DeJong, supported by Mr. Meyer, that Janet DeYoung be nominated as Board of Education Secretary for 2017. 
The motion was unanimously approved.

Moved by Mr. Meyer, supported by Mrs. Falstad, that nominations for secretary be closed.  
The motion was unanimously approved.

Moved by Mrs. Colburn, supported by Mr. Meyer, that Janet DeYoung be elected Board of Education Secretary for 2017.  
The motion was unanimously approved.

Janet DeYoung immediately took her seat as Board Secretary.

D.   TREASURER

President Gisinger asked for nominations for the office of Board Treasurer.

Moved by Ms. DeYoung, supported by Mr. Meyer, that Lisa Whiteman be nominated as Board of Education Treasurer for 2017. 
The motion was unanimously approved.  

Moved by Mrs. DeJong, supported by Mrs. Whiteman, that nominations for treasurer be closed.  
The motion was unanimously approved.

Moved by Ms. DeYoung, supported by Mrs. Colburn, that Lisa Whiteman be elected Board of Education Treasurer for 2017.  
The motion was unanimously approved.

Lisa Whiteman immediately took her seat as Board Treasurer.                               

V.            BOARD APPOINTMENTS

A.      BOARD COMMITTEE ASSIGNMENTS - President Gisinger announced the members and chairpersons of the Executive, Teaching for Learning, and Finance and Property committees, as well as other appointments.

Executive Committee:

  1. Jack Gisigner, Chairperson                             
  2. Janet DeYoung
  3. Susan DeJong
  4. Elizabeth Colburn, Alternate                                      

Teaching for Learning Committee:     

  1. Janet DeYoung, Chairperson                             
  2. Elizabeth Colburn
  3. Linda Falstad
  4. Philip Meyer, Alternate

Finance and Property Committee:  

  1. Susan DeJong, Chairperson                             
  2. Lisa Whiteman
  3. Philip Meyer
  4. Linda Falstad, Alternate

B.  OTHER APPOINTMENTS:

OAISD/OASBA

  1. Jack Gisinger, Designee

Holland Education Foundation  

  1. Elizabeth Colburn, Representative

HEA/Board Communications 

  1. Susan DeJong, Representative                                                           
  2. Janet DeYoung, Representative
  3. Philip Meyer, Alternate

MASB Legislative Relations Network

  1. Linda Falstad, Representative

VI.   DETERMINATION OF DATE, TIME, AND PLACE OF ALL for 2017 REGULAR BUSINESS MEETINGS - It was recommended that the third Monday of the month, at 7:00 p.m., in the Board Training Room of the District Administration Building, 320 W. 24th Street, be designated as the date, time and place for regular business meetings of the Board of Education.

         Moved by Mrs. DeJong, supported by Mr. Meyer, that a regular business meeting of the Board of Education be held the third Monday of the month (*with the exception of January due to organizational meeting and April due to spring break), those dates being: January 23*, February 20, March 20, April 24*, May 15, June 19, July 17, August 21, September 18, October 16, November 20, and December 18, 2017.  Further, said meetings shall commence at 7:00 p.m., in the Board Training Room of the District Administration Building, 320 W 24th Street.  The motion was unanimously approved.

Board members discussed and designated the meeting days and times for each of the respective committees: Executive, Teaching for Learning and Finance & Property.

Board members discussed and designated the meeting day and time for the monthly board work session otherwise known as the Committee of the Whole.

DETERMINATION OF DAY OF WEEK, TIME, AND PLACE OF ALL for 2017 COMMITTEE MEETINGS.

EXECUTIVE:  1st Wednesday of each month at 7:30 am

FINANCE AND PROPERTY:  1st Tuesday of each month at 5:00 pm

TEACHING FOR LEARNING: 1st Tuesday of each month at 6:30 pm

COMMITTEE OF THE WHOLE: 2nd Monday of each month at 6:00 pm

VII.   SCHEDULING OF OPTIONAL PRAYER MEETINGS FOR 2017 -  It is the custom of several members of the Board of Education to voluntarily meet together for the purpose of prayer at 6:30 p.m., prior to the regular meetings of the Board. This gathering is open to public participation, and may result in a quorum of the Board being present. 

         Moved by Mrs. Falstad, supported by Mrs. DeJong, that the Board approve the scheduling of an optional prayer meeting to be held at 6:30 p.m. on the third Monday of the month; and further, that said meetings will be posted together with the regular business meetings.   The motion was unanimously approved.

 

VIII.   CONSENT AGENDA

Name Chemical Bank as the official Holland Public School depository for 2017 school accounts.
Authorize the following signatures for all fund accounts:  Board Treasurer, the Director of Finance, the Accounting Supervisor, and the Superintendent. This includes the General, Debt Retirement, Building and Site, Capital Projects, Food Service, Building Transfer, Trust and Agency Funds, HRA Account and Payroll.
Authorize the Superintendent, the Director of Finance and the Accounting Supervisor to invest monies of the various funds of the District in a manner prescribed under Section 380.123 of the Michigan State School Code of 1976, using the following investment depositories: Bank of America, Chemical Bank, Fifth Third Bank, US Bank, Huntington Bank, Macatawa Bank, Michigan Cooperative Liquid Assets Securities System (CLASS), Mercantile Bank of Michigan, Michigan School District Liquid Asset Fund (MILAF), and West Michigan Community Bank.
Appoint the Director of Finance as the Electronic Transfer Officer (ETO) and authorize the ETO to administer electronic transfer of funds in accordance with all applicable laws and existing Board of Education bylaws and policies.
Authorize the Superintendent; Director of Finance; Director of Human Resources; Director of Facilities, Transportation and Safety; Director of Student Services; and Director of School Improvement to sign contracts, and agreements as approved by the Board of Education and existing Board of Education bylaws and policies.
Authorize District and Building Administrators to approve and sign purchase orders.
Appoint the Superintendent’s Administrative Assistant as deputy to the Board Secretary for the purpose of conducting all school elections.
Authorize the Superintendent to act as designee of the Board for purposes of communicating all official acts of the Board in the absence of an identified Board spokesperson.
Authorize the Superintendent to issue individual contracts to teachers and administrators and to accept resignations on behalf of the Board.
Authorize the Superintendent, in consultation with the Executive Committee, to enter into resignation and settlement agreements with District employees as she/he deems in the best interest of the District, provided that the economic consideration paid to the employee, if any, does not exceed the sum of thirty thousand dollars ($30,000), in addition to payments to which the employee is otherwise entitled.
Designate LaPointe and Butler, P.C., Thrun, P.C., Clark Hill, PLC, and Miller Johnson, to be retained as legal counsel for 2017.
Re-adopt all existing bylaws and policies for 2017 as documented in the Bylaws and Policies Online Manual dated March 1994, as well as all bylaw/policy changes subsequently adopted by the Board.
Approve participation in all eligible state/federal/private grant programs during 2017.
Board Compensation – In accordance with Bylaw 0144.1 Trustees of the School District of the City of Holland shall not be compensated for their attendance at committee meetings, special meetings, regular meetings of the Board, or community related Board functions for their services, nor reimbursement for travel expenses related to such attendance. The compensation for board members January 1 – December 31, 2017, shall be zero. Board members may be reimbursed for expenses for attendance at conferences, authorized by the Board in accordance with Bylaw 0144.1.
Authorize the Superintendent to act on behalf of the Board of Education for the suspension or expulsion of a student as authorized by 380.1311 of the Revised School Act and Board Policy 5610.01.

Moved by Mrs. Colburn, supported by Mr. Meyer, that consent agenda items A through O be approved and adopted as submitted. The motion was unanimously approved.

IX.   PUBLIC COMMENTS – There we no additional comments made by the public.

X.   BOARD/SUPERINTENDENT GOAL PRIORITIZATION - Board members reviewed/discussed the prioritized goal areas of each board member for further action.

XI.  ADJOURNMENT - With all business being complete, President Gisinger adjourned the meeting at 8:10 p.m.