May 17, 2017

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

The School District of the City of Holland
Ottawa County, Michigan
May 15, 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.

I. ROLL CALL

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

     Excused:  Trustee Falstad

     Administration: Superintendent Davis; Directors Dobias, Headley-Nordman, 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 May 15, 2017
2. Consent Agenda for May 15, 2017

B. APPROVAL OF MINUTES
1. April 24, 2017, Regular Business Meeting

Moved by Ms. DeYoung, supported by Mrs. Whiteman, that the Board of Education approve the Consent Agenda for May 15, 2017.  The motion was unanimously approved.

IV.   HPS CELEBRATES
A. Participation in the 88th Tulip Time Festival—Superintendent Davis highlighted and thanked the over 6,000 volunteers, parent volunteers, staff, students, artists, bus drivers, dancers and musicians who made this festival a success.

B. Holland High School Choirs—Superintendent Davis congratulated members of the HHS Choirs (Belle Canto, Vocal Dimensions, and Concert Choir) for their Division 1 rating at the State Choir Festival.

C. Holland Early College Graduates—Superintendent Davis congratulated members of the 2017 Holland Early College/Muskegon Community College Graduates. Collectively this class earned 523 credits.

V. RECOGNITION OF RETIREES
A. Human Resources Director Rich Zuker recognized employees who have retired from the District since May 2016.  Christine Durham, Sheila Dubbeld, Phyllis Kelly, Mark Knopf, Peter Larsen, Joyce Lont, Duane Machiela, Laura Medellin, Roberto Medellin, Thomas Page, Michael Sissing, Rick Stygstra, Eileen VanderVeen, and Eva Vasquez.

VI.   INCREASING UNDERSTANDING AND ADVOCACY
A. CURRENT LEGISLATIVE INITIATIVES – Superintendent Davis shared information on recent legislative action.

Update from The Advocate – Highlights and Happenings in Education Policy – West Michigan Talent Triangle

MPSERS
Legislative leaders have agreed that MPSERS reform is now their top priority. They're working hard behind the scenes to provide actuary studies that support their desire to move new hires to a 401k. They also have stored away over $300 million in each of their budget proposals to help offset any transition costs.

Budgets move in House and Senate - No Significant Changes, CREC Awaits

This week the Senate and the House moved their respected budgets out of each chamber - largely a procedural step in the process. There were no significant changes made by either chamber for the education budget. Next the Senate will likely vote down the House budget and vice-versa allowing for a conference committee to be formed to work out the differences. Prior to that occurring, the Consensus Revenue Estimating Conference will take place on May 17th.

Substitute Teacher Bills move from the House

This past week the House voted out House Bills 4421-22 sponsored by Rep. Holly Hughes (R-Norton Shores) to help alleviate the substitute teacher shortage.

The issue is a precursor of the pending teacher workforce shortfall. Each day 3 percent or more of classrooms across the state of Michigan go without a needed substitute teacher. The three-bill legislative package (HB 4069, 4421-22) helps address the shortage in two primary ways. HB 4069 reduces the mandatory credit requirement for individuals looking to substitute teach from 90 to 60. This reduction - although not ideal - is more in line with national averages and would allow for many paraprofessionals who work alongside children every day the opportunity to substitute teach.

VII. BOARD COMMITTEE REPORTS AND/OR RECOMMENDATION
A. EXECUTIVE COMMITTEE – Chairperson Gisinger reported on the May 3, 2017, meeting of

the Executive Committee.  

Holland High School Student Senate Organization: Alfredo DelaRosa shared updates with the committee regarding work of the Student Senate. Students from the Be Nice committee have been actively sharing the DUTCH matrix with various community organizations. Plans are underway for multiple Senior Class activities including a student graduation walk at all of our K-7 schools and a senior awards night. Elections will be taking place soon for succession planning of officers and representatives of the Student Senate.  (2)  

Legislative Updates: Superintendent Davis provided legislative updates to the committee and potential impact on the District. 

OAISD Board Election: Superintendent Davis outlined the process overview for the special meeting scheduled for May 15, 6:45 p.m. and consideration of the election of OAISD Board of Trustees.

Review of May 2, 2017, Election Results: Superintendent Davis reviewed the election results from May 2, 2017, and the impact to the district. The 18 mill non-homestead millage was renewed fully to 18 mills recapturing $47,282 from the Headlee rollback in 2017 and renewed for three years with an approval rating of 83.4%. The Sinking Fund request was approved for ten years at 75.4%. The Board of Education is appreciative of our community’s overwhelming support of Holland Public Schools. (5,6)

HPS School of Choice Recommendation for 2017-2018: Superintendent Davis outlined the school of choice parameters for the district under 105(c) and enrollment time periods for 1st and 2nd semester. Open enrollment for School of Choice for the first semester of the 17-18 school year will begin May 29 and run through June 27, 2017. HPS will have limited openings across the district.

Moved by Mrs. DeJong, supported by Ms. DeYoung, that the Board of Education approve Holland Public Schools becoming a Section 105(c) district for the purposes of enrolling non-resident students under Schools of Choice.  The motion was unanimously approved.

Open enrollment for new non-resident School of Choice for the first semester of the 17-18 school year will begin May 30 and run through June 27, 2017. HPS will have limited openings across the district. All current School of Choice students for the current school year will be moved forward into 17-18 unless they do not meet enrollment requirements. An application does need to be completed and returned by June 27. All new applications must be submitted during the time period May 30-June 27.  A lottery will be conducted for available limited spaces should the need arise on June 29, 2017. Once the school of choice application for 2017-2018 is approved, applications of enrollment are due by August 14, 2017.

Professional Staff Evaluation Procedures: Director of Human Resources & Employee Performance made a recommendation to the board for adoption of the Professional Staff Evaluation Handbook and Procedures in alignment with Board Policy 3220-Professional Staff Evaluation. (7)

Moved by Ms. DeYoung, supported by Mr. Meyer, that the Board of Education approve the Holland Public Schools Teacher Evaluation Handbook as presented.    

The motion was unanimously approved.

Superintendent’s Evaluation: Committee members discussed the evaluation of the Superintendent and process for each committee. (7)

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

a)  OASID 2017-2018 budget overview
b)  July Holiday Committee Meeting Schedule 

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 May 1, 2017, meeting of the Teaching for Learning Committee.  

Award of Credit: Principal Katie Pennington shared how credit is awarded under Board Policy 5460-Graduation Requirements and data collected in a request by the committee to review the study of awarding credit as it relates to course completion and student success. A review of high schools in the OK Conference and ISD was shared. The committee affirmed the continuation of awarding credit under the current system. (1)

Advanced Placement Scores Report: Principal Katie Pennington shared a review of recent progress of students in enrollment and participation in Advanced Placement courses at HHS and resulting success on the AP Tests. The committee was encouraged by the increase in student enrollment in Advanced Placement classes and diversity of student participation. (1,4)

2016-2017 Transportation Pilot Study Review: Principal Maria Yoder shared results from the 2016-2017 Transportation Pilot Bus Study for Jefferson K-7. The committee requested that a pilot continues for one more year for comparison purposes in 2017-2018. The committee also requested a cost calculation to expand the pilot for a full year for consideration. (4,6)

Early College Proposal: Director Andrea Mehall and Counselor Dana Loveland shared an Early College partnership proposal for Holland Public Schools. The committee requested additional information to be provided and to be shared at the Committee of the Whole meeting on May 8, 2017. (1,6)

Curriculum Fidelity Check of Math/Reading: Director Dobias presented student data as part of a curriculum fidelity check for math and reading. This topic was tabled for discussion in June. (1,7)

Projects under current study/review: {15 minutes} 
5D+ Professional Staff summative Evaluation-June Report (1,4,7)
Promoting Positive School Culture Climate Surveys/Tiered Fidelity Inventories-June Report (1)
Teacher Quality-June Report (7)

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 May 1, 2017, meeting of the Finance and Property Committee.  

Budget to Actual for April 2017: (5) Director Zimmer reviewed the general fund revenue and expenditure report for April.  The district has received 70.9% of budgeted revenue year-to-date compared to 70.4% for last year.  Current year expenses are at 71.8% of budget compared to 70.4 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. 

Vehicle Purchase: (6) Director MacKay reviewed a request to purchase two work vans and one grounds truck.  The vehicle sourcing and pricing is through the MiDEAL Advantage program which complies with the state’s competitive bidding requirement.  The total cost for the three vehicles is $78,754 from Berger Chevrolet.  The funding source is the capital outlay portion of the remaining bond funds

Moved by Trustee DeJong, supported by Mr. Meyer, that the Board of Education approve the purchase of two work vans and one grounds truck through the MiDEAL program from Berger Chevrolet, Inc. for a total of $78,754 to be funded by proceeds from the Capital Outlay 2010 Proposal 1 Fund.  The motion was unanimously approved.

OAISD General Fund Budget Resolution: (5) Superintendent Davis and Director Zimmer reviewed the OAISD General Fund Budget Resolution and supporting documents for the 2017-18 fiscal year that will be presented for consideration and approval by the Board.  Representatives from the OAISD are scheduled to be available for the May 8 COTW meeting to provide additional information and answer questions.

Moved by Mrs. DeJong, supported by Mrs. Colburn, that the Board of Education approve the Ottawa Area Intermediate School District (“ISD”) General Operating Budget Resolution for the 2017-18 school year as attached.  The motion was unanimously approved.

Scheduling of the 2017-18 Budget Hearing: (5) Superintendent Davis reviewed the purpose of the annual budget hearing and recommended scheduling June 19, 2017, 6:30 p.m., at the District Administration Building in the Board Training Center, 320 W 24th Street, as the date, time, and location

Moved by Mrs. DeJong, supported by Mrs. Whiteman, that the Board of Education approve the Notice of a Public Hearing on the proposed 2017-2018 Budget setting June 19, 2017, 6:30 p.m., at the District Administration Building in the Board Training Center, 320 W 24th Street, as the date, time, and location for the annual Budget Hearing.   The motion was unanimously approved.

2017-2018 Budget Planning: (5) Superintendent Davis and Director Zimmer reviewed with committee members the in-process worksheet delineating cost and program options under consideration in preparation of the 2017-18 general fund budget.  Committee members discussed the short and long-term impact of the options and provided guidance for finalizing the budget that will be brought to the full board.                     

D. COMMITTEE OF THE WHOLE – Trustee DeJong reported on the May 8, 2017, Committee of the Whole meeting.  

OAISD 2017-2018 Budget Presentation:  OAISD Superintendent Peter Haines from the OAISD provided an executive overview of the OAISD 2017-2018 Budget and responded to questions from the board. Scott Powers was introduced to the board as Holland’s new Chief Financial Officer to replace retiring Director David Zimmer in a collaborative shared business model with the OAISD.

Executive Committee Report: Trustee DeJong provided updates to committee members with action items discussed at the Executive Committee meeting on May 3, 2017.

Teaching for Learning Committee Report: Chairperson DeYoung provided updates to committee members with action items discussed at the Teaching for Learning Committee meeting on May 1, 2017. 

Finance & Property Committee Report: Chairperson DeJong provided updates to committee members with action items discussed at the Finance & Property Committee meeting on May 1, 2017.

HEA / Board Communications Report: Trustees DeYoung & DeJong provided an update to committee members with items discussed at the HEA/Board Communications meeting on April 27, 2017.

Holland Educational Foundation Report: There was no report.

Community Engagement Plan Dashboard Review: Superintendent Davis reviewed dashboards for enrollment trends/patterns, and meetings held with key community leaders relative to the strategic direction of the district.

Superintendent Performance Mid-Year Review and Contract Consideration: Trustee DeJong shared the process and review of evidence on the Board/Superintendent Goals for 2016-2017.  Superintendent Davis provided evidence on each of the identified goals for the year for board member review prior to June 12, 2017. Individuals with questions are encouraged to contact Superintendent Davis.

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

Other: 

July Committee Meeting Schedule Discussion-Board members determined that individual committee meetings will not take place in July, rather there will only be the scheduled COTW meeting on July 10, 2017 and the regular meeting of the board on July 17, 2017; given the 4th of July Holiday week.
Letter of Appreciation: Trustees discussed a letter of appreciation to our charter and private school partners for their support of our May 2, 2017 election.

Vice President DeJong expressed her empathy to the members of the Holland Christian Community. This has been a year of heart-felt challenge with many deaths within their school community. The HPS Board will be reaching out to the HC Board to express this care and concern.

VIII.  SUPERINTENDENT'S REPORT AND/OR RECOMMENDATIONS
SUPERINTENDENT’S REPORT

Superintendent Open Office Hours: Superintendent Davis announced open office hours scheduled for Friday, May 26, 11:00 am – 12:00 pm

Non-homestead renewal/Sinking Fund election: Superintendent Davis thanked the community for their support.

2017 Graduation Activities: Superintendent Davis announced activities for our graduating Class of 2017.

Honors Convocation-May 25, 7:00 PM 1st Reformed Church
Baccalaureate-May 28, 5:00 PM Christ Memorial Church
HHS Graduation-May 30, 7:00 PM DeVos Fieldhouse
HVRT Graduation-June 5, 7:00 PM Ridge Point Church

National Teacher Appreciation Week: Superintendent Davis announced that May 1-5, 2017, was National Teacher Appreciation Week and thank our professional staff for their dedication to the students of Holland Public Schools.

National Peace Officers Memorial Day: Superintendent Davis announced that May 15 is National Peace Officers Memorial Day. He will thank our community police officers and members of the Holland Public Safety Department for their support of Holland Public Schools and building safety and community connections into our school programs.

National Nurse Appreciation Week: Superintendent Davis announced that May 6-12 was National Nurse Appreciation Week. He thanked all of our school nurses and health care aides part of our School Nursing Program in Partnership with Holland Hospital. This program was recognized as the 2017 Community Impact Award Power H Award Recipient.

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

1.  Hiring:
Emily Cedeno, District Spanish Teacher, effective April 21, 2017 for the 2017-2018 school year.

Moved by Mrs. DeJong, supported by Ms. DeYoung, that the Board of Education hire:  Emily Cedeno in accordance with the Holland Education Association and that she be afforded a probationary contract.   The motion was unanimously approved.

2. Extended Leave:
Kimberly Rosenau, currently on leave, extended child care leave for the 2017-2018 school year.

Moved by Mrs. DeJong, supported by Mrs. Whiteman, that the Board of Education approve the following extended leave of absence:  Child care leave for Kimberly Rosenau.  The motion was unanimously approved.

3.  Retirements:
Mark Knopf, Social Studies Teacher, Holland High School, effective June 30, 2017.
Peter Larsen, Science Teacher, Holland High School, effective June 30, 2017.
Joyce Lont, 4th Grade Teacher, East School, effective October 30, 2017. 
Laura Medellin, 1st Grade Teacher, Jefferson School, effective June 30, 2017.
Roberto Medellin, Elementary Special Education Teacher, West School and Holland Language Academy, effective June 30, 2017.
Eileen VanderVeen, District Speech Therapist, effective June 30, 2017.

Moved by Mrs. Colburn, supported by Mr. Meyer, that the Board of Education approve, with regret, the retirement of:  Mark Knopf, Peter Larsen, Joyce Lont, Laura Medellin, Roberto Medellin, and Eileen VanderVeen.  The motion was unanimously approved.

4. Resignations;
Tracy Buskirk, currently on leave, effective April 26, 2017.
Rachel Formsma, currently on leave, effective April 28, 2017.
Renee Visser, currently on leave, effective April 26, 2017.

Moved by Mrs. Whiteman, supported by Mrs. DeJong, that the Board of Education approve, with regret, the resignation of:  Tracy Buskirk, Rachel Formsma, and Renee Visser.  The motion was unanimously approved.

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

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