October 17, 2016

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

The School District of the City of Holland
Ottawa County, Michigan
October 17, 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 DeJong, DeYoung, Gisinger, Grose, Pasatta, and Whiteman

     Excused:      Trustee Rivera

     Administration:    Superintendent Davis; Directors, 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 October 17, 2016

2.   Consent Agenda for October 17, 2016

B.   APPROVAL OF MINUTES

1.  September 19, 2016, Regular Business Meeting

2.   September 26, 2016, Special Board Meeting

Moved by Ms. DeYoung, supported by Mr. Pasatta, that the Board of Education approve the Consent Agenda for October 17, 2016.  The motion was unanimously approved

IV.          INCREASING UNDERSTANDING AND ADVOCACY

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

HB 4822 - Third Grade Reading

As introduced, the legislation required mandated retention of third grade students based on a single assessment. The legislation also included increased responsibilities for the Michigan Department of Education (MDE) and local districts to offer wrap around services for students with reading deficiencies. As passed, the legislation continued to include mandated retention but added several good cause exemptions, including a parent initiated exemption that would allow a student to be promoted to fourth grade. MDE has a large role in the final version of the legislation. Since the legislation is so new, MDE has not yet created a plan for implementation.

MDE Responsibilities

MDE is required to approve three or more valid and relative reading assessments for the use by school districts and PSA’s. The approved assessments shall include screening, monitoring, and diagnostic tools. MDE will also develop an early literacy coach model with mandated features including professional development, instructional and diagnosis strategies, and tools to address reading deficiencies. The legislation lists the qualifications of early literacy coaches and clarifies their role within a school by mandating that they not also act as a classroom teacher or be asked to perform administrative duties.

School District Interventions

Beginning in the 2017-2018 school year, the board of a school district or PSA is required to choose an assessment system including a screening, formative, and diagnostic assessment for students in grades K-3. Each student must be assessed at least 3 times per year, with the first assessment occurring in the

first 30 days of the school year.

If there are students who demonstrate reading deficiencies based on the assessments, the school must provide an individual reading improvement plan (IRP) within 30 days of the identification. The plan will remain in place until the pupil no longer has a reading deficiency. The school must inform the pupil’s parents in writing if a pupil is identified as having an early literacy delay or reading deficiency.

A school principal or chief administrator is required to target specific areas of professional development for teachers in grades K-3 based on the reading development needs of the pupils and may change the professional development based on data gathered on teacher progress.

The requirements include periodic screening and monitoring, evidence-based core reading instruction, intensive development in the five major reading components, and establishing a read-at-home plan. The school must document efforts to engage parents and legal guardians in the program. If a student in 3rd grade has a reading deficiency, the school must adhere to additional guidelines when developing a reading intervention plan. The plan must include more dedicated time to reading instruction and intervention, daily small group intervention, supplemental evidenced based reading intervention delivered by an individual with specialized reading training. A read-at-home plan is also included in this intervention. Summer reading camps for students with reading deficiencies are encouraged, though not required, in the legislation. An intervention plan created for ELL students is also detailed in the legislation.

Retention and Notification

Beginning in the 2019-2020 school year, a pupil in 3rd grade shall not be enrolled in 4th grade until he or she receives a reading score that is less than one grade level behind on the 3rd grade ELA assessment, demonstrate 3rd grade reading level on an alternative assessment, or demonstrate 3rd grade reading level through a pupil portfolio.

By May 23rd or not later than 14 days after MDE finalizes the scores for the 3rd grade assessment, whichever is earlier, MDE shall provide CEPI with the 3rd grade assessment scores for every pupil enrolled in a public school. By June1st of each year, CEPI will identify each pupil that may not enter 4th grade based on the assessment criteria and will notify the parent of each pupil by mail. The school district or PSA may also notify the parent but is not required to do so

The letter that CEPI sends to parents must state that, based on assessments, the state has determined the pupil may be required to be retained in 3rd grade. The pupil may still be allowed to enroll in 4th grade through an alternative assessment or a pupil portfolio. The letter will inform parents that they may request a good cause exemption from the school district within 30 days of the notification which would allow the pupil to enroll in 4th grade. The parent has the right to request a meeting with school officials to discuss the retention and possible good cause exemption.

Good Cause Exemptions

As mentioned, a pupil may be enrolled in 4th grade if a parent requests a good cause exemption. This exemption is accepted if the superintendent or chief administrator determines promotion is in the best interest of the pupil.

The legislation includes four other good cause exemptions: Students with an IEP or a 504 plan, limited

English proficient students who have had less than 3 year of instruction in an ELL program, students who

have received 2 or more years of intensive reading intervention and were previously retained, and students who have not received an appropriate IRP may be granted a good cause exemption. The good cause exemptions can be requested by a teacher or a parent.

Smart Promotion

If a pupil is proficient in all subject areas assessed on the 3rd grade assessment, other than ELA, or if the pupil is proficient in science and social studies as shown through a pupil portfolio, the pupil may be enrolled in 4th grade.

Intervention Services for Students

Will continue to receive a reading intervention program from the school district or PSA. The legislation lays out all of the features of the intervention program including implementing effective instructional strategies, assigning the pupil a highly effective teacher or the highest evaluated teacher based on the teacher evaluation system, and daily targeted small group reading interventions.

Staffing Plan

Beginning June 4, 2019, if a school district or PSA cannot meet the staffing requirements to satisfy the criteria in the legislation, the school must develop a staffing plan to provide services. The plan must be posted on the school website and describe how the school will meet the requirements of this Act.

Reporting

Beginning September 1, 2020, a school district or PSA shall submit a retention report to CEPI. The report must include the number of pupils retained and the number of pupils promoted to 4th grade due to good cause.

V.    INTRUCTIONAL HIGHLIGHTS

A.  Jefferson K-7 Instructional Growth-Superintendent Davis highlighted the student achievement growth of Jefferson K-7. [Attachment A]

 VI.          BOARD COMMITTEE REPORTS AND/OR RECOMMENDATION

           A.  EXECUTIVE COMMITTEE – Chairperson Grose reported on the October 4, 2016, meeting of the Executive Committee.

Holland High School Student Senate Organization:  Alfredo DelaRosa, the 2016-2017 representative, introduced himself and shared updates with the committee. The focus of his presentation included a review of homecoming activities, strengthening school community, and the identification of charitable partner for the students to support this year.

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

Policy 0144.3 Conflict of Interest (Revised)
Policy 1130 / 3110 / 4110 Conflict of Interest (Revised)
Policy 1240 Evaluation of the Superintendent (Revised)
Policy 1420 School Administrator Evaluation (Revised)
Policy 2623 Student Assessment (Revised)
Policy 3131 Staff Reductions (Revised)
Policy 3220 Professional Staff Evaluation (Revised)
Policy 6110 Grant Funds (Uniform Grand Guidance) (Revised)
Policy 6111 Internal Control (Revised)
Policy 6112 Cash Management of Grants (New)
Policy 6114 Cost Principals – Spending Federal Funds (New)
Policy 6116 Time & Effort Reporting (New)
Policy 6146 Post-Issuance Compliance for Tax-Exempt and Tax-Advantaged Obligations (Revised)
Policy 6325 Procurement – Federal Grand / Funds (New)
Policy 6424 Purchasing Cards (New) Replaces 6423
Policy 6550 Travel Payment & Reimbursement (New/Revised)
Policy 7217 Weapons (Revised)
Policy 7300 Disposition of Real Property (Revised)
Policy 7310 Disposition of Surplus Property (Revised)
Policy 7450 Property Inventory (Revised)
Policy 8142.01 Weapons (New)
Policy 8500 Food Services (Revised)

Board/Superintendent Goals: President Grose reviewed with committee members the draft Board/Superintendent Goals discussed at the Board work session on September 26, 2016. In addition, the executive committee reviewed and brought forward the Board Governance goals and action steps that were identified in prior workshops for continued discussion.

The Board will partner with members of the School District community in support of public education.
The Board will focus on student achievement and base decisions on the best interest of all students in the district.
The Board will develop strategies to strengthen trust, teamwork, and consensus building skills to maximize the performance of the Leadership Team.

The identified next action steps included:

Plan for on-boarding new board members
Committee Structure/Change
School ADvance Superintendent Evaluation Training   
Developing norms/protocols for specified areas of focus

COTW Agenda Construction: Committee members planned the agenda for the October COTW  meeting. The agenda will focus on the discussion of Board/Superintendent Goals and Board Governance Goals.

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

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

Board Governance Goals/Action Steps
Organizational System Review
5D+ Instructional Framework and Rubric for Instructional Growth & Teacher Evaluation
Culture and Climate Survey

Other: A conference request from Trustee Janet DeYoung was reviewed.

Moved by Mr. Grose, supported by Mrs. DeJong, that the Board of Education approve the conference request by Trustee Janet DeYoung in an amount not to exceed $1,100 for attendance at the MASB Annual Leadership Conference as presented. The motion was approved 5-1, with Trustee DeYoung abstaining.

Public Comments:   Phil Meyer presented comments relative to professional staff layoffs as it relates to hiring goals, salary and incentives for new employees i.e. housing, and the use of “Blue Ribbon” committees that evolve into advisory committees.

B. TEACHING FOR LEARNING COMMITTEE – Chairperson DeYoung reported on the October 4, 2016, meeting of the Teaching for Learning Committee.

Promoting Positive School Culture Grant: Assistant Director of Student Services Dr. Anna Clawson presented an overview of the PPSC grant and its relationship to addressing social competency/behavior in the district. One outcome is increasing the level of student engagement across the continuum of instructional programming. This will assist in meeting the district’s identified academic learning goals. The goals of the grant at the state and local levels are as follows:

Improve local capacity to districts to support implementation of Positive Behavioral Interventions and Supports (PBIS) through coordination, training, coaching, behavioral expertise, and evaluation.
Improve implementation process by facilitation through stages with a goal of 80% of LEAs operating at the initial PBIS implementation stage after one year.
Improve school climate by schools implementing PBIS with fidelity, reducing discipline problems, and demonstrating improved student perception of school climate.
Increase cross agency collaboration (e.g., education, mental health, justice system) to enhance overall impact of multi-tiered behavioral framework. (1,4)

2016-2017 Class List Approval: Superintendent Davis presented the recommended classes/courses to be offered at Holland High School, Holland Virtual Tech High School and Holland Early College for credit meeting the requirements for graduation. (1) 

Moved by Ms. DeYoung, supported by Mr. Pasatta, that the Board of Education approve the 2016-2017 class lists as presented for credit, meeting the requirements for graduation.  The motion was unanimously approved. [Attachment B]

Board/Superintendent Goals: Committee members reviewed the Board/Superintendent Goals discussed at the September 26, 2016 Board work session.

Projects under current study/review: Superintendent Davis highlighted 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)

Public Comments: Phil Meyer posed two questions related to growth goals as part of the teacher evaluation process. 1) Does a growth goal change throughout the year? 2) How are students and staff recognized for students who achieve higher than their identified growth goal?

C.  FINANCE AND PROPERTY COMMITTEE – Chairperson DeJong reported on the October 4 2016, meeting of the Finance and Property Committee.  

Annual Financial Report and Audit Review (5): Stephanie Wolf, CPA and Assurance Manager with BDO, provided an overview of the June 30, 2016 audit and financial statements.  Stephanie’s overview covered the status and results of the audit as well as required communications.   In summary:

The auditor’s report was issued as unmodified.

No material weaknesses or significant deficiencies were identified.
There were no management letter recommendations.
The General Fund balance declined $117,254.  The June 30 balance is $2,632,282 or 6.05% of expenditures.
The district-wide change in net position was $35,604.
Reviewed GASB pronouncement 74 that will impact the district’s financial statements next year. GASB 74 provides guidance on other post-employment benefits (health insurance through MPSERS) and closely parallels the most recent guidance on pensions.

The audit will be presented for board acceptance at the October 17 regular meeting.  The report will be posted on district’s website on the budget transparency page.

Moved by Mrs. DeJong, supported by Mrs. Whiteman, that the Annual Financial Summary prepared by BDO Seidman for the period ending June 30, 2016 be accepted.  The motion was unanimously approved.

Budget to Actual for October 2016 (5): Director Zimmer reviewed the general fund revenue and expenditure report for September.  The district has received 17.1% of budgeted revenue compared to 15.5% for last year.  Expenses are at 13.6% of budget compared to 9.7% from the prior year.  September was a three pay month (last year October was a three pay month); the 3rd payroll accounts for 3.8% of current year expenses. The color indicators show all revenue and expenditure categories green and the appropriation of the fund balance is noted as red.

Strategic Plan Goals and Deliverables for 2016-17 (6):  Committee members and administrators discussed the draft board goals discussed at the Board work session from September 26, 2016.

Detailed and summary templates for gathering project prioritization data including funding sources and timelines were reviewed.  
Financial and programming parameters to factor into the 3-year budget projections targeting fund balance percentages of 5.5%, 6.0% and 6.5% were considered.

Property Development Proposal (5): Superintendent Davis presented the RFP seeking professional services to facilitate the sale of district property located at 752 Lugers Road.  The RFP will be brought to the full board for approval at the October 10, 2016 COTW meeting.

Eidex Budget Planning Tools (5):  Director Zimmer displayed the budget planning module available within the Eidex application.  Budget data from the first amendment to the General Fund budget will be loaded to assist in the 3-year budget planning.

Other:

Committee members discussed a potential tolling related to a property matter.

D.  COMMITTEE OF THE WHOLE – President Grose provided an overview of the October 10, 2016,   

      Committee of the Whole meeting.

        Committee Reports:

Executive Committee Report: Chairperson Grose provided updates to committee members with items discussed at the Executive Committee meeting on October 4, 2016.
Teaching for Learning Committee Report: Chairperson DeYoung provided updates to committee members with items discussed at the Teaching for Learning Committee meeting on October 4, 2016.
Finance & Property Committee Report:  Chairperson DeJong provided updates to committee members with items discussed at the Finance & Property Committee on October 4, 2016. The committee requested action on the following two items this evening.

Moved by Mrs. DeJong, supported by Mr. Gisinger, that the Board of Education authorize the Superintendent to execute the distribution of the presented RFP for the sale of property located at 752 Lugers Rd. Holland, MI 49423. The motion passed unanimously.

Moved by Mrs. DeJong, supported by Mrs. Whiteman, that the Board of Education authorize the Superintendent to execute the attached Tolling Agreement as presented.  The motion passed unanimously.

HEA / Board Communications Report: President Grose provided an update to committee members with items discussed at the HEA/Board Communications meeting on September 29, 2016
Holland Educational Foundation Report: No report was given.

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

Moved by Mr. Grose, supported by Mr. Gisinger, that the Board of Education approve the recommendation not to reinstate Student 1003161130.  The motion passed unanimously.

Moved by Mr. Grose, supported by Ms. DeYoung, that the Board of Education approve the recommendation not to reinstate Student 1006160900.

The motion passed 5-0 with Trustee Rivera abstaining.

Board/Superintendent Goal Discussion: President Grose and Superintendent Davis facilitated a discussion around each of the goals presented by committees for consideration for the 2016-2017 school year as it relates to the evaluation of the Superintendent. The deliverable for this discussion is the identification of three-five goals. The goals need to be specific and include the deliverables/outcomes, evidence needed to meet the goals and a feedback loop throughout the year on progress to meet the identified goals. Final draft goals will be considered at the regular board meeting in October (see attachment).

President Grose excused himself from the meeting to attend a school-related event for his son.

Vice President DeJong facilitated a discussion around the identified Board Governance goals and action steps for consideration for the 2016-2017 school year. Board members are encouraged to review these goals for discussion in November.

       Public Comment:

Phil Meyer posed the question/thought about how the Board might go about gathering more information with respect to the culture of the organization.

The Executive Committee recommended the approval of the following Board/Superintendent Goals for 2016-2017:

Executive Committee-

Enrollment (DS)

To stabilize the enrollment of Holland Public Schools

Measurable Outcome: To reduce the projected enrollment loss for the 17-18 school year by 25% (38 students). The current projected loss is -151.

Moved by Mr. Grose, supported by Ms. DeYoung, to approve the goal as presented.  The motion was unanimously approved.

Equity/Culture (DS/SA)

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.

Moved by Mr. Grose, supported by Mrs. DeJong, to approve the goal as presented.  The motion was unanimously approved.

Teaching for Learning Committee-

Student Achievement (SA)

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.

Moved by Ms. DeYoung, supported by Mr. Pasatta, to approve the goal as presented.  The motion was unanimously approved.

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.
There will be an increase in the perception of school climate for staff, student and parents as measured by the pre/post school climate surveys.

Moved by Ms. DeYoung, supported by Mr. Pasatta, to approve the goal as presented.  This motion was amended.

Trustee Gisinger suggested it be tabled until we have data that everyone is comfortable with.

Moved by Mr. Gisinger, supported by Mr. Pasatta to table this motion until we have more information as to what the measurable goal will be.  This was unanimously approved.

Finance & Property

3-year financial plan (DS)

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.

Measureable 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.

Moved by Mrs. DeJong, supported by Mr. Gisinger, to approve the goal as presented.  The motion was unanimously approved.

Project Priority List (DS)

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 a request to the community for the consideration of a sinking fund renewal in 2017.

Moved by Mrs. DeJong, supported by Mrs. Whiteman, to approve the goal as presented.  The motion was unanimously approved.

 VII.   SUPERINTENDENT'S REPORT AND/OR RECOMMENDATIONS

SUPERINTENDENT’S REPORT
Superintendent Open Office Hours: Superintendent Davis announced open office hours scheduled for Thursday, November 17, 2:30 – 3:30 p.m.
Fall Parent/Teacher Conferences: Superintendent Davis announced to the community the Fall Parent/Teacher Conference Schedule.
Board Candidate Announcement: Superintendent Davis announced the board candidates for the November 8, 2016 election.

Jack Gisinger-2 year term
Elizabeth Colburn-6 year term
Linda Falstad-6 year term
Stephen Grose-6 year term
Phil Meyer-6 year term
Eutimio (Tim) Marroquin-6 year term
Jo Trembley-6 year term

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

  1.   Hiring:

Elena Giordano, Math Teacher, Holland High School and Holland Heights School, effective October 3, 2016.
Chelsea Hagger, Science Teacher (.80 fte), Holland High School effective September 19, 2016.    
Jamie Kmiecik, School Social Worker (.50 fte), West School, effective October 3, 2016.
Brandon (Brad) Wierenga, English Language Arts Teacher, Holland High School, effective
September 27, 2106.

Moved by Mr. Pasatta, supported by Mrs. DeJong, that the Board of Education hire:  Elena Giordano, Chelsea Hagger, Jamie Kmiecik, and Brandon Wierenga in accordance with the Holland Education Association and that they be afforded a probationary contract.  The motion was unanimously approved

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

  IX.              ADJOURNMENT:   President Grose adjourned the meeting at 7:57 p.m.