September 18, 2017 Board Minutes

APPROVED MINUTES OF THE REGULAR MEETING

OF THE HOLLAND BOARD OF EDUCATION

The School District of the City of Holland

Ottawa County, Michigan

September 18, 2017

 

The regular business meeting of the Holland Board of Education was called to order by Vice President DeJong, 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, Falstad, Meyer, and Whiteman

Excused:           Trustee Gisinger  

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

 

II.    PLEDGE OF ALLEGIANCE

III.   APPROVAL OF CONSENT AGENDA

A.   APPROVAL OF AGENDAS

1.   Regular Business Meeting of September 18, 2017

2.   Consent Agenda for September 18, 2017

B.   APPROVAL OF MINUTES

1.   August 21, 2017, Regular Business Meeting

Moved by Mr. Meyer, supported by Mrs. Whiteman, that the Board of Education approve the Consent Agenda for September 18, 2017.  The motion was unanimously approved.

IV.   NEW BUSINESS:

Consideration of Contract Ratification - Superintendent Davis will bring forward a recommendation for the ratification of tentative agreement with the Holland Education Association commencing August 26, 2017 through August 15, 2018.

Moved by Mrs. Whiteman, supported by Mrs. Falstad, that the School District of the City of Holland and the Holland Education Association Tentative Agreement August 26, 2017-August 15, 2018 be ratified as presented.   

Roll Call Vote:

Ayes: Trustees Colburn, DeYoung, DeJong, Whiteman, Falstad

Nays: None

The motion was approved 5-0, with Trustee Meyer abstaining.

Trustee DeYoung shared she is delighted in having this come to the board.  She expressed her gratitude in this agreement being in place as we look to already starting on a successor agreement utilizing Interest Based Bargaining. She noted that IBB is a wonderful process and as a board they have been pleased to participate and work together in learning about this process. 

Trustee Falstad was excused at 7:08 pm.

V.     HOLLAND HIGH SCHOOL SENATE

Abbie Telgenhof, Student Senate representative, shared information on the Holland High School Senate Organization. She highlighted discussion and planning on the following items:

  • Homecoming Week, October 1 – 7, 2017
  • Food in classrooms – Healthy food choices
  • Hat Rule
  • Dutch Matrix
  • Be Nice Club

VI.    INCREASING UNDERSTANDING AND ADVOCACY

A. CURRENT LEGISLATIVE INITIATIVES –

Superintendent Davis shared information on recent  legislative action. 

Items of discussion that locally elected officials are discussing that have an impact on the operation of our schools include the following items:

Clarification on the definition/inclusion of school resource officers as key personnel of school districts subject to the new Zero Tolerance, Seclusion & Restraint Bill.
District schedules, calendar and pre-Labor Day starts
Post-Secondary teacher preparation.

In State level news: GSRP students score big gains on M-STEP

Four years ago Michigan made a bold statement by becoming a national leader in early childhood education. The $243 million investment in the Great Start Readiness Program held great promise as it was ushered in with support from the governor, legislature, education, business and philanthropic communities. The research was clear, invest early and reap the benefits of improved outcomes for kids. It's now been four years since the expansion took place. The results are in with the first group of GSRP children taking the third grade M-STEP test last spring.

For the West Michigan region, the promise held true as GSRP children - who are virtually all economically disadvantaged - outperformed their peers who may or may not have had an early childhood experience across the state by roughly 19 percent in reading and 16 percent in math. Furthermore, they outperformed all Michigan students, whom less than half qualify as economically disadvantaged, by roughly 2 percent in reading and 1.3 percent in Math.

For those who ask "is GSRP making a difference?" The answer is unequivocally yes. The resources put into this program produced a substantial return on investment. There is certainly more work to be done to improve academic outcomes for Michigan students, but early childhood education is clearly paying big dividends for students.

VII.   HPS CELEBRATES

A.  HHS Receives new grant from Motus Integrated Technologies - Superintendent Davis shared the receipt of this grant and how this funding will deliver Project Lead The Way curriculum to prepare students with in-demand STEM knowledge and skills.

B.   Honorary Diploma to Master Sergeant David Johnson - The Board of Education recognized the service  of David L Johnson and his 20 years of active military service to our country in the United States Air Force spanning 1955-1975; inclusive of the Korean Conflict and Vietnam Era. As such, the Board of  Education awards this Holland High School diploma in accordance with Public Act 181 of 2001, Public Act 203 of 2003 and Public Act 55 of 2014.

 VIII. BOARD COMMITTEE REPORTS AND/OR RCOMMENDATION

A.  EXECUTIVE COMMITTEE –

Vice President DeJong reported on the September 6, 2017, meeting of the Executive Committee. 

Holland High School Student Senate Organization:  

Abbie Telgenhof and Jenny Chau, the 2017-2018 representatives introduced themselves and shared updates with the committee. Student Senate has a great representation of Holland High School across the grade levels representing the demographics of the school district. The current focus of the Senate is on planning and preparations for the 2017 fall homecoming. A parade will once again occur with a potential “Paw Patrol” theme as we play the Byron Center Bull Dogs. Efforts are underway to connect with the K-7 schools for participation again. The Student Senate is also working with administration on school related policies including the wearing of hats and food in the classroom.

Flyer Distribution:

Superintendent Davis brought to discussion Board Policy 9700-Relations with Special Interest Groups as it relates to flyer distribution. After discussion, the committee was supportive of amending the current policy so that approved flyers will be posted on our district website in a bulletin board fashion, reducing the number of flyers being asked to be distributed by external entities through our schools and students.

Legislative Updates:

Superintendent Davis provided legislative updates to the committee and potential impact on the District. Items included current topics that we might see in the legislature this year including: requirements for substitute teachers, sinking fund allowable expenditures inclusive of purchase of school buses, school calendar/schedule, use of public school tax dollars for private schools, and challenges to the retirement system.

MASB Conference Request: 

Committee members reviewed a request from Trustee Meyer to attend the MASB Annual Leadership Conference November 9-12, 2017. The committee is also recommending that Trustee Meyer serve as a delegate to represent HPS at the 2017 MASB Delegate Assembly on November 9, 2017. Certifications of delegates are due by October 13, 2017.

Enrollment Dashboard:

Superintendent Davis provided an update on the preliminary fall student enrollment for the district in alignment with 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%.
Evaluation Timeline Review of the Superintendent:

Superintendent Davis provided an updated timeline review for the purposes of the evaluation of the superintendent. The committee asked for a separate meeting of the Board be scheduled in November for the purpose of completing the School ADvance evaluation framework.

Leadership:

Superintendent Davis provided a summary of the leadership roles and opportunities that he has at the state level to impact continued school advocacy, policy development and mentorship. Superintendent Davis is the Region 3 President-Elect for the Michigan Association of School Administrators and serving on the MASA Professional Growth and Leadership Committee.

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

Policy 2221 Mandatory Courses (Revised)
Policy 2461 Recording of District Meetings Involving Students and/or Parents (New)
Policy 2623 Student Assessment (Replacement)
Policy 3120.04 Employment of Substitutes (Revised)
Policy 3121 & 4121 Criminal History Record Check (Revised)
Policy 5111.01 Homeless Students (Replacement)
Policy 5111.03 Children of Youth in Foster Care (New)
Policy 5113 Schools of Choice Program (Revised)
Policy 5330.02 Opioid Antagonists (New)
Policy 5610 Emergency Removal, Suspension, and Expulsion of Nondisabled
Students (Revised)
Policy 5610.01 Expulsion/Suspensions-Required By Statute (Revised)
Policy 7540.02 Web Content, Services and Apps (Revised)
Policy 7540.002 Web Accessibility Policy (New)
Policy 8300 Continuity of Organizational Operations Plan (New)
Policy 8305 Information Security (New)
Policy 8330 Student Records (Revised)
Policy 8340 Letters of Reference (Revised)
Policy 8400 School Safety Information (Revised)
Policy 8500 Food Services (Revised)
Policy 8510 Wellness Policy

COTW Agenda Construction:

Committee members planned the agenda for the September COTW Meeting based upon the discussions at Finance & Property, Teaching for Learning, Executive Committee and matters arising. In addition, a request for a report was made for the COTW in October to include a report on the academic progress/success of Holland Language Academy. This is in addition to the Title IX training already scheduled.

Other:

Enter into closed session-The executive committee entered into closed session at 8:23 a.m.

Moved by Mr. Gisinger, supported by Mrs. DeJong, that the Committee enter into closed session, pursuant to section 8(c) and 8(h) of the open meetings act, for the purpose of discussing collective bargaining.

The committee returned to open session at 8:35 a.m..

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 September 5, 2017, meeting of the Teaching for Learning Committee.  

Benchmark Progress Report

Student Achievement: Director Dobias provided an overview of the recent M-STEP achievement results from the spring 2017 M-STEP assessment. This included a comparison to the STAR assessment in math/reading.

Professional Staff Development Plan:

Superintendent Davis highlighted the professional staff development plan and learning opportunities for the 2017-2018 school year.

Community Engagement Plan:

Superintendent Davis shared the Promoting Positive School Climate Organizational Chart highlighting Community Network partners. He also shared information regarding the pilot with the Ottawa County School Network. The district web page (HPS Highlights and Legislative Updates), monthly radio spots on WHTC/The Pledge Radio, and weekly radio spots on WHTC, were also be reviewed as a means to inform and engage the community.

2017-2018 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.

Moved by Ms. DeYoung, supported by Mrs. Colburn that the 2017-2018 Class List for credit be approved as presented.  The motion was unanimously approved.  

HPS Student Handbook:

Superintendent Davis presented the 2017-2018 Student Handbook for discussion/review.

HPS Equity Alliance Recommendation Review:

Committee members reviewed the recommendations from the HPS Equity Alliance. There are many things to study and learn more from before making a final recommendation to the board and will be taken up for further study by the committee. In the interim, however, the committee recommends that the HPS Equity Alliance continue in its current form and function. Focus areas for the committee include: recommendations for professional development, parent/student engagement recommendations, curriculum recommendations such as advisory activities and enhanced ethnic/cultural studies and policy/procedures review.

Moved by Mrs. Whiteman, supported by Mr. Meyer, that the Board of Education authorize the continuation of the HPS Equity Alliance as a Citizen’s Advisory Committee through June 30, 2018, in accordance with Board Policy 9140-Citizen’s Advisory Committee.  The motion was unanimously approved.

HEC Early College Proposal Update:

Superintendent Davis provided an update on continued discussion on an early college proposal inclusive of a teacher academy preparation program.

Projects under current study/review: 

  • 5D+ Focus Areas for 2017-2018
  • Interconnecting School Mental Health and School-Wide Positive Behavior Support Model
  • Curriculum, Instruction, Fidelity Inventory
  • GED Program for Secondary Students
  • Kindergarten Assessment/Screening (1,4)
Enrollment Dashboard:

Superintendent Davis provided an update on the preliminary fall student  enrollment for the district in alignment with 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%.
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 –

Trustee Whiteman reported on the September 5, 2017, meeting of the Finance and Property Committee.   

Budget to Actual for August 2017:

Director Powers reviewed the August budget to actual report noting that revenues and expenditures are as budgeted and expected and comparable to last year. Revenues are at 13.7% as compared to 13.9% while expenditures are 3.4% compared to 3.6%.  The District’s fund balance is noted as a planned allocation of $257,003 to be spent during the 2017-2018 year and noted as red.  In addition, the committee reviewed the monthly bond and sinking fund report, discussed a preventative maintenance schedule, and the possibility of updating the District facility study. Director MacKay will begin the process for receipt of a proposal to update our District Facility Master Planning documents.

2016-17 Year-End and Audit Update: 

Director Powers provided updates on the annual financial audit noting that the auditors have completed their fieldwork.  For the 2016-17 year, the General Fund financial condition looks to be favorable when compared to the final budget keeping expenditures and associated revenues in alignment as planned.

Foresight Contract Proposal:

Director Powers and MacKay updated the Committee regarding discussions with Foresight regarding a new contract.  Midwest Energy Group has been working with the district over the past several years to maximize energy use and efficiency by delivering expert advice and analysis ultimately empowering the district to reduce energy consumption and increase profitability. This is achieved through energy management software, utility bill consulting and analysis, and customized facility engineering services.  Cost avoidance has been achieved during the previous 3-year agreement.  After much discussion regarding new initiatives that can be implemented during the upcoming year, administration and the Committee are recommending a one-year contract, focusing on specific projects and goals to derive new cost savings. The cost for this one year contract is $20,000. Pending affirmation by the full board at COTW, Directors Powers and MacKay will initiate the process for this year. A one year plan will be developed with Foresight that includes specific deliverables noted.

Enrollment Dashboard:

Superintendent Davis provided an update on the preliminary fall student enrollment (head count) for the District.  Early indications are that the District enrollment is favorable compared to what was projected in the 2017-18 budget.  Kindergarten enrollment looks particularly strong after the first two weeks of school.  Superintendent Davis reviewed class sizes across the district and areas where additional staff have been hired to meet the increases in student numbers. The monitoring of enrollment and any continued changes will continue through the end of the week.

Other

Superintendent Davis responded to a question from the Committee regarding Chromebooks, indicating that as of Friday all applicable students have access to a device. After a review of inventory and redistribution of devices, the district will be ordering 120 Asus Chromebooks (additional devices/licenses) for spare usage across the district in the amount of $20,880.
Superintendent Davis updated the Committee on the status of Interest Based Bargaining with the HEA, noting that both sides jointly participated in a training session regarding the Interest Based Bargaining process.  Several dates and times have been set aside during September to continue with the process.
Committee members requested an updated report from Director Thelen regarding the Technology/Sinking fund plan and final inventory of devices from 2016-2017. A report will be made to the committee on October 3, 2017.

 Trustee DeYoung provided additional comment: Several committees have mentioned the changes in enrollment this year, we are pleased with this. What impact has this had on class size?  Superintendent Davis shared we planned for an increase in kindergarten at Holland Language Academy. We added a section of kindergarten at Jefferson, and 1st & 3rd grade sections at East.  Our average class size is 21-23 students per class now across the district in grades K-3.

 D.  COMMITTEE OF THE WHOLE –

Vice President DeJong reported on the September 11, 2017,  Committee of the Whole meeting.

Executive Committee Report:

Vice President DeJong provided updates to committee members with action items discussed at the Executive Committee meeting on September 6, 2017. The process for the evaluation of the superintendent was reviewed.

Moved by Mrs. DeJong, supported by Mrs. Whiteman, that the conference request by Trustee Meyer be approved as presented to attend the MASB Annual Leadership Conference November 9-12, 2017, with payment in the amount of $833 for registration fees.

The motion passed 5-0 with Trustee Meyer abstaining.

Moved by Mrs. DeJong, supported by Mrs. Colburn, that Phil Meyer be named as a district representative for Holland Public Schools to the MASB Delegate Assembly on November 9, 2017.

The motion passed 5-0 with Trustee Meyer abstaining.

Teaching for Learning Committee Report:

Chairperson DeYoung provided updates to committee members with action items discussed at the Teaching for Learning Committee meetings on September 5, 2017. 

Finance & Property Committee Report:

Chairperson DeJong provided updates to committee members with action items discussed at the Finance & Property Committee meeting on September 5, 2017.

HEA / Board Communications Report:

Trustees DeYoung & DeJong provided an update to committee members with items discussed at the HEA/Board Communications meeting on August 24, 2017.

Holland Educational Foundation Report:

Trustee Colburn provided an update regarding the status of HEF grants that are due September 29, 2017.

Board Meeting Agenda Construction:

Committee members planned the agenda for the September Board Meeting.

Consideration of Petitions for Reinstatement: 

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

Moved by Mr. Meyer, supported by Mrs. Falstad, that the Board of Education approve the recommendation to reinstate Student 0906170900 with conditions as presented.

The motion passed 5-0 with Trustee Whiteman abstaining.

Moved by Mrs. DeJong, supported by Mrs. Falstad, that the Board of Education approve the recommendation not to reinstate Student 0906171030.

The motion passed unanimously.

Closed Session: The Board entered into closed session for the purposes of the discussion of collective bargaining at 7:31 p.m.

Moved by Ms. DeYoung, supported by Mrs. Falstad, that the Board enter into closed session, pursuant to section 8(c) and 8(h) of the open meetings act, for the purpose of discussing collective bargaining.

Roll Call Vote:

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

Nays: None

The motion was approved.

The Board returned to open session at 7:39 p.m.

IX.     SUPERINTENDENT'S REPORT AND/OR RECOMMENDATIONS

SUPERINTENDENT’S REPORT

1. Superintendent Open Office Hours: Superintendent Davis announced open office hours scheduled for Monday, October 16, 11:00 am – 12:00 pm.

2. National Hispanic Heritage Month: Superintendent Davis announced that September 15 to October  15 is National Hispanic Heritage Month - a time for recognizing the contributions made and the importance presence of Hispanic and Latino Americans to the United States and a celebration of their heritage and culture.

3. Back to School Updates: Superintendent Davis highlighted relevant information regarding the start of the 2017-2018 school year.

B.   PERSONNEL REPORT AND/OR RECOMMENDATIONS -

Human Resources Director Zuker recommended the following personnel actions:

1.  Hiring: 
  • Diana Beckley, Kindergarten Teacher, Jefferson School, effective September 7, 2017.
  •  Meghan Drumheller, Family and Consumer Science Teacher, Holland High School, effective  August 21, 2017.
  • Sarah Moffatt, Kindergarten Teacher, East School, effective August 31, 2017.
  •  Nicole Prins, 3rd Grade Teacher, Holland Heights School, effective September 5, 2017.

Moved by Ms. DeYoung, supported by Mrs. Colburn, that the Board of Education hire:  Diana Beckley, Meghan Drumheller, Sarah Moffatt, and Nicole Prins in accordance with the Holland Education Association and that they be afforded a probationary contract. The motion was unanimously approved.

2.  Retirement:
  • Steven Elenbaas, 5th Grade Teacher, Jefferson K-7 School, effective September 29, 2017.

Moved by Mr. Meyer, supported by Ms. DeYoung, that the Board of Education approve, with regret, the retirement of Steven Elenbaas.  The motion was unanimously approved.

X.     NEW BUSINESS:

Continued from earlier in the agenda:

B.  MASB DELEGATE REQUEST

Trustee Falstad requested to serve as a delegate representing HPS at the 2017 MASB Delegate  Assembly on November 9, 2017.      

Moved by Mrs. Whiteman, supported by Mrs. Colburn, that Linda Falstad be named as a district representative for Holland Public Schools to the MASB Delegate Assembly on November 9, 2017.  The motion was unanimously approved.

XI.     PUBLIC COMMENTS:

There were no comments made by the public.

XII.   ADJOURNMENT: 

Vice President DeJong adjourned the meeting at 7:56 p.m.

Approved as presented: Janet DeYoung, Secretary