Montrose County School District Re-1J. Board of Education. Regular Board Meeting

Welcome to the Montrose County School District RE-1J Board of Education Meeting Board Members Leann Tobin, President Tom West, Vice-President Mark Bray, Secretary Stu Tolen, Treasurer Phoebe Benziger, Director Seth Felix, Director Gayle Johnson, Director Superintendent Mark MacHale Vision Statement The Montrose and Olathe School District will ensure that all students have a safe and academically rigorous environment in which to learn. All students entering into our high schools will graduate with life skills and knowledge required to enter into the workforce, begin a career, attend college or other post-secondary educational opportunities of their choice, without remediation. Next Meeting: Regular Business Meeting Tuesday, August 12, 2014 6:30 p.m. MCSD Board of Education Meetings are held at The Educational Services Building 930 Colorado Avenue Montrose, CO 81401 For additional information, please call (970) 249-7726 Montrose County School District Re-1J Board of Education Regular Board Meeting June 26, 2014 6:30 p.m. Call to Order Pledge of Allegiance 1. A. Approval of Agenda B. President s Report 2. 1. Community Partnership Ms. Baumgardner 3. 2. Celebrations Ms. Baumgardner 4. 3. Community Input C. Strategic Plan Update 5. 1. CSIT Update Ms. Baumgardner 6. 2. 191 Update Mr. Henwood 7. D. Superintendent s Report E. Old Business 1. Recommendation to Approve Revised Board Policies JRA/JRC & JRA/JRC-E (Second Reading) Mrs. Laird F. New Business 1. Consent Agenda a) Approval of June 18, 2014 Regular Meeting Minutes b) Donations c) Approval of the Early Childhood Center Community Assessment d) Approve Renewal of Insurance Fees Agreement on July 1, 2014 e) Approve Payment to Discovery Education in the Amount of $29,320.00 f) Approve Renewal of Maintenance Contract with Tyler Technologies for Infinite Visions in the Amount of $40,889.65 g) Approve Annual Renewal of Peak Virtual Academy Curriculum with fueleducation in the Amount of $104,900.00 h) Approve Payment of I-Ready Diagnostic Program & Computer purchases i) Approve Construction of MHS Press Box with Ridgway Valley Enterprises, Inc. in an Amount not to Exceed $50,000 j) Approve the Replacement of an Electrical Distribution Panel and Associated Electrical Panels at Montrose High School by Pederson Electric Inc. in the Amount of $26,857.00 k) Approve Safety Related Improvements to the Columbine Middle School Main Office in an Amount not to Exceed $25,000.00 l) Approve Safety Related Improvements to Northside Elementary School Main Office in an Amount not to Exceed $20,000.00 m) Approve Purchase of Kitchen Equipment for Centennial Middle School from Deti Repair Service in the Amount of $37,259.06 n) Approve Peak-Carriage House Remodel by Bollinger Construction in the Amount of $31,825.84 o) Approve Audit Engagement Letter with Chadwick, Steinkirchner, Davis & Co. and Approve Payment in the Amount of $32,560.00 p) Approve the Contract with SKZ Consulting in an Amount Not to Exceed $50,000 q) Approve Expansion on Existing Konica-Minolta Lease to Include Northside, Oak Grove and Cottonwood Elementary Schools r) Approve Web Hosting and Email Contract with Sharp School in the Amount of $15,328.52

A. APPROVAL OF AGENDA (Suggested motion: I move to approve the agenda as presented. )

B. PRESIDENT S REPORT 1. Community Partnership Ms. Baumgardner Recognition: Recognition of the City of Montrose and the support and partnership with MCSD on several projects in the district in the past year Donations: Donations for the Northside Playground Project totaling $20,000 from the following: $5,000 from the NES PAC $5,000 from the Northside Child Health Care Clinic $1,000 from Montrose Memorial Hospital $1,500 from the City of Montrose $4,000 from Montrose County School District $2,000 from McKinstry $1,000 from Alpine Bank $ 500 from Colorado West Investment Donations for the MHS Press Box from the following: $5,000 from Mountain View Therapy @ Montrose Memorial Hospital and $10,000 from the District Insurance Fund. Donation from the City of Montrose in the amount of $20,000 to assist in completing the track at Centennial Middle School

B. PRESIDENT S REPORT 2. Celebrations Ms. Baumgardner

B. PRESIDENT S REPORT 3. Community Input

C. STRATEGIC PLAN UPDATE 1. CSIT Update Ms. Baumgardner

C. STRATEGIC PLAN UPDATE 2. 191 Update Mr. Henwood

D. SUPERINTENDENT S REPORT

E. OLD BUSINESS 1. Recommendation to Revise Board Policies JRA/JRC and JRA/JRC-E-5 (Second Reading) Mrs. Laird Action Item: In order to better clarify the Opt-Out Form for Release of Student Information, the policy JRA/JRC, Student Records/Release of Information on Students, was revised to better define the deadline date for submitting the form. The exhibit JRA/JRC-E-5, Opt-Out Form for Student Release of Information, was revised to better detail what student information will not be made public. Recommendation is for approval of the revised policy and exhibit. (Suggested motion: I move to approve revised board policies JRA/JRC and JRA/JRC-E-5. )

F. NEW BUSINESS 1. Consent Agenda a) Approval of June 18,2014 Regular meeting Minutes b) Donations c) Approval of the Early Childhood Center Community Assessment d) Approve Renewal of Insurance Fees Agreement on July 1, 2014 e) Approve Payment to Discovery Education in the Amount of $29,320.00 f) Approve Renewal of Maintenance Contract with Tyler Technologies for Infinite Visions in the Amount of $40,889.65 g) Approve Annual Renewal of Peak Virtual Academy Curriculum with fueleducation in the Amount of $104,900.00 h) Approve Payment of I-Ready Assessment Program in the Amount of $64,658.30 i) Approve Construction of MHS Press Box with Ridgway Valley Enterprises, Inc. in an Amount not to Exceed $50,000 j) Approve the Replacement of an Electrical Distribution Panel and Associated Electrical Panels at Montrose High School by Pederson Electric Inc. in the Amount of $26,857.00 k) Approve Safety Related Improvements to the Columbine Middle School Main Office in an Amount not to Exceed $25,000.00 l) Approve Safety Related Improvements to Northside Elementary School Main Office in an Amount not to Exceed $20,000.00 m) Approve Purchase of Kitchen Equipment for Centennial Middle School from Deti Repair Service in the Amount of $37,259.06 n) Approve Peak-Carriage House Remodel by Bollinger Construction in the Amount of $31,825.84 o) Approve Audit Engagement Letter with Chadwick, Steinkirchner, Davis & Co., and Approve Payment in the Amount of $32,560.00 p) Approve Contract with SKZ Consulting in an Amount not to Exceed $50,000.00 q) Approve Expansion on Existing Konica-Minolta Lease to Include Northside, Oak Grove and Cottonwood Elementary Schools r) Approve Web Hosting and Email Contract with Sharp School in the Amount of $15,328.52 s) Approve Purchase of Computers from Apple, Inc. for the READ Act in the Amount of $100,027.50 t) Approve Purchase of Good Habits/Great Readers Instructional Material from Oasis in the Amount of $37,653.91 u) Approve Purchase of Handwriting Books from Zaner Bloser in the Amount of $23,049.33 v) Approve Payment to McGraw-Hill to Purchase Everyday Math Student Journals in the Amount of $62,736.03 (Suggested motion: I move to approve the consent agenda items 1-a through 1-v. )

F1-a Approval of June 18, 2014 Regular Meeting Minutes

F1-b Donations Donations for the Northside Playground Project from the following: $5,000 from the NES PAC $5,000 from the Northside Child Health Care Clinic $1,000 from Montrose Memorial Hospital $1,500 from the City of Montrose $4,000 from Montrose County School District $2,000 from McKinstry $1,000 from Alpine Bank $ 500 from Colorado West Investment Donations for the MHS Press Box from the following: $5,000 from Mountain View Therapy @ Montrose Memorial Hospital and $10,000 from the District Insurance Fund. Donation from the City of Montrose in the amount of $20,000 to assist in completing the track at Centennial Middle School

F1-c Approval of the Early Childhood Center Community Assessment The Head Start Act requires a community assessment be completed every third year, and updated annually. This is the third year of the current assessment cycle. Attached is the revised annual assessment as is also required. The data in the assessment is used to determine the need for the Early Childhood Center. We are asking the Board to approve the Community Assessment as presented.

F1-d Approve the Renewal of Insurance Fees Agreement for Employee Medical/Life Insurance in the estimated amount of $661,305.00 and the Property/Liability/Vehicle Insurance with Zurich North American in the amount of $276,601.00, Workers Compensation with Pinnacol Assurance in the amount of $274,069.00, Student Catastrophic with Gerber Life Insurance Company in the amount of $8,789.05 and New Fees due to the IRS based on Employee Count of $2,402.00 Our insurance fees agreement will renew on July 1, 2014. The Medical/Life fees include EBMS Administrative fees, broker fees, network fees, stop loss and aggregate premiums and life insurance premiums. The annual cost is approximately $661,305.00 which is based on the current employee enrollment in the plans. The Property/Liability/Vehicle insurance carrier is Zurich North American. The annual renewal fee is expected to be $276,601.00. Workers Compensation with Pinnacol Assurance will be renewed in the amount of $274,069.00. The Student Catastrophic with Gerber Life Insurance Company will be renewed in the amount of $8,789.05. New fees due to the IRS based on employee count of $2,402.00

F1-e Approve Payment to Discovery Education in the Amount of $29,320.00 Discovery Education supports teachers in accelerating student achievement, bringing the world of discovery into classrooms to ignite students natural curiosity through streaming high quality, dynamic, digital content. Teachers evaluate student performance with Performance Assignment Builder, one of the features from Discovery Education. The resources used in Discovery Education have been researched to ensure quality education. This is a renewal of the subscription in the amount of $29.320.00 and has been budgeted in the Curriculum and Instruction discretionary fund in the General Fund.

F1-f Approve Renewal of Maintenance Contract with Tyler Technologies in the Amount of $30,999.93 Tyler Technologies provides the accounting, human resources, and payroll system to the district. This is a renewal of on-going services to be paid from the General Fund. We will also be adding a timecard interface to the program this year for a cost of $1,008.42. Total billing will be 5% greater than last year. This is budgeted through General Fund Business and Human Resources Departments.

F1-g Approve Annual Renewal of Peak Virtual Academy Curriculum with fueleducation in the Amount of $104,900.00 Recommendation is made to renew the annual contract of the curriculum provider fueleducation (previously K12/Aventa Learning) for Peak Virtual Academy for the 2014/2015school year. Peak provided the education to a variety of students including 132 full time, 24 part time, 18 students at the Brown Center, 2 long-term homebound, and over 60 students in Credit Recovery. The renewal of the contract with fueleducation ensures we can provide the entire online curriculum to meet the needs of all of the students in Montrose County School District. This contract guarantees pricing and allows great flexibility in our program.

F1-h Approve Purchase of i-ready Assessment Program in the Amount of $64,658.30 Recommendation is made to purchase K-12 i-ready Reading and Math Assessments and K-5 i-ready Instructional Modules. I-Ready Assessments are an ongoing expense for assessments that measure student proficiency on the standards. The state offers financial support for meeting the needs of our Significant Reading Deficiency (SRD) students. The READ Act mandates a process to identify those students and offers financial support for intervention. After meeting with our Elementary Principals, Director of Instructional Services, Assessment Coordinator and Curriculum Coordinator, it was decided to support our SRD students using the i-ready modules. Funding for the purchase will be through Capital Reserve in the amount of $57458.30 and Early Literacy funds/read Act in the amount of $7,200.00.

F1-i Approve Construction of MHS Press Box with Ridgway Valley Enterprises, Inc. in an Amount not to Exceed $50,000 As in previous years, the Stadium Committee continues to work on fund raising for improvements to Montrose High School stadium. This latest project is to redo the press box. Ridgway Valley is projecting the project to be approximately $49,387. Therefore, recommendation is made to approve on a not to exceed amount of $50,000. All the funding except $20,000 will be coming from the Montrose Community Foundation. The $20,000 will be a combination of donations made directly to the District including $5,000 from Mountain View Therapy @ Montrose Memorial Hospital and $10,000 from the Insurance Fund.

F1-j Approve the Replacement of an Electrical Distribution Panel and Associated Electrical Panels at Montrose High School by Pederson Electric Inc. in the Amount of $26,857.00 Recommendation is made for the replacement of an electrical distribution panel and associated electrical panels at Montrose High School. During the recent HVAC upgrades (summer of 2013), the State of Colorado electrical inspector noted deficiencies in the panel(s) and required the district to replace the panel as soon as possible. With a rebate ($22,800) available from McKinstry from our recent energy savings upgrades, we are able to use those monies to fund a majority of this work. Remaining funding ($4,057) will come from the 2014-2015 Maintenance Capital Reserve account.

F1-k Approve Safety Related Improvements to the Columbine Middle School Main Office in an Amount not to Exceed $25,000.00 Recommendation is made to approve the expenditure, not to exceed $25,000, for safety related improvements to the main office at Columbine Middle School. The improvements will allow the office staff to a view of the main doors. Work is being completed by district staff and local sub-contractors. Expenses will be paid through the Capital Reserve Fund.

F1-l Approve Safety Related Improvements to Northside Elementary School Main Office in an Amount not to Exceed $20,000.00 Recommendation is made to approve the expenditure for safety related improvements to the office at Northside Elementary School. The improvements will allow the office staff to have better vision of the main doors and enable restrictions on the entry to the building if necessary. Work is being completed by district staff and local sub-contractors. Expenses will be paid through Maintenance Capital Reserve Fund.

F1-m Approve Purchase of Kitchen Equipment for Centennial Middle School from Deti Repair Service in the Amount of $37,259.06 The attached Bid request is for new equipment (Steamer, steam kettle and 4 burner stove) for the Centennial kitchen. The existing equipment is too costly to keep repairing and has exceeded its effectiveness and efficiency. Deti Repair service is a local company that services and installs all our Nutrition Service equipment. The electrical work will be completed by a local company that the district has used in other projects. The source of funding for this purchase will be Nutritional Services Fund.

F1-n Approve Peak-Carriage House Remodel by Bollinger Construction in the Amount of $31,825.84 In order to make the carriage house adequate for occupancy by the Step-Up program, quite a bit of work needs to be done. Double paned, low-e windows need to be installed for energy efficiency. The kitchen needs replaced, which would include cabinets and counter top. It needs to be fully handicapped accessible. Rotten floors need to be redone, as well as updated plumbing and electrical. Crevices to the outside need filled. The roof is leaking and the bathroom and laundry room need to be redone with fixtures that are HCA approved. The room needs repainted. The estimate to do this project is $37,762.50. The source of funding for this project is Peak discretionary funds from the 13-14 year.

F1-o Approve Audit Engagement Letter with Chadwick, Steinkirchner, Davis & Co. And Approve Payment in the Amount of $32,560.00 This is the third year of the audit engagement with Chadwick, Steinkirchner, Davis and Co. Field work will begin June 23 rd. Recommendation is made to approve the Audit Engagement Letter and approve payment in the amount of $32,560.00

F1-p Approve Contract with SKZ Consulting in an Amount not to Exceed $50,000.00 This is a renewal of an existing contract for data analysis, reporting, and transition. This work includes maintenance of various student information systems (Tableau, SharpSchool, Alpine Achievement, I-Ready, Reading Plus, Enrich, and Naviance) and the data interface between all systems including Infinite Campus. This contract is a not to exceed contract in the amount of $50,000 and will be funded through the Capital Reserve Fund.

F1-q Approve Expansion on Existing Konica-Minolta Lease to Include Northside, Oak Grove and Cottonwood Elementary Schools This proposal is an expansion on the existing Konica-Minolta Lease. The existing lease provides printing pods for OES, JES and PES. This proposal will expand these printing pods to NES, OGES and CES. Currently the district pays $777 per month for the existing lease. The proposed expansion will increase the lease amount by $743 per month for a new monthly total of $1,520 per month, paid by IT funds. This proposal is also in alignment with the Power Ed Initiative.

F1-r Approve Web Hosting and Email Contract with Sharp School in the Amount of $15,328.52 This is a renewal of the contract with Sharp School for our Web Hosting and email programs. The amount of $15,328.52 will be paid from the General Fund and will be reduced by e-rate.

F1-s Approve Purchase of Computers from Apple, Inc. for the READ Act in the Amount of $100,027.50 Recommendation is made to purchase 18 MacBook Air computers and Mobility Carts from Apple, Inc. for our Significant Reading Deficiency (SRD) students to support the i-ready Instructional Modules intervention. The state offers financial support for meeting the needs of our SDR students. Funding will be through the Early Literacy Fund/READ Act.

F1-t Approve Purchase of Good Habits/Great Readers Instructional Material from Oasis in the Amount of $37,653.91 Recommendation is made to purchase K-5 Words Their Way student books and Good Habits Great Readers Teacher instructional materials from Oasis for added classrooms for the 2014-2015 school year. The student books are ongoing consumables and the Instruction Materials are to support K-5 reading. These items will be purchase with funds from the Curriculum & Instruction Capital Reserve budget.

F1-u Approve Purchase of Handwriting Books from Zaner Bloser in the Amount of $23,049.33 Recommendation is made to purchase handwriting books from Zaner Bloser for grades K-3. Students need direct instruction on how to write the letters to include manuscript and cursive handwriting as determined during principal s meetings. Funding for this purchase will be from the Curriculum and Instruction Capital Reserve Budget.

F1-v Approve Payment to McGraw-Hill to Purchase Everyday Math Student Journals in the Amount of $62,736.03 In order to implement our Everyday Math program with fidelity, K-6 consumable student math journals are required as an integral part of this program. Funding for this purchase is from the Curriculum and Instruction budget.

F. NEW BUSINESS 2. Items Pulled from Consent Agenda

F. NEW BUSINESS 3. Recommendation to Adopt the 2014-2015 Budget and Approve Related Resolutions (Second Reading) Mrs. Slater Action Item: The 2014-2015 Budget and the related resolutions are presented for your consideration. (Suggested motion: I move to adopt the 2014-2015 budget as presented I move to adopt the following resolutions: Appropriation, Emergency Reserve, Reserve Increase, and Use of a Portion of Beginning Fund Balance (attached) )

F. NEW BUSINESS 4. Recommendation to Adopt the Supplemental Budget for the 2013-2014 Fiscal Year and the Use of a Portion of Beginning Fund Balance Mrs. Slater Action Item: Since the adoption of the 2013-2014 budget, additional revenues have been received by the District that were unanticipated sources at the time of the Budget adoption. This is a yearly action due to the change in revenue streams each year. Recommendation is made to adopt the Supplemental Budget for the 2013-2014 fiscal year and the related resolutions. (Suggested motion: I move to approve the resolutions to adopt the Supplemental Budget for the 2013-2014 fiscal year, the Appropriation Resolution, and the Use of a Portion of Beginning Fund Balance. )

F. NEW BUSINESS 5. Recommendation to Approve Resolution Reserving Portion of General Fund Balance as Committed as of the end of the Fiscal Year 2013-2014 for the 2014-2015 and 2015-2016 Fiscal Years Mrs. Slater Action Item: The State of Colorado adopted their 2012-13 fiscal budget with no reduction in K-12 funding. The district had been reserving funds for a projected $2.3 million reduction in state funding for the 12-13 year. With that shortfall not coming to fruition, it was determined during the end of year 2011-12 negotiations to use a portion of the reserves to use towards the Board s goal of increasing student achievement for expenses of $1,256,500.These funds were reserved for the 12-13 and 13-14 fiscal years. It is recommended to continue to reserve Fund Balance for the 14-15 and 15-16 fiscal year, also. Due to staff attrition, the new amount per year is $1,125,000. (Suggested motion: I move to approve the resolution reserving portion of General Fund Balance as committed for the 2013-2014 fiscal year in the amount of $2,250,000. )

F. NEW BUSINESS 3. Recommendation to Approve Superintendent s Contract Mr. MacHale (Suggested motion: I move to approve the Superintendent s contract as presented. )

G. PERSONNEL

H. ADJOURNMENT