THREE
LAKES EDUCATIONAL COOPERATIVE
BOARD OF
DIRECTORS MEETING
JULY
20, 2009
Call to
Order
Tanyea Bingham called to
order the regular meeting of Three Lakes Educational Cooperative at 7:00 p.m.
Monday, July 20, 2009. The following
individuals were present:
BOARD
MEMBERS: OTHERS:
Ken
Kirsop Dr.
Kathy Mickelson
Zac
Anshutz Laura Hogelin
Tanyea
Bingham Dotson
Bradbury
Brian
Lacey Dr.
Steve Pegram
Pat Bean Jeff
Kohlman
Daryl
Finch
Allen
Konicek
William
Orth
Election
of Board of Directors Officers
Tanyea Bingham made the
motion to nominate Zac Anshutz as Board President for 2009-10. Lisa Reece seconded the motion. Zac Anshutz was elected board president 6-0.
Ken Kirsop made the motion to
nominate Tanyea Bingham as Vice-President for 2009-10. Pat Bean seconded the motion. Tanyea Bingham was elected Vice-President 6-0.
Approval
of Agenda
Motion was made by Pat Bean
to approve the agenda with the addition of 17P and 17Q. Motion was seconded by Ken Kirsop and it
passed 6-0.
Approval
of Minutes
Lisa Reece made the motion to
approve the minutes of the June 15th meeting as presented. Motion was seconded by Pat Bean and it
passed 6-0.
Financial
Report
Dr. Barnhart reviewed the
financial summary and treasurer's report for the month of June. Dr. Barnhart explained that the 2009-10 budget will be significantly lower because all Medicaid
dollars will be represented in the general fund budget and will no longer be a
separate fund. The coop ended the year
with an unencumbered cash balance of $1,685,431.06. Dr. Barnhart reviewed the accounting system
reports with the board. The purpose of
each fund was explained. Motion was made
by Pat Bean and seconded by Ken Kirsop to approve the financial summary and
treasurer's report as presented and reimburse petty cash $537.51. Motion passed 6-0.
The warrant register and
payables were presented for approval.
Handwritten checks totaled $3,930.30 and payables were $122,491.69 for a
combined total of $126,421.99. Motion was made by Tanyea Bingham and seconded
by Ken Kirsop to approve the payables.
Motion passed 6-0.
Lisa Reece made the motion to
establish the petty cash limit for 2009-10 at $1500.00. Motion was seconded by Pat
Bean and it passed 6-0.
Discussion
of Budget and Carryover Funds
Dr. Barnhart reviewed the
proposed 2009-10 budget with the board. Some
items noted were:
Dr. Barnhart reported that
the superintendents have proposed a cash carryover amount of $800,000 for
2010-11. A handout detailing the superintendent’s
proposal was distributed. To reduce the
carryover to the proposed amount of $800,000, district assessments of $413,926
would be paid this year. Should the
carryover fall below $800,000, the difference would be made up in July by all
districts. Should the carryover be above
$800,000, funds could be rebated to the districts in July. Dr.
Pegram clarified that they would not expect a rebate but would instead receive
a credit on their assessments for the following year. Dr. Pegram stated that districts have budgeted their full assessment payments for 2009-10. The coop will continue to budget the full
assessment payments of $1,295,572. The
consensus of the board was to follow the superintendent’s proposal when
building the budget and to reduce carryover to $800,000 over the course of the
year.
Superintendents have
expressed their desire to see a tiered list of items that can be cut from the
budget if needed. Dr. Barnhart indicated
that teacher/student ratios will be reviewed with the board when caseloads are
known.
Motion was made by Lisa Reece
and seconded by Ken Kirsop to approve agenda items seven through eleven as
presented. Motion passed 6-0.
Appointments
a. Clerk - Laura Hogelin
b. Deputy Clerk – Kathy Tyson
c. Treasurer - Kathy Tyson
d. Agent for KPERS – Laura Hogelin & Diane
Whiteside
e. Attorney – Michael Coffman
f. Truancy Officer – Kathy Mickelson
g. Coordinator for Homeless Children –
Kathy Mickelson
h. Federal Funds - Dr. Jennifer Barnhart
i. Food Service Program Representative –
Dr. Jennifer Barnhart
j. Hearing Officer for Free and Reduced
Meals – Dr. Jennifer Barnhart
k.
Governmental Relations Representative – Pat
Bean
l.
Freedom of Information Officer – Laura
Hogelin
m. KBI Point of Contact – Laura Hogelin
Depository
The depository for Three Lakes
Cooperative funds will remain the First State Bank of Burlingame until June 30,
2010.
Official
Newspaper
The
Authorization
to Invest Idle Funds
The treasurer, under the
direction of the Director, was authorized to invest and withdraw idle
funds.
Authorization
to Pay Bills Early
The clerk was authorized to
pay bills prior to Cooperative board meetings on bills, which a discount can be
taken, or a penalty avoided.
Resolution
Pat Bean moved to adopt the
following resolution:
Pursuant
to K.S.A. 72-8205, the Board of Directors of Interlocal #620, Osage County,
Kansas, by resolution duly adopted at its regular meeting held on July 20, 2009,
established the following meeting schedule for regular board of education
meetings to be held during the 2009-10 school year:
Hour of commencing the
meeting: 7:00
p.m.
Day of the week the meeting
will be held: Monday
Week of the month the meeting
will be held: Third
Meeting Place:
Interlocal
Office in Lyndon
If the established date falls
on a Sunday, a legal holiday or a holiday specified by the Board of Directors,
such regular meeting will be held on the day following, commencing at the same
hour as detailed above.
The Board of Directors
reserves the right to adjourn any regular meeting to another time and place.
Lisa Reece seconded the
motion and it passed 6-0.
Waive of
GAAP
Lisa Reece moved to approve
the waiver of generally accepted accounting principals with the following
motion:
I
move that the following resolution be adopted:
WHEREAS,
the Board of Directors of Three Lakes Educational Cooperative, Interlocal #620,
Osage County, Kansas, has determined that the financial statements and
financial reports for the 2009-10 school year to be prepared in conformity with
the requirements of K.S.A. 1981 Supp. 75-11201 as amended by S.B. 532 enacted
by the 1982 session of the Kansas Legislature are not relevant to the cash
basis and budget laws of this state and are of no significant value to the
Board, the Interlocal Cooperative; and
WHEREAS,
there are no revenue bond ordinances or resolutions or other ordinances or
resolutions of said Interlocal, which require financial statements and
financial reports to be prepared in conformity with said act of the school year
2009-10.
NOW
THEREFORE BE IT RESOLVED, by the Board of Directors of Three Lakes Educational
Cooperative, #620, Osage County, Kansas, in regular meeting fully assembled
this 20th day of July, 2009, that the Board requests the Director of Accounts
and Reports to waive the requirements of said law as they apply to the Three
Lakes Educational Cooperative for the school year 2009-10.
BE
IT FURTHER RESOLVED, that the said Board shall cause
its financial reports of said Interlocal Cooperative to be prepared on the
basis of cash receipts and disbursements as adjusted to show compliance with
the cash basis and budget laws of the state.
Motion was seconded by Brian
Lacey and it passed 6-0.
Adopt Home
Rule Resolution
Lisa Reece made the motion to
adopt the Home Rule resolution with the following motion:
RESOLUTION TO ESTABLISH HOME
RULE BY BOARD OF DIRECTORS
Mr. President, I move the
adoption of the following resolution:
RESOLUTION
WHEREAS, The Board of Directors of
Interlocal 620, Osage County, Kansas, has determined that the exercise of
powers granted by the legislature is of benefit to the board and local patrons;
and
WHEREAS,
WHEREAS, The Board intends to adopt
policies that the board deems appropriate to perform its constitutional duty to
maintain, develop and operate local public schools and
WHEREAS, The Board acknowledges that
the power granted by law shall not be construed to relieve the board from any
obligations to comply with state law; and
WHEREAS The Board acknowledges that
the powers granted by law shall not be construed to relieve any other unit of
government of its duties and responsibilities prescribed by law; and
WHEREAS, The Board acknowledges that
the powers granted by law do not create any responsibility on the part of the
Interlocal to assume the duties or responsibilities that are required of
another unit of government:
NOW THEREFORE, BE IT RESOLVED, by
the Board of Directors of Interlocal 620,
ADOPTED by the Board of Directors of
Interlocal 620, Osage County, Kansas the 20th day of July 2009.
Motion was seconded by Tanyea
Bingham and it passed 6-0.
Rescind Organizational Policy
Actions
This agenda item was delayed
until after reviewing and approving the recommended KASB policy and handbook
revisions.
Reimbursement
Rate for Mileage
Board policy has established
that the coop follows the state rate for reimbursement of mileage. The state rate for 2009-10 will be .55 cents
per mile. The state rate for 2008-09 was
.50.5 cents per mile. Motion was made by Zac Anshutz and seconded by
Lisa Reece to pay the state rate of .55 cents per mile for mileage. Motion
passed 5-1. (Kirsop no)
DISTRICT CONSULTATION
Review of
Coop Structure
Dr. Barnhart explained that
there are three types of special education organizations. There are single district coops where
districts provide for all of their own special education services. These are chiefly located within the larger
districts. Secondly, there are sponsoring district coops. Sponsoring district coops have a director but
no board. The sponsoring district board
makes all decisions regarding the coop.
Lastly, there are Interlocals.
This is the form of coop we have.
Interlocals have the entire same legal obligation as a district. Our Interlocal has an advisory board of
superintendents and a voting board made up of a representative from each
district. Cooperative board members are
responsible for all special education students within the six districts. The local districts help to fund services
provided by the coop through local assessments based on a percentage of their
audited September 20th FTE. A
handout regarding the history of local assessments was distributed as well as,
an overview of the cooperative.
Request
List of Alternate BOE Members for Records
Dr. Barnhart reminded board
members of the need for each district to appoint an alternate in the event they
will be absent. This will help to ensure
a quorum would present
at all board meetings.
KASB Recommended Board Policy
Changes
KASB Recommended Handbook Updates
Dr. Barnhart reviewed the
KASB recommended policy and handbook changes with the board. Lisa Reece made the motion to rescind all organizational
policy actions made during July 2008 and adopt all amended and current written
policies and handbooks for the 2009-10 school year. Motion was seconded by Zac Anshutz and it
passed 6-0.
Destruction of Records
Ken
Kirsop made the motion to approve the destruction of records resolution as
presented. Motion was seconded by Pat
Bean and it passed 6-0.
RESOLUTION
Be
It Resolved That:
The
Board of Directors of Three Lakes Educational Cooperative shall authorize the
clerk of the board to destroy the following records pursuant to K.S.A. 72-5369
and 72-5370:
Bank
Statements & Deposit Slips 1998-99
Payroll
Accounting Records 1998-99
Cancelled
checks 1998-99
Vouchers and Purchase
Orders 1998-99
General Correspondence 2001-02
Expired Insurance
policies 2001-02
Time Cards 2001-02
Sick leave reports 2001-02
Interlocal
Agreement
Dr.
Barnhart reported that she and the superintendents will be reviewing and making
changes to the Interlocal agreement next month. The current agreement has been in place
since 1999 and there are some things that need updating.
August Schedule
Included in the packets, was
a copy of the trainings scheduled for August.
Dr. Barnhart reviewed this information.
Board members are welcome to attend any or all of the inservice
activities offered by the coop. Zac Anshutz, board president, agreed to welcome
new staff on August 3rd and all certified staff at the August 4th
inservice.
Diploma
vs. Certificate of Attendance
Dr. Barnhart reviewed
information with the superintendents on Friday regarding diplomas and
certificates of attendance. Parents may
elect to keep their child in school until the age of 21. When this happens, districts need to make
certain they are coded correctly so as not to affect graduation rates for the
district.
Adopt
for Retired Personnel Certified Employee Contract
Dr. Barnhart reviewed the
retired personnel certified employee contract with the board. This additional contract was created because
of the new laws regarding employment of KPER’s retirees. Motion was made by Zac Anshutz and seconded by Tanyea
Bingham to adopt the retired certified employee contract. Motion passed 6-0.
COF
Guidelines
Dr. Barnhart provided
information to the board regarding our past, as well as, current procedures for
COF. Dr. Barnhart recommended that we
continue to follow the current guidelines of allowing students to phase into
COF during their last year of enrollment in the school district. Pat Bean made the motion to approve the COF
guidelines as recommended. Motion was
seconded by Ken Kirsop and it passed 6-0.
Approve
VPL
Instead of dropping VPL
services all together, it was decided last month to continue for one more year
with a reduction in services because the majority of the districts now have
VPL. Dr. Barnhart noted the reduction in
services from 24 slots to 10 slots decreased the price from $13,400 to
$6,000. Lisa Reece made the motion to
accept the VPL contract for $6,000 as stated and to re-evaluate for next
year. Motion was seconded by Zac Anshutz
and it passed 6-0.
Adopt
FEMA Resolution
The coop has been working
with Osage County Emergency Management regarding establishment of a plan in the
event of a disaster. Should such a disaster in the community
occur, they have requested possible use our buses to evacuate people. It is also important that we adopt the Osage
County Multi-Hazard Mitigation Plan.
Motion was made by Lisa Reece and seconded by Zac Anshutz to adopt the
plan as presented. Motion passed 6-0.
Infinitec
Student Award
A student from the West
Franklin district has received an award from Infinitec for their use of
technology to change their life. The
student will be recognized at a banquet at Emporia State University. Typically, the coop has paid for the dinner for
the student, their parents, the nominating teacher and other district personnel
directly involved with the student.
Motion was made by Zac Anshutz to support this nomination. Motion was seconded by Pat Bean. Motion passed 6-0.
Parking
Lot Bid
The original bid to level and
asphalt the parking lot was $25,000 and it was determined that in these tight
budget times it was best to forgo this expense.
However, in the interest of safety and liability, it was decided to
research the cost to level the parking lot with rock. A quote was obtained from Bean Masonry for
$6,605. Motion was made by Tanyea
Bingham and seconded by Ken Kirsop to accept the bid as presented. Motion passed 6-0.
School
Recruiter & Haberman Star Teacher Screener
This was information for the
superintendents on Friday.
Braille
Contract
There is a student need to
have a math book transcribed. A Braille
transcriptionist has agreed to do this at a cost of $17.50 per hour. A copy of the contract which Dr. Barnhart
recommends be approved was distributed.
Motion was made by Lisa Reece and seconded by Pat Bean to accept the
contract as presented. Motion passed
6-0.
Authorize
Handwritten Check
It was requested that the
board authorize the clerk to prepare a handwritten check to pay for the recent
building repairs. A copy of the bill was
distributed. Motion was made by Ken
Kirsop and seconded by Tanyea Bingham to authorize payment to Oest Construction
in the amount of $9,391. Motion passed
6-0.
Negotiations
Tanyea Bingham made the
motion to enter executive session for a period of twenty-five minutes beginning
at 8:55 p.m. with board, superintendents and administration present for the
purpose of discussing matters relating to employer-employee negotiations. Justification of the executive session is to
protect the public interest in negotiating a fair and equitable contract. Lisa Reece seconded the motion and it passed 6-0. The meeting returned to open session at 9:20
p.m. There was no action taken.
Ken
Kirsop made the motion to approve the PDC transcripts and points as listed.
Motion was seconded by Pat Bean and it
passed 6-0.
Zac
Anshutz made the motion to approve the 2009-14 PDC Plan. Motion was seconded by Tanyea Bingham and it
passed 6-0.
Dr. Barnhart reviewed the personnel
requests. It was noted that the coop
will attempt to contract with a parent who is currently driving to the Kansas
School for the Deaf to provide transportation for another student. Lisa Reece made the motion to approve all
personnel changes as listed.
A. TERMINATIONS
None
B. RESIGNATIONS
Verbal
1. Debbie
Wilson, paraeducator at LHS.
2. Erin
Seastrom, paraeducator at Burlingame Jr/Sr High.
3. Karen Stadler, contracted transportation.
C. NEW
PERSONNEL
1.
Bonnie Ritneour-Nelson, paraeducator
at CAC.
D. TRANSFERS
1. Ashley
Kellum, paraeducator at BES transfers to Burlingame preschool.
2. Cathy Jaap,
paraeducator at Osage City preschool transfers to OCES.
Motion was seconded by Zac
Anshutz and it passed 6-0.
Discussion Items
There were no additional
items discussed.
Motion was made by Lisa Reece
and seconded by Pat Bean to adjourn the meeting at 9:40 p.m. Motion passed 6-0. The next regular board meeting will be held MONDAY,
AUGUST 17, 2009, at 7:00 P.M. at the Cooperative office in Lyndon.
__________________________________________
Laura
Hogelin, Clerk
_____ Approved
__X__ Unapproved 7-20-09