Meetings

Colorado Springs School District 11

REGULAR BOARD OF EDUCATION MEETING

Boardroom, Main Administration Building, 1115 N. El Paso Street, Colorado Springs, CO 80903

August 13, 2008
5:30 PM
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A. PRELIMINARIES
A.1 - Call to Order -
A.2 - Roll Call -
 
Roll Call
Charles Bobbitt, Director
John Gudvangen, Treasurer
Tami Hasling, President
Sandra Mann, Director
Bob Null, Director
Tom Strand, Vice-President
Janet Tanner, Secretary
A.3 - Moment of Silence -
A.4 - Adoption of the Agenda -
 
The agenda presented to the Board in the Board’s packet will be considered for approval at this time. A Board Director or the Superintendent may request to, add, delete or table an item, i.e., an emergency school closure approval action that is in accordance with Policies. Board Directors shall make a separate motion for each item they seek to have added, deleted, or tabled. Reordering items on the agenda requires approval of a single motion with a majority vote of the quorum present.

A Board Director’s request that a non-emergency item be added to the agenda, as action shall require for approval a two-thirds majority of the entire Board. The Director making the request shall provide a copy of the motion and materials to all Board Directors.
 
A Board Director’s request that a non-emergency item be added to the agenda, as non-action shall require for approval a majority of the quorum present. The Director making the request shall provide a copy of the motion and materials to all Board Directors.
  Recommendation 
That the Board of Education adopts the agenda, as presented (and/or amended).
A.5 - Executive Session -
 
The Board of Education may, under state statutes, go into Executive Session to discuss matters pertaining to:
1) property transactions [per C.R.S. 24-6-402(4)(a)] [particular matter:];
2) legal advice [per C.R.S. 24-6-402(4)(b)] [particular matter:];
3) security arrangements or investigations [per C.R.S. 24-6-402(4)(d)] [particular matter:];
4) negotiations [per C.R.S. 24-6-402(4)(e)] [particular matter: ];
5) X personnel [per C.R.S. 24-6-402(4)(f)] [particular matter: principals];
6) individual student(s) [per C.R.S. 24-6-402(4)(h)] [particular matter: ];
7) documents that may not be disclosed under the Colorado Open Records Act [per C.R.S. 24-6-402(4)(g)] [particular matter ]; and
8) matters required to be kept confidential by state or federal law [per C.R.S. 24-6-402(4)(c)][specific legal citation:].

Executive Session from approximately 5:30 p.m.-6:30p.m. The Board of Education will reconvene into regular session at approximately 6:30 p.m.
  Recommendation 
To convene into Executive Session. The Board of Education may, under state statutes, go into Executive Session to discuss matters pertaining to property transactions, legal advice, security arrangements or investigations, negotiations, personnel, individual students, documents that may not be disclosed under the Colorado Open Records Act and matters required to be kept confidential by law.
A.6 - Pledge of Allegiance -
  The Board of Education invites the public in attendance to stand and recite the Pledge of Allegiance to the flag of the United States of America.
A.7 - Good Things -
A.8 - Modification of the Agenda -
 
A Board Director, by a motion, or the Superintendent (via a recommendation for a motion), may cause the modification of the previously approved agenda only for the following reason:

Required action following discussion in Executive Session.
  Recommendation  That the Board of Education adopts the agenda modifications.
A.9 - Citizen Comments -
 
The Board as a representative body of the District wishes to provide an avenue for any citizen to express his/her interest and concerns for the schools. Accordingly, the public is cordially invited to attend Board meetings. Meetings of the Board are conducted for the purposes of carrying on the business of the Board and are closed to the public only during executive sessions. There are three 20-minute time periods designated for Citizens’ Comments:

1.) During the Preliminaries section of the agenda, as the last item before the start of the Consent Items for the purpose of addressing other concerns that are not Action or Non-Action items on the agenda,
2.) At the beginning of Action for the purpose of addressing action items only, and
3.) At the beginning of Non-Action for the purpose of addressing Non-Action items only.
 
Except when otherwise specified by the Board President, comments by individual citizens in a given time period shall be limited to three minutes with a 30-second warning on the time limit.
 
In order that the Board may fairly and adequately discharge its overall responsibilities, citizens who wish to make requests, representations or proposals to the Board are requested to direct these to the Superintendent, who will deal with them according to the regulations approved by the Board. Ref: Policy BEDH/BEDH-R.
B. CONSENT ITEMS
B.1 - Adoption of Consent Items - 2 minutes
 

Consent items are placed in the consent portion of the agenda.  If board members have any questions concerning these items, they should be directed to the Superintendent or designee prior to the board meeting.  If discussion is required on any one of the items, it may be removed from the consent agenda. Those items indicated as being consent items will be adopted by one single motion unless a member of the board requests an item be removed from the consent agenda.

 Recommendation 

To adopt all consent items as designated in the agenda. Consent items: 

  • B.2. Approval of Board Meeting Minutes
    • B.2 - Approval of Board Meeting Minutes
     Ref. Pages: Under Separate Cover
     Recommendation That the Board of Education approves the minutes of the June 25, 2008, regular meeting, the July 9, July 23 and August 5, 2008, special meetings. All minutes are available on the district website after approval by the Board of Education.
    C.ACTION ITEMS
    C.1 - Citizens' Comments
     
    The Board as a representative body of the District wishes to provide an avenue for any citizen to express his/her interest and concerns for the schools. Accordingly, the public is cordially invited to attend Board meetings. Meetings of the Board are conducted for the purposes of carrying on the business of the Board and are closed to the public only during executive sessions. There are three 20-minute time periods designated for Citizens’ Comments:

    1.) During the Preliminaries section of the agenda, as the last item before the start of the Consent Items for the purpose of addressing other concerns that are not Action or Non-Action items on the agenda,
    2.) At the beginning of Action for the purpose of addressing action items only, and
    3.) At the beginning of Non-Action for the purpose of addressing Non-Action items only.
     
    Except when otherwise specified by the Board President, comments by individual citizens in a given time period shall be limited to three minutes with a 30-second warning on the time limit.
     
    In order that the Board may fairly and adequately discharge its overall responsibilities, citizens who wish to make requests, representations or proposals to the Board are requested to direct these to the Superintendent, who will deal with them according to the regulations approved by the Board. Ref: Policy BEDH/BEDH-R.
    C.2 - Contract Awards - 20 minutes
     
    The purpose of this agenda item is to have a standing agenda item in place on a continual weekly basis. This agenda item will be used for capital investment and other contracts. Timing of contract actions is such that it will require continual expeditious board approval of contracts. Some weeks will not have any contracts, while many other weeks will have lists of proposed contracts for board approval. Each week a reference will be submitted listing any proposed contract actions with appropriate information. Solicitation documents and information about each procurement action are available for examination and review in the Business Office.

    Presenters: Mr. Gustafson/Mr. Elliott
    Ref. Pages: 8-9
     Recommendation Approval of Intergovernmental Agreement C2009-0023 with the Coalition for a Thorough and Uniform Colorado Public Education System
    Recommend the Board of Education approve an Intergovernmental Agreement with the Coalition for a Thorough and Uniform Colorado Public Education System for FY 08-09 in the amount of $29,462.80 to cover annual lobbying costs.

    Approval of Intergovernmental Agreement C2009-0046 for the 2008 General/Coordinated Election
    Recommend the Executive Director, Procurement and Contracting, execute the IGA for the 2008 General/Coordinated Election to be held on November 4, 2008, at an estimated cost of $103,126.
    C.3 - Budget Transfers, Appropriations and FTE Approvals - 20 minutes
     

    Board Policy DBJ-Budget Transfers requires the board to approve budget transfers for any fund when: (1) the aggregate amount to be transferred to support any line item, single issue or purpose exceeds $100,000; or (2) the accumulation of budget transfer needs is expected to significantly impact the annual budget; or (3) transfers from one major function category to another major function category exceed $20,000 or (4) strategic plan resource allocations need to be re prioritized. Board approval is also required for general fund contingency transfers over $50,000, or in the event the contingency reserve will be reduced by more than 25% for the fiscal year. Board policy DBJ also states that all capital reserve fund project budget appropriations shall be approved by the board; therefore, any transfer of unspent, or unencumbered monies to other projects, shall be approved by the board. CRS-32-109 (1) (f) (l) states the Board of Education has the specific duty to employ all personnel...and to fix and order paid their compensations. Since the budgetary impact of adding a new position must first be considered prior to the hiring process, Board approval is required when there is a proposed change to the authorized staffing level. 
    Presenters: Mr. Gustafson/Ms. Kluck/Mr. Elliott/Mr. Poore
    Ref. Pages: 10-15

     Recommendation 

    Preschool Fund Appropriation Increase
    That the Board of Education approves the increase in appropriations to the Preschool Fund from $2,206,702 to $2,300,197.

    Reutilization Contract
    Recommendation 1: That the Board of Education approves a contingency fund transfer for a K-12 School Utilization Study in the amount of $124,960.
    or
    Recommendation 2: That the Board of Education approves a contingency fund transfer for a K-5 School Utilization Study in the amount of $86,235.

    Bridges to Opportunity Program (5th Year)
    That the Board of Education approves the $124,965 General Fund contingency transfer to fund the Bridges to Opportunity program for FY08/09.

    C.4 - Personnel Recommendations-2 minutes
     The Division of Human Resources provides for consideration a list of Personnel Recommendations. The Board may remove an individual personnel recommendation for separate consideration by amending the original motion to approve the recommendation list.
    Presenters: Dr. Thurman/Mr. Schenkel
    Ref. Pages: 16-38
     Recommendation That the Board of Education approves the August 13, 2008, Personnel Recommendations, as submitted by the Administration.
    D.NON-ACTION ITEMS
    D.1 - Citizens' Comments
     
    The Board as a representative body of the District wishes to provide an avenue for any citizen to express his/her interest and concerns for the schools. Accordingly, the public is cordially invited to attend Board meetings. Meetings of the Board are conducted for the purposes of carrying on the business of the Board and are closed to the public only during executive sessions. There are three 20-minute time periods designated for Citizens’ Comments:

    1.) During the Preliminaries section of the agenda, as the last item before the start of the Consent Items for the purpose of addressing other concerns that are not Action or Non-Action items on the agenda,
    2.) At the beginning of Action for the purpose of addressing action items only, and
    3.) At the beginning of Non-Action for the purpose of addressing Non-Action items only.
     
    Except when otherwise specified by the Board President, comments by individual citizens in a given time period shall be limited to three minutes with a 30-second warning on the time limit.
     
    In order that the Board may fairly and adequately discharge its overall responsibilities, citizens who wish to make requests, representations or proposals to the Board are requested to direct these to the Superintendent, who will deal with them according to the regulations approved by the Board. Ref: Policy BEDH/BEDH-R.
    D.2 - Procedures for the Modification of the 2008 Mill Levy Override (MLO) - 15 Minutes
     Procedures for the modification of the 2008 MLO plan have been developed for the purpose of supporting effective decision-making by the Board of Education and for the development and adoption of the election question prior to the county deadline.
    Presenter: Mr. Gustafson
    Ref. Page:     39
     Recommendation That the Board of Education approves the MLO plan amendment procedures, as submitted by the Administration.
    D.3 - 2008 Mill Levy Override Election Question - 60 Minutes
     Attached is the 2008 Mill Levy Override Election Question as drafted by the District's legal counsel, HRO.  We are still working on the mill levy calculation and will provide those numbers at a later date.
    Presenter: Mr. Gustafson
    Ref. Pages:     40-44
     Recommendation That the Board of Education approves the 2008 Mill Levy Override Election Question Resolution, as submitted by the Administration.
    D.4 - 2008 Mill Levy Override Governance Plan - 30 Minutes
     The structure, format and language of the 2008 MLO Election Question is of a legal nature and heavily dictated by state statute and the Colorado Constitution.  In order to supplement the Election Question with appropriate oversight details, the administration has presented a draft Governance Plan for consideration by the Board of Education.
    Presenter: Mr. Gustafson
    Ref. Pages:     45-48
     Recommendation That the Board of Education approve the 2008 Mill Levy Override Governance Plan, as submitted by the Administration.
    D.5 - Veritas Charter School Permission to Apply to CSI
     Representatives from the Veritas Academy Charter School met with district staff to discuss the charter school's program and the feasibility of becoming chartered through District 11.  Veritas is seeking to locate in a manufacturing building on North Nevada for a school location.  The school plans to open in 2009.  The district needs to either grant permission to Veritas to apply to the Charter School Institute (CSI) or allow them to apply for a district charter.
    Presenter: Mr. Gustafson
    Ref. Pages: 49-56
     Recommendation That the Board of Education approves the resolution to grant permission to Veritas Academy to apply to the Colorado Charter School Institute, as submitted by the Administration.
    D.6 - Revision to Board Policy IJOA: Field Trips - 20 minutes
     In order to ensure student and staff safety and limit District 11 liability, it is necessary to develop specific guidelines regarding Field Trips. A collaborative effort has been undertaken in order to clarify and update D11’s Field Trip Policy for our students and staff. A subcommittee was convened to review the current policy and make recommendations.
    Presenters: Mr. Poore/Mr. Stull
    Ref. Pages:     57-70
     Recommendation That the Board of Education approve the revisions to policy IJOA as submitted by the policy subcommittee and Administration.
    E.REPORTS AND DISCUSSION ITEMS
    E.1 - Superintendent/Administrative Reports
     

    This agenda item is reserved for presentations, status reports, and announcements to the Board by the Superintendent and the Administration that have not been provided as information only in the Board packets. Unless otherwise directed by the Board, annual and standing reports not requiring Board action are to be provided in hard copy for information only in the Board Director packets. The superintendent has the opportunity to report on a range of topics during this time.

    • Overview of CSAP Performance-20 minutes (Dr. Bishop/Dr. Demi-Smith)
    • Bridges to Opportunity (dropout retrieval & 5th year options)-15 minutes (Dr. Bishop/Mr. Poore)
    • Achieve K12 online-15 minutes (Dr. Bishop/Mr. Poore)
    E.2 - Other Discussion Items
     
    Board members will have the opportunity for open discussion.
    E.3 - Board Subcommittee Reports
     
    Board members will have the opportunity to report on their respective subcommittees.
    F.FUTURE AGENDA ITEMS
    F.1 - New Agenda Items from Board Discussion
     
    Board members have the opportunity to bring forward items for a future agenda.
    F.2 - New Policy IHBAA-Response to Intervention
     This policy will be non-action on August 27, 2008
    F.3 - August 2008: Superintendent Search
     The Board of Education will discuss a timeline and criteria for the upcoming superintendent search.
    F.4 - Development of 2009 Legislative Agenda
     Work Session Fall of 2008 
    F.5 - Choice Permit Policy Discussion - TBD
     The Board of Education will discuss the choice permit policy at a future meeting
    F.6 - Buena Vista Montessori Magnet - TBD
     

    The Buena Vista Montessori Magnet will be presented to the board at a future date, to be determined. Included in the discussion will be a boundary adjustment and the preschool program expansion

    F.7 - 403 (b) Tax Sheltered Annuity Plan Document - TBD
     Date of presentation: TBD
    G.ADMINISTRATION’S TASK LIST REVIEW AND UPDATE
    G.1 - Task List Review 2 minutes
     
    The Administration Task List consists of requests from Board directors for information/analysis within specified time lines and will be reviewed and updated during this time. These requests should primarily be tasking for information/analysis and should not be for the scheduling of future agenda items. A recommendation should be included with the task for the purpose indicating as whether or not it needs to be included on the Calendar. Items may be added to the task list with the agreement of four Board Directors as indicated by head nods.
    Ref. Pages: 71-74
    H.CALENDAR REVIEW AND UPDATE
    H.1 - Calendar Review 2 minutes
     

    The Board's Calendar will be reviewed and updated during this time. Items may be added to the Calendar with the agreement of four Board Directors as indicated by head nods. To look at district events and to access the District Calendar go to our home page at www.d11.org. On the left hand side of the screen, click on Calendars, then D11 Calendars. In the center of that page, in the drop down box, select District Calendar.

    Upcoming meetings/events:

    • August 13, 2008 (1st regular meeting of the 2008/09 school year)
    • August 20, 2008, work session (Branding Campaign)
    • August 27, 2008, regular board meeting
    • September 10, 2008, regular board meeting
    • September 24, 2008, regular board meeting

    Ref. Pages: 75-82

    I.ADJOURNMENT