Meetings

Colorado Springs School District 11

REGULAR BOARD OF EDUCATION MEETING

Tesla Auditorium, 2560 International Circle, CSC 80910
Executive Session Begins at 5:30 p.m., the Regular Board Meeting Begins at 7:00 p.m.
November 19, 2008
7:00 PM
Back Print
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) X legal advice [per C.R.S. 24-6-402(4)(b)] [particular matter: Superintendent's Compensation/Contract];
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: Superintendent's Compensation];
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.-7:00 p.m. The Board of Education will reconvene into regular session at approximately 7:00 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 -
  Doherty Senior Wins State Titles
Doherty High School senior student Brittnee Martinez is the 2008 Class 5A all-around gymnast champion for the State of Colorado. Brittnee used an incredible high bar routine to secure the win and a championship score of 38.95 to defeat the returning three-time state champion from Loveland High School. Brittnee also won state titles on the uneven bars and the vault and led the Doherty Spartan girls' gymnastics team to a third-place finish in state competition Oct. 31. The Doherty gymnastics coach is Mark Cummings.

Wasson Magnet Student Is Named to All-State Women’s Jazz Choir
Wasson High School junior Brianna Walker was named to the All-State Women’s Jazz Choir. Brianna, who is a member of the Wasson Arts Magnet Jazz Choir, was chosen as one of 16 top singers in the state. Her group, which will participate in the Colorado Music Educators Association Conference, will perform in concert on Jan. 24 at 2 p.m. at the Broadmoor. Selection to the All-State Women’s Jazz Choir is considered one of the most prestigious achievements possible for high school choral students. The Wasson vocal music teacher is Reneé Tabet.
Presenter: Mr. John Keane
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. ACTION ITEMS
B.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.

B.2 - Contract Awards
 

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.

B.3 - Budget Transfers, Appropriations and FTE Approvals - 10 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.  
Presenter: Mike Poore
Ref. Page: 8

 Recommendation That the Board of Education approves the contingency transfer of $20,400 for the continuation and finalization of the school utilization project.
B.4 - Certification of Election Results for the 2008 General Election - 10 minutes
 The District placed a Mill Levy Override question on the November 4, 2008, General Election ballot. Once the Clerk/Recorder has finalized the count and the results of the election have been canvassed by the El Paso County Canvass Board, the election results will be certified to the District.


Presenters: Mr. Gustafson/Mr. Elliott
Ref. Page: 9
 Recommendation That the Board of Education authorizes the Executive Director of Procurement and Contracting, who is also the Designated Election Official, to certify the results of the 2008 election held on November 4, 2008, once the final election results have been received from the El Paso County Clerk and Recorder.
B.5 - 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. Page: 10
 Recommendation That the Board of Education approves the November 19, 2008, Personnel Recommendations, as submitted by the Administration.
C.NON-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 - Mill Levy Certification - 15 minutes
 State law requires the Board of Education to certify the school district mill levy no later than December 15, 2008 to the El Paso County Treasurer and Board of County Commissioners, for 2008 property taxes to be collected in 2009.
Presenters: Mr. Gustafson/Ms. Kluck
Ref. Pages: 11-12
 Recommendation That the Board of Education approves the District 11 mill levy as shown in the attached resolution.
C.3 - 403 (b) Tax Sheltered Annuity Plan Document - 30 minutes
 In late 2007 the Internal Revenue Service (IRS) issued new regulations that required sweeping changes to section 403(b) of the Internal Revenue Code.  After years of random implementations and variable compliance measures, the IRS decided to promulgate new regulations to standardize 403(b) compliance across the education and health care industries.  The new rules place the fiduciary responsibility of plan administration squarely on the District's shoulders by requiring the adoption of a plan document, election of plan provisions, and compliance with various IRS regulations including Maximum Exclusion Allowance (MEA) calculations, loan and hardship withdrawal provisions, and timely remittance to vendors.
Presenter: Mr. Gustafson
Ref. Pages: 13-36
 Recommendation That the Board of Education approves the Adoption Agreement for the 403(b) Plan Document for Public Education Organizations and the 403(b) Plan document as submitted by the administration and Voluntary Retirement Plan Employee Committee.
C.4 - Acceptance of the Vision/Mission and Message Platform in Concept - 30 minutes
 During the August 20, 2008, branding work session Boatz-Knutsen presented their final report to the Board of Education and proposed the following next steps:
•Embrace and approve the vision/mission, direction and message platform in concept
•Send any comments to Elaine Naleski by Friday, August 29, 2008 
•Leadership will roll this out to internal staff beginning Tuesday, September 2, 2008 
•Make it your own; integrate now into all you say and do, within the district and to all external circles
•Hold yourselves and every level accountable for changing the way they communicate and for delivering on the evolved vision/mission.
 
The Board of Education will discuss this topic.
Presenter: Ms. Elaine Naleski
 Recommendation That the Board of Education accept the vision/mission and message platform in concept and direct the administration to develop policies and procedures to ensure brand consistency in all school/district communication vehicles.
D.REPORTS AND DISCUSSION ITEMS
D.1 - FY 07-08 Comprehensive Annual Financial Report (CAFR) Info Only - 60 minutes
 

State statutes require an annual audit by a certified public accounting firm of the District's Comprehensive Annual Financial Report (CAFR). This audit is required to be received by the Board of Education by November 30 each year.  The District's financial statements are prepared in conformity with Generally Accepted Accounting Principals (GAAP) for school districts.  The District's auditors, McGladrey & Pullen, LLP, have given the District an unqualified opinion (the highest assurance) on the District's FY 07-08 CAFR.

Attached are the following documents:

  • Transmittal Memorandum
  • Summary Sheet
  • Materials, Discussion and Analysis Report

Under separate cover:

  • Statement of Auditing Standards (SAS 114) (contains the Audit Management Letter)

Presenters: Mr. Struck/Ms. Bohnsack
Ref. Pages: 37-53 & USC 

D.2 - Update: Emerson-Edison Community Meetings - 20 minutes
 Board of Education reviews an update on Emerson-Edison Community Meetings and the plan to present to CDE.

There will be a Work Session on December 3, 2008. Public Hearing on the restructuring of Emerson-Edison and non-action item on December 10, action on December 17, 2008.
D.3 - 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.

D.4 - Other Discussion Items
 
Board members will have the opportunity for open discussion.
D.5 - Board Subcommittee Reports
 
Board members will have the opportunity to report on their respective subcommittees.
E.FUTURE AGENDA ITEMS
E.1 - New Agenda Items from Board Discussion
 
Board members have the opportunity to bring forward items for a future agenda.
E.2 - Board Approval of School Improvement Plans (SIPs)
 Non-action December 10, 2008
E.3 - School Utilization
 
  1. Phase I (November): draft plan to steering committee & administration develops recommendation
  2. Phase II (December): draft plan/recommendation goes to staff
  3. Phase III (January): draft plan/recommendation goes to community
  4. Phase IV (February): draft plan/recommendation to the Board of Education: hearing, non-action, action

The Board of Education will be provided updates under Reports & Discussion Items November-January. Possible work session on the Draft Plan February 4, followed by a public hearing, non-action on February 11 and action February 25, 2009.

E.4 - Development of 2009 Legislative Agenda
 Work Session Fall of 2008 
E.5 - Magnet School Concepts - TBD
 

Magnet School Concepts will be presented sometime after the November elections.

E.6 - Choice Permit Policy Discussion - TBD
 The Board of Education will discuss the choice permit policy at a future meeting
F.ADMINISTRATION’S TASK LIST REVIEW AND UPDATE
F.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: 54-57
G.CALENDAR REVIEW AND UPDATE
G.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:

  • November 19, 2008, regular meeting
  • December 3, 2008, work session
  • December 10, 2008, regular meeting
  • December 17, 2008, regular meeting

Ref. Pages: 58-66

H.ADJOURNMENT