January 6, 2025 at 6:00 PM - Organizational Meeting
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1) Call to Order of Organizational Meeting and roll call of Board Member attendance
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2) Consider approval of the agenda
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3) School Board Reorganization
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3)1. Select Chair
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3)2. Select Vice-Chair
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3)3. Select Clerk
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3)4. Select Treasurer
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4) Consider committee appointments for 2025
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4)1. Activities (2 members)
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4)2. Facilities (2 members)
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4)3. CACR/WBW (2 members)
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4)4. Personnel/Finance (3 members - Board Chair is typically one of them) (includes negotiators for ED MN, Local 70 and non-union contracts and assignments)
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5) Conisder other representative appointements for 2025
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5)1. Community Education (1 member)
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5)2. IASC (1 member and 1 alternative)
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5)3. Legislative Liason (1 member)
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5)4. MSHSL (1 member)
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5)5. All committees/representative alternate (1 member)
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6) Interest from experienced board members to mentor new members to the board.
Description:
Per School Board Handbook: The district recognizes the importance of supporting new board members as they transition into their roles. To facilitate this, the district has implemented a mentorship program designed to provide guidance, support, and valuable insights. Each new board member will be paired with an experienced mentor who will help them navigate their responsibilities and become effective contributors to the board. This mentor will be a seasoned board member with a deep understanding of the district’s operations, policies, and culture. The assignment will be made by the board chair in consultation with the superintendent to ensure a good match based on experience and areas of expertise. To support you in this transition, you and your mentor will use the MSBA New Board Member Orientation Year At-a-Glance to guide you through your first year. This program aims to provide you with the knowledge, tools, and support necessary to become an effective and confident board member. Mentor and mentee should schedule a time before each school board meeting to check-in regarding the upcoming agenda, policies, and procedures. Our orientation program is structured to ensure you receive a balanced combination of printed materials, hands-on training, and personal mentorship. Throughout the year, you will engage in various learning sessions, attend MSBA training events, and participate in board meetings and district activities. These experiences are designed to deepen your understanding of board operations, district policies, and educational goals. By the end of your first year, you will have a solid foundation to effectively contribute to the board's mission of providing quality education for all students. Mentors are encouraged to attend the workshops and trainings with the mentees to make the information more relevant and specific to the district.
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7) Consider the 2025 School Board Meeting Calendar
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8) Consider posting places for meeting dates and special meetings
Description:
You have set your meeting dates and you need to publish or post your regular meeting schedule. That is all you need to do. You do not need to post your meeting agendas. Special meetings however are different. I recommend the official posting locations as the hallway outside the district office, the U.S. Post office and the school district website.
Note FYI only: The process of posting all meetings at the beginning of the year is sufficient with MSBA. The only time the notice needs to be posted is 3 days in advance is for special meetings. |
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9) Authorize Superintendent and Business manager as responsible authorities for state reporting, electronic funds transfer, and to sign agreements of pledged collateral.
Description:
You need to authorize Sue Hoeft as Superintendent and Haley Walsh as Business Manager as responsible authorities for state reporting, the electronic transfer of funds, making investments, and to sign agreements of pledged collateral.
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10) Consider Facsimile Signatures and Designation of Powers for Financial Institutions
Description:
The superintendent & business manager need to have the "authority to exercise", as per Corporate Authorization Resolutions on file at the Northwoods Credit Union. Numerous people oversee account activity at the NorthView Bank. Your action authorizes signatures and grants decision-making authority at each institution. Attached is a copy of the authorizations. I recommend authorizing signatures and decision-making to the positions/employees indicated. This is required annually, even if no changes from prior year.
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11) Consider Temporary use of Current Facsimile Signatures if Chair and Clerk Change
Description:
If changes occur, you must take action on this item to authorize temporary use of the old signature plate. If there are no changes, this resolution is not necessary. The process for changes in a new signature plate takes about a month. A new chair and/or clerk will need to give Ashley signatures after the meeting. New signatures are provided to ARCC and they are then affixed to all the district accounts payable and payroll checks.
***Possible Action*** |
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12) Consider Official Depositories
Description:
The district is currently using the Minnesota School District Asset Fund (MSDLAF) and the NorthView Bank. MDE wires all deposits to MSDLAF. Haley wires money from MSDLAF to NorthView for payroll and accounts payable. I recommend naming the NorthView Bank and the MSDLAF as depositories.
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13) Consider Mileage Reimbursement Rate
Description:
As of January 1, 2025, the IRS mileage rate is $0.70 per mile. The recommendation is setting the mileage reimbursement rate for 2025 as "the current IRS rate for all employees unless a contract is in place stipulates differently."
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14) Consider Resolution regarding School Board Member Compensation
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15) Review of Code of Ethics policy 209 and chain of command for school related issues
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16) Adjournment
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