December 12, 2023 at 4:00 PM - Regular Board Meeting -REVISED

Description:  The Trustees reserve the right to take items in a different order to accomplish business in the most efficient manner.

Description:  The public will be invited to make comments at this time on agenda action items, where such comments shall be limited to one and a half minutes per person.  Anyone with comments on action items that will take more than one and a half minutes is encouraged to put their testimony in writing and provide a copy to the Board prior to or at the meeting. These copies will not be read aloud, but will be added to the minutes of the meeting upon request.  

Description:  Information concerning the following consent items has been forwarded to each Board Member for study prior to this meeting.  Unless a Trustee or individual organization interested in one or more consent items has any questions concerning a particular item, the items are approved at one time by the Board of Trustees.  The Board President may defer action on such a particular matter or matters at his or her discretion, and may choose to place the same at the end of the regular agenda for separate consideration. 
 

Description:  Attached are Minutes of the Regular Board Meeting of November 14, 2023 for review and approval. 

RECOMMENDATION:  Approve the Minutes of the Regular Board Meeting of November 14, 2023.

Description:  A complete list of payments contained in Accounts Payable Special Vouchers numbers 2446, 2447, 2448, 2449, 2450, 2451  and Regular Run Voucher Numbers 2452 and 2453  are attached. Vouchers have been prepared in accordance to state law and copies of the Vouchers are available for review by the public at the Superintendent's office prior to the meeting.

RECOMMENDATION: Approve Special Run Voucher Numbers 2446, 2447, 2448, 2449, 2450, 2451 and Regular Run Voucher Number 2452 and 2453.

Description:  Listed on the Personnel Report No. 23-12 are personnel actions presented for consideration by the Board of Trustees.  Salaries for individuals employed will be determined in accordance with salary regulations of the District. 
 
RECOMMENDATION:  Approve personnel actions in Personnel Report No.  23-12.

Description:  A complete list of budget adjustments made by the Director of Business Services during the recent course of business is provided for review and approval by the Board of Trustees as required by NRS 354.598005.

RECOMMENDATION:  Approve the Budget Voucher Adjustments as submitted. 

Description:  This agreement allows students, for a variety of reasons (Honor Society/Block D) to complete their community service hours in County Facilities and programs.  It also allows classrooms to do volunteer projects in the County Parks and programs.  This agreement is necessary to be consistent with Douglas County's Volunteer Policy.

RECOMMENDATION:  Approve the Group & Individual Student Volunteer Agreement between Douglas County and Douglas County School District as presented.  

Description:  The Board will consider the renewal of an existing interlocal agreement between Douglas County and Douglas County School District for use of District transportation for the Douglas County Parks and Recreation Department-sponsored programs.  Douglas County currently uses DCSD transportation through the Parks and Recreation Department to support the Boys and Girls Club and Douglas County Ski Club activities primarily.  

RECOMMENDATION:  Approve the Interlocal agreement, as presented, between Douglas County and Douglas County School District for use of District transportation for the Douglas County Parks and Recreations-sponsored programs. 

Description:  On December 13th, at 9:00am, Adam Dedmon Executive Director of Human Resources and Jeannie Dwyer, Acting Superintendent will go before the Interim Finance Committee at Room 4100 of the Legislative Building, 401 S. Carson St., Carson City, NV. Pending approval of DCSD's plan, the SB231 funds will be distributed to appropriate groups beginning in January 2024.

Description:  At the November Board Meeting, Trustee Burns requested information regarding substitute pay rates.  Executive Director of Human Resources, Adam Dedmon has provided a summary of the substitute pay rates for 2023 and they are also published on the District website. 

Description:  Monthly update on enrollment numbers for each school site is provided to the Board. 

Description:  President Jansen shall present the written resignation of Trustee Tony Magnotta to the Board, and the Board shall accept his resignation effective immediately.  The Board shall then begin the process of appointing a new Trustee pursuant to NRS 386.270 at the next Regular Board Meeting.

RECOMMENDATION:  The Board will receive the resignation of Trustee Magnotta and move forward with filling the vacancy at the next Regular Board Meeting.  

Description:  Included in each Board Member's agenda packet is a  copy of the 2022-23 independent external financial audit report covering the District Funds. Certified Public Accountants from the Silva, Sceirine & Associates, LLC firm audited the District's financial statements and will review the audit and highlight notable and or required discussion items within the report.  The report presents the District's audited financial position as of June 30, 2023, and the results of financial operations for the same.  The auditors found no material recommendations.  Additionally, there are no findings attributable to the fiscal year 2022-2023.  External auditors and staff will be available to answer questions.
 
RECOMMENDATION:  Approve the 2022-2023 Independent Audit Report and direct Sue Estes, Director of Business Services, to file the report as Public Record in accordance with NRS 354.624.

Description:  Each year in December, when actual enrollment, actual employee contracts, and actual fund balances from the prior year are known, along with finalized legislative support and revenues, the District augments and/or amends all of its fund budgets to incorporate the financial effects of the new information into District budgets.  At this time, all revenue and expenditure accounts are reviewed and revised based on the latest information available.  Nevada Revised Statute 354.598005 requires such a revised budget be filed with the State by January 1st of each year.  
In Accordance with Nevada Revised Statutes and Nevada Administrative Code, the adoption of the following resolutions is necessary in order to officially make budget amendments and augmentations to the District's 2023-24 budgets. 
No. 23-03, "Resolution to Augment/Amend the General Fund Budget of the Douglas County School District for the 2023-24 Fiscal Year"
No. 23-04, "Resolution to Augment/Amend Special Revenue Funds (to which ad valorem taxes are not allocated) of the Douglas County School District for the 2023-24 Fiscal Year"
No. 23-05,  "Resolution to Augment/Amend the Debt Service Fund Budget of the Douglas County School District for the 2023-24 Fiscal Year"
Included in each Board Member's agenda packet are copies of the Resolutions and supporting data including summary highlights of the expenditure changes in the District's General Fund and a detailed breakdown of General Fund resource changes.  Staff will be prepared to discuss these 2023-24 budget changes in detail, and answer Board Member's questions. 

RECOMMENDATION:  Adopt each Resolution independently as proposed.
       -Adopt Resolution No. 23-03 in its entirety
       -Adopt Resolution No. 23-04 in its entirety
       -Adopt Resolution No. 23-05 in its entirety

Description:  Scott Morgan, from Douglas County Community Services/Parks and Recreation will present an opportunity for a study at the Lake Schools to analyze the need for paid parking due to the elimination of parking on Highway 50.  

Description:  The District's Health Advisory Committee met on October 17, 2023 to discuss the marketing analysis and recommendation by broker, LP INsurance Services, LLC. regarding the sef-funded health insurance program's annual renewal of stop loss insurance.  Various options were discussed with the committee with details shown in the attachment.  
As the attachment reflects, three (3) carriers submitted quotes and thirteen (13) carriers declined to provide a quote.  Our current stop loss insurance provider, Granular, proposed three options, all with one (1) $500,000 laser.

• Option 1:  A renewal with current coverage $250,000, with a 29.9% premium increase, ($198,828)
• Option 2: An increase to stop loss level $275,000, with a 16% premium increase ($106,686)
• Option 3: An increase to stop loss level of $300,000, with a 6.7% premium increase ($44,000)

Two of the quotes were not presented for consideration by LP Insurance Services because the increases to the premium were too high.  All three (3) options presented by Granular were discussed among the committee regarding the details shown in the attachment.  Our LP Insurance Services brokers recommended the committee continue with Granular as our Stop Loss insurance provider.
The Health Advisory Committee discussed the recommendation of LP Insurance Services, and the vote was unanimous to continue with Granular, with option 2 at a $275,000 stop loss level. 

RECOMMENDATION: Authorize Adam Dedmon, Executive Director of Human Resources, to approve the contract for excess stop loss insurance for the District's self-funded health insurance plan with Granular at a stop loss deductible level of $275,000 with a $500k laser as presented on a 24/12 contract basis. Funding to come from the Self-Insured Health Insurance Fund.  

Description:  Executive Director of Human Resources, Adam Dedmon met with President Susan Jansen and Trustee David Burns to discuss the terms of an Acting Superintendent Addendum for Jeannie Dwyer, to her existing Contract as Executive Director of Inclusive Education.  President Jansen will share the terms  for Board discussion and possible action. 

RECOMMENDATION:  Approve the proposed terms for an Acting Superintendent Addendum for Jeannie Dwyer, as presented, to her existing Contract as Executive Director of Inclusive Education. 

Description:  At the November 14, 2023, Regular Board Meeting, the Board voted unanimously to open up the position for District Superintendent and begin the process for finding potential candidates.  President Jansen shall present, and the Board shall discuss and vote to approve posting the job description and determining the hiring process, which shall include accepting applications, accepting certain submissions from site-administrators on desired traits and qualifications, proposed screening and evaluation method for applicants, interviews, and final hiring. 

RECOMMENDATION:  Approve and begin the Superintendent Search process.  

Description:  At the September 12, 2023 Regular Board Meeting, the Board voted unanimously to create a newsletter and bring it to the Regular Board Meetings every other month for approval, and use Infinite Campus to send the Newsletter to stakeholders.  The Board will discuss working with the Marketing and Communications Director, Hailey Sebahar, to submit Board News to the Newsletter that Ms. Sebahar manages for DCSD. 

RECOMMENDATION:  Approve submitting Board News to the Newsletter that Ms. Sebahar manages for DCSD, in lieu of a separate Board Newsletter, action of which would not require approval every other month at the Regular Board Meeting. 

Description:  The Board will review and take possible action on Board Policy 815-Public Records Requests, to adopt, amend, revise, and/or remove language which details the process by which the District responds to a Public Records Request, and shall include charging a fee for providing a copy of a public record, consistent with Nevada statute.

RECOMMENDATION:  Approve the changes to Board Policy 815-Public Records Requests as a first reading.  

Description:  For committee assignments at the January 9, 2024 Regular Board Meeting, the Board shall be held to Bylaw 050, insofar as the processes it explicitly states.  Here, the Board shall discuss and take possible action regarding processes not explicitly stated within Bylaw 050, and specifically, the process by which Trustees are selected for Committees, and the procedure followed in the event that two Trustees wish to serve on the same Committee, which, if approved, shall be applicable to and followed by the Board during the January 9, 2024 Regular Meeting. 

Description:  The Board will discuss and possibly take action to create a Board Policy on Parental Opt-In for all student surveys.  

RECOMMENDATION:  Approve the creation of a Board Policy on Parental Opt-In for Student Surveys. 

Description:  The Board will hear from Larry Lampkin, President of the NCSEA Chapter 6 Bus Drivers Association, Louie Trio, President of the Nevada Classified School Employees and Public Workers Association, and Adam Dedmon, Executive Director of Human Resources, on the training of bus drivers, and where the Board will discuss the creation of a Memorandum of Understanding whereby newly hired bus drivers will be required to work for the District for a period of time after receiving training. 

RECOMMENDATION:  Direct Adam Dedmon, Executive Director of Human Resources and the Chapter 6 Bus Driver's President to work together to create an MOU, overseen by a Board Trustee, that addresses retainment of trained bus drivers. 

Description:  Leslie Peters, Assistant Director of Education Services, will present information on the English Learner program in DCSD. 

Description:  Brief updates from the Board regarding District committees to which they are assigned. 

Description:  Acting Superintendent, Jeannie Dwyer, will report to the Board regarding activities of the past month and upcoming District events that may be of interest to them. 
Below is a summary of donations received by school sites over the last month.  The District wishes to acknowledge and thank the generosity of all donors on behalf of the students we serve. 
Douglas High School
Joe Whitfield-Donated a vehicle ($5400 value) to the Auto Program
Christian Funk-Donated an engine hoist/crane ($200 value) to the Auto Program

Description:  The Board will recess to closed session in order to discuss matters with its management representatives pursuant to NRS 288.220(4).

Description:  The Board will seek requests from its members for items to be placed on and/or removed from future meeting agendas in accordance with its Bylaws.  The Board will discuss all agenda items on the list and prioritize those it wishes to come forward at the next Board Meeting and/or vote to remove items completely from the list. 

Description:  Comments from the public are invited at this time on topics not specifically addressed elsewhere in the agenda.  A sign-up sheet is provided and individuals who wish to address the Board are asked to indicate their desire to speak and the topic about which they will speak. Individuals wishing to address the Board at this time will be limited to one and a half minutes. The Board is precluded from acting on items raised during Public Comment that are not already on the agenda.  

Description:  (*) Times are estimated.  Items on the Agenda may be taken out of order.  The Board of Trustees may combine two or more agenda items for consideration, and may remove an item from the agenda or delay discussion relating to an item on the agenda at any time. Generally speaking, the item will be heard no earlier than the time indicated.

If copies of the complete agenda (and supporting materials) are desired in advance, they may be obtained at the District Office on the Friday or Monday preceding a regular Tuesday meeting of the Board.  Please contact Caryn Harper at 775-782-5134 or Charper@dcsd.k12.nv.us.

Notice to Individuals with Disabilities:  Members of the public who require special assistance or accommodations are asked to notify the District Administration at 1638 Mono Avenue, Minden, Nevada, 89423, or by calling 782-5134, so that such notification is received at least twenty four (24) hours prior to the meeting.  In conformance with the Open Meeting Law, it is hereby noted that the agenda for the meeting of the Douglas County School Board of Trustees has been posted at the following locations:

Douglas County School District, Minden, NV
District website:  www.dcsd.k12.nv.us
State of Nevada website:  https://notice.nv.gov