November 16, 2020 at 5:30 PM - Regular Board of Directors Meeting
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1. Call the Meeting to Order
Speaker(s):
Board President or Designee
Rationale:
LEADERSHIP • SERVICE • SUPPORT
Notice of this meeting was given in advance according to State Law 84-1411, by giving notice of the meeting to the public on ESU 7 website www.esu7.org and posted at location of meeting. Notice of this meeting was also given in advance to all members of the Board of Education of Educational Service Unit 7. Availability of the agenda and purpose of the hearing was communicated in the advance notice of the meeting and in the notice to the members of this hearing. All proceedings of the Board of Education of Educational Service Unit 7 were taken while the convened hearing was open to the attendance of the public.
Discussion:
Meeting called to order at 5:30pm
Vice President Gary Wieseler conducted the meeting. Staff present: Larianne Polk, Administrator Linda Shefcyk, Business Manager Mindy Reed, Secretary to the Board of Directors Marci Ostmeyer, Professional Development Director Tami Clay, Special Education Director Dan Ellsworth, Network Operations Director |
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1.1. Notification of Open Meetings Law
Speaker(s):
Board President or Designee
Rationale:
This meeting has been preceded by reasonable advance notice and is hereby declared to be in open session. A copy of the Open Meetings Act is posted in the meeting room.
Attachments:
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1.2. Board Member Oath of Office
Speaker(s):
Board President or Designee
Rationale:
Bob Arp, District 6 Board Member for ESU 7, will take and sign the oath office as presented below:
I, _____________________, do solemnly swear that I will support the Constitution of the United States and the Constitution of the State of Nebraska, against all enemies, foreign and domestic; that I will bear true faith and allegiance to the same; that I take this obligation freely and without mental reservations, or for purpose or evasions; and that I will faithfully and impartially perform the duties of the office of member of the Board of Educational Service Unit No. 7, according to law, to the best of my ability. And I do further swear that I do not advocate, nor am I a member of any political party or organization that advocates the overthrow of the government of the United States or this State by force or violence; and that during such time that I am in this position I will not advocate nor become a member of any political party or organization that advocates the overthrow of the government of the United States or this State by force or violence. So help me God.
Attachments:
()
Discussion:
New Board Member for District 6, Bob Arp recited the Oath of Office. All board members present recited the Oath of Office.
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1.3. Roll Call
Speaker(s):
Board President or Designee
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1.4. Absent Board Members
Speaker(s):
Board President or Designee
Rationale:
Recommendation: Discuss, consider and take action to approve the Board member absences.
Recommended Motion(s):
Approval of Board Member absences as presented Passed with a motion by Board Member #1 and a second by Board Member #2.
Discussion:
No absent members.
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1.5. Pledge of Allegiance
Speaker(s):
Board President or Designee
Discussion:
All members present participated in the Pledge of Allegiance.
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2. Approval of Agenda
Speaker(s):
Don Ellison or Designee
Rationale:
The sequence of agenda topics is subject to change at the discretion of the Board.
Recommended Motion(s):
Agenda as presented Passed with a motion by Board Member #1 and a second by Board Member #2.
Action(s):
No Action(s) have been added to this Agenda Item.
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3. Welcome Visitors
Speaker(s):
Board President or Designee
Goals:
Discussion:
One visitor from the media arrived at 6:06pm.
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4. Public Comment
Speaker(s):
Board President or Designee
Rationale:
The Board has the discretion to limit the amount of time set aside for public participation.
Citizens wishing to address the Board on a certain agenda item must notify the Educational Service Unit Administrator prior to the board meeting. Citizens wishing to present petitions to the Board may do so at this time. However, the Board will only receive the petitions and not act upon them or their contents.
Goals:
Discussion:
No public comment provided.
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5. Consent Agenda
Speaker(s):
Board President or Designee
Rationale:
Unless removed from the consent agenda, items identified within the consent agenda will be acted on at one time. If any Board member wishes to discuss an item, it must be removed from the consent agenda at which time the remaining items will be acted upon. Consent Agenda Includes:
Recommendation: Discuss, consider and take any action necessary to approve the consent agenda as presented.
Recommended Motion(s):
Consent agenda as presented Passed with a motion by Board Member #1 and a second by Board Member #2.
Goals:
Action(s):
No Action(s) have been added to this Agenda Item.
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5.1. Minutes
Speaker(s):
Board President or Designee
Rationale:
This is a consent item.
Attachments:
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5.2. Presentation of Bills #71520 through #71652 totaling $752,164.23
Speaker(s):
Board President or Designee
Rationale:
The summary of bills for the current month total:$752,164.23 - Bills #71520 through #71652 Inservice bills total: $ 0
Attachments:
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5.3. New Hire: Travis Kassing - Network & Computer Systems Engineer
Speaker(s):
Administrator or Designee
Rationale:
Travis Kassing - Network & Computer Systems Engineer.
This is a consent item.
Attachments:
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5.4. Resignation: Cody Nelsen
Speaker(s):
Administrator or Designee
Rationale:
Cody Nelsen resignation effective 11.20.2020
This is a consent item.
Attachments:
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6. Treasurer's Report
Speaker(s):
Board President or Designee
Rationale:
Review the breakdown of the Treasurer's Report
Recommended Motion(s):
Discuss, consider and take any action necessary to approve the Treasurer's Report as presented. Passed with a motion by Board Member #1 and a second by Board Member #2.
Attachments:
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Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Administrator Polk discussed the cash on hand and cash reserve lines. The goal is to have 30% cash on hand which is enough to sustain salaries and grant opportunities while we wait for payments from schools and grants.
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7. Authorization of Administrator to Sign for Federal/State Funds
Speaker(s):
Administrator or Designee
Rationale:
Should a quorum be unattainable due to COVID-19 illnesses, this Board action authorizes Administrator Polk to be the official signature for all federal and state program funds for Board Meeting in December 2020. This action need only be necessary when a quorum is not possible.
Recommended Motion(s):
Discuss, consider and take any necessary action to authorize Administrator Polk to be the official signature for all federal and state program funds for Board Meeting in December 2020 should a quorum be unattainable due to COVID-19 illnesses Passed with a motion by Board Member #1 and a second by Board Member #2.
Goals:
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Currently there is an Executive Order that states Board Members are allowed to attend the meeting and vote via zoom if they are in ordered isolation or quarantine due to COVID-19.
If there is no quorum in the December Board Meeting due to COVID-19, this action gives authorization for Administrator Polk to pay the bills for that month. This will be added to the Board agenda monthly until there is no longer the threat of not having a quorum due to COVID-19. |
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8. ESU 7 Non-Certificated Job Descriptions (Production Personnel, Production Assistant, Production Coordinator, Media Secretary, and Receptionist Addendum)
Speaker(s):
Administrator or Designee
Rationale:
Board Policy Article IV, Section 2, A Staff Handbooks and Job Descriptions requires the ESU 7 Board to approve a written general job description and the qualification criteria for each adopted classified position. Attached are links to the non-certificated/classified ESU 7 job descriptions. Board Policy Article I, Section 6, C Duty and Function of the Administrator states job descriptions and alterations in an existing job description must be approved by the Administrator.
Recommended Motion(s):
Discuss, consider, and take any action necessary to approve the Non-Certificated/Classified Staff Job Descriptions (Production Personnel, Production Assistant, Production Coordinator, Media Secretary, and Receptionist Addendum), as presented Passed with a motion by Board Member #1 and a second by Board Member #2.
Attachments:
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Links:
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
The Receptionist Addendum is all of the elements of the Receptionist position that were distributed to the Executive Secretary and not otherwise included in the Executive Secretary job description.
There have been adjustments made to the job duties for personnel in the Production Department. The job descriptions have been updated. Director Ostmeyer now has the responsibility of Production Coordinator. The Production Department has been made aware of the process and had input in the job descriptions. |
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9. Reading of Article I, Section 2, B Duties and Function of the Board
Speaker(s):
Board President or Designee
Rationale:
Recommendation: Discuss, consider and take all necessary action to approve Article I, Section 2, B Duties and Function of the Board as presented.
Recommended Motion(s):
Article I, Section 2, B Duties and Function of the Board as presented Passed with a motion by Board Member #1 and a second by Board Member #2.
Attachments:
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Goals:
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
This is the regular cycle of reviewing policies. There are no recommended changes to this policy.
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10. Reading of Article I, Section 3, D Orientation of New Board Members
Speaker(s):
Board President or Designee
Rationale:
Recommendation: Discuss, consider and take all necessary action to approve Article I, Section 3, D Orientation of New Board Members as presented.
Recommended Motion(s):
Article I, Section 3, D Orientation of New Board Members as presented Passed with a motion by Board Member #1 and a second by Board Member #2.
Attachments:
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Goals:
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
This is the regular cycle of reviewing policies. There are no recommended changes to this policy. Board Secretary Doug Pauley has agreed to be the Board Mentor for Board Members Dawn Lindsley and Bob Arp.
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11. Reading of Article IV, Section 1, A Recruitment and Selection
Speaker(s):
Board President or Designee
Rationale:
Recommendation: Discuss, consider and take all necessary action to approve Article IV, Section 1, A Recruitment and Selection as presented.
Recommended Motion(s):
Article IV, Section 1, A Recruitment and Selection as presented Passed with a motion by Board Member #1 and a second by Board Member #2.
Attachments:
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Goals:
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
This is the regular cycle of reviewing policies. There are no recommended changes to this policy.
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12. ESU 7 COVID-19 Pay Resolution
Speaker(s):
Board President or Designee
Rationale:
After consultation with legal council it is recommended that the following resolutions be adopted and approved or reviewed every four weeks.
Recommendation: Discuss, consider and take all necessary action to approve the ESU 7 COVID-19 Pay Resolution.
Recommended Motion(s):
Discuss, consider and take all necessary action to approve the ESU 7 COVID-19 Pay Resolution Passed with a motion by Board Member #1 and a second by Board Member #2.
Attachments:
()
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
The ESU 7 COVID-19 Pay Resolution gives authority to provide Medical Leave time for any time employees ordered to quarantine or isolate due to COVID-19. Medical Leave is outside other leave benefits. Taking Medical Leave could be due to quarantine or isolation of staff members or due to childcare issues due to COVID-19. There were 184 hours of Medical Leave in September and 457 hours of Medical Leave in October. The increase in Medical Leave goes right along with how the state numbers are increasing. Administrator Polk will get the Sick Leave hours from last year and present that to the Board in December.
This is a process by which staff members request Medical Leave. Employees take sick leave for any illness not COVID related. The original intent of the COVID-19 Pay Resolution was to retain the ESU 7 staff. ESU 7 Leadership and Board Members set an example for the rest of the staff by using masks, avoiding crowded spaces, and being safe. There is a Communication Campaign with the East Central District Health Department which communicates to the community the need to be safe to be able to keep schools open and hospital beds available. |
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13. Administrator's Report General
Speaker(s):
Administrator or Designee
Rationale:
Goals - Attached for your Review
COVID Update - Executive Order 20-34 - DHM Update - Go thru Orange on the Risk Dial - Communications Campaign - % of staff quarantined and isolated - Employee Medical Leave Taken Report - Wednesday before Thanksgiving ESUCC Update Upcoming Events Columbus Telegram Article
Attachments:
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Goals:
Discussion:
If you are quarantined or isolated due to COVID you can participate in the Board Meeting via Zoom with Executive Order 20-34. The Governor released information indicating the state of Nebraska is in Orange, meaning the COVID hospitalizations are at 20%. At orange, the indoor meeting capacity is at 25% occupancy limit. The newest Directed Health Measure released moved the temperature of 100.4 or above from a major symptom into a secondary symptom. The only exclusionary symptoms are the sudden onset of cough, shortness of breath and/or loss of taste or smell. The secondary symptoms are now fever of 100.4 or above, chills, muscle aches, headache, sore throat, nausea or vomiting, diarrhea, and fatigue. When the COVID hospitalizations get to 1,170, the state of Nebraska will move to the red in the state risk dial. Any athletics under high school will be put on pause. The indoor meeting room capacity would decrease to 10 people, at which time Boards would be authorized to meet virtually.
ESU 7 keeps track of all staff that are isolated or quarantined due to COVID-19. Administrator Polk discussed the numbers of isolated and quarantined over the first two weeks of June, August, and November Potential change in calendar request. Administrator Polk asked the Board to consider extending the Thanksgiving break to include the Wednesday before Thanksgiving in order to provide an additional day for staff during this very busy unprecedented time. Majority of the ESU 7 school districts are not in session on that day. After discussion, the Board first made motion to provide a paid vacation day to staff on November 25, 2020. This motion was amended to give November 25, 2020 as a shortened work day. This motion passed 9-3. The body did not go back to vote on the original motion so the Sparq software did not save the names of those who were yae or nay. Explanation of the proper use of this procedure will be provided and trained in the December board meeting. ESUCC helped facilitate distribution of face masks, hand sanitizer, and partnered with the Governor for the GEERs act. Upcoming Events - State Education conference is fully virtual. There will not be a dinner afterwards due to the community spread. ESU 7 will provide lunch for the Board Members attending at the ESU. The AESA conference is also virtual. There will not be a dinner afterwards due to the community spread. If a Board Member watches the AESA Conference at the ESU, a meal will be provided. There will be some ESU 7 staff members presenting and talking about work being doing at the Learning Academy. Administrator Polk is also presenting at a session with some other members of the ESUCC. Other ESU's will also be presenting at the AESA. |
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13.1. Services Update
Speaker(s):
Administrator or Designee
Rationale:
SIMPL Update - SIMPL Service Planning will be different this year.
Annual Report
Attachments:
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Goals:
Discussion:
The service planning process pre-COVID would be at the ESU 7 campus with both Superintendents and Principals present. Senators would also be invited to attend the meeting and speak. During the December meeting, the Superintendents, Principals, and ESU 7 leadership would participate in a quantitative data dig. This year, ESU 7 cannot host this onsite due to the meeting room capacity limitations. The service planning process will still take place however it will be done via Zoom.
The Annual Report looks different this year than reports in the past. It was decided to try a new format and see what the feedback would be. Other ESUs have also done a similar layout for the Annual Report this year. Administrator Polk reviewed the annual report and talked about the SIMPL data and the 2019-2020 Service Usage chart. |
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13.2. Facilities Update
Speaker(s):
Administrator or Designee
Rationale:
Update on the east side of the Learning Academy
Security Cameras New HVAC system
Goals:
Discussion:
The east side of the Learning Academy needed to be sand blasted and repainted. There are still some windows being replaced.
Security cameras have been updated across the campus. The North and the South building are on the same camera system. Currently, the Learning Academy camera system is on a different system. There is a new HVAC monitoring system which means all of the systems are on the same control. |
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13.3. Personnel
Rationale:
Resignations:
Ana Karen Garcia - Service Provider for the Migrant Education Program resigned effective 11.7.2020.
Attachments:
()
Goals:
Discussion:
Ana Garcia from the Migrant Department submitted her resignation effective 11.7.2020.
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13.4. Legislative Update
Speaker(s):
Administrator or Designee
Rationale:
Senator Bostelman will attend the Superintendent Meeting on 12.16.2020. Senators Kolterman, Senator Friesen, Senator Moser, and Senator Walz attended the Superintendent Meeting on 10.9.2020.
Goals:
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14. Committee Reports
Speaker(s):
Committee Chair
Goals:
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14.1. Negotiations Committee Report
Speaker(s):
Negotiations Committee Chair
Rationale:
Reports of activities and discussions from the Negotiations Committee will take place during this item.
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Negotiations Chair Jennifer Miller and the Negotiations committee met with ESUEA. The percent increase is 4.0414% this year and that is being requested to go on the base. Six people moved up due to education.
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14.2. Administrator Evaluation Committee Report
Speaker(s):
Administrator Evaluation Committee Chair
Rationale:
Timeline: Committee Chair will send the completed Administrator self-assessment to full Board after November 1. Evaluation Committee compiles results of full Board completed evaluations prior to November Board Meeting.
Discussion:
Administrator Evaluation Chair Doug Pauley sent out the self-evaluation from Administrator Polk and compiled the feedback. Doug will send all of the information out to the Board in the next couple of weeks.
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15. Conference Report
Speaker(s):
Conference Attendees
Rationale:
NASB Virtual Delegate Assembly
Goals:
Discussion:
Richard Stephens was unable to attend the NASB Virtual Delegate Assembly. The Assembly did not have a quorum. The actions will be emailed out to the voting delegates.
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16. Adjournment
Speaker(s):
Board President or Designee
Discussion:
Meeting adjourned at 7:02pm.
Minutes respectfully submitted by Mindy Reed, Recording Secretary to the ESU 7 Board. |
