June 8, 2020 at 6:30 PM - Regular Meeting

Description:  Closed Session will take place at the District Administration Office and will convene once the Board completes their library tour and travels to the Administrative Offices.  Anticipated closed session time is 6:30 p.m.

Description:  The Board will use this time to discuss future meetings, including a summer retreat and when to return to face-to-face meetings.

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Description:  A motion will be necessary to approve the agenda as presented (or) with changes as recommended.

Description:  The Board of Education provides a public listening session for the public to comment on non-agenda items related to the governance or management of the Waunakee Community School District.  Individuals may use this time to also comment on any items listed as part of the meeting agenda.  A copy of Board Policy 187 —Public Participation at Board Meetings is enclosed for your reference.  Past practice has allowed 30 minutes for this section of the agenda.

Description:  Attached please find the descriptive charge of the Ad Hoc Committee for Inclusion and Equity that was approved at the March 2020 board meeting.  Attached also please find the recommended membership to the Ad Hoc Committee to study Equity and Inclusion.  Over eighty applications were received and David Boetcher and Mike Brandt reviewed the applications and are forwarding the committee membership to the Board.

Description:  The following statement was drafted by Mark Hetzel for discussion with the Board on Monday night:

In the wake of the violent death of George Floyd and the national call to end institutional and implicit racism as well as the continued use of excessive force against people of color, as the WCSD Board of Education, we support people of color in our community, in our neighboring communities and throughout the country and beyond in their call for social justice and for an end to the excessive use of violence and racism.  We are also angered, saddened, and shamed by the recent videos and social media postings of former WHS students using racial slurs and of one damaging a store on State Street. 

While we have begun the hard work of examining racism and bias in our district through several initiatives, most recently the ad hoc equity committee, we can do better, we must do better. These recent events remind us that we cannot remain silent or unresponsive.  We must recognize our own culpability in perpetuating inequities regardless of how unintended and work to make changes in our community. 

In the midst of crisis, we are here for each other as we should be.  We are committed to showing our neighbors and community members of color our compassion, empathy and respect that everyone deserves.

Description:  Attached please find a formal Flag Resolution brought forward by Mike Brandt that he would like the Board to consider at the June 8th Board Meeting.  

Adoption of this resolution resolves the following action:

"Therefore, Be It Resolved, that the Waunakee Community School District recognizes the month of
June as LGBTQ Pride Month and will fly the rainbow flag at its buildings during June to inspire equity,
create alliances, celebrate diversity, and establish a safe environment in our schools and community;
and that this resolution be distributed to every school in the District. "

Description:  1.  Attached please find a memo titled "Summer School Reopening Memo".  This memo outlines the administration's thoughts on planning for summer school and the areas that we need your input/action prior to us moving forward with specific plans.  These decisions, outlined in the memo, include options for program offerings, a recommendation on trasportation, and options for operational protocols such as wellness checks and PPE.  I will discuss each of these items on Monday evening, along with any updates that have evolved since the writing of this memo.

2.  Attached please find a document titled "Guiding Principles for Reopening".  This document is a DRAFT of guiding principles for reopening school for the fall of 2020.  It also has the beginnings of an outline/framework for the plans that are needed for the fall 2020.  I will review this document with the Board and seek you input and comments.  As this work begins to take shape, we will bring it back to the Board throughout the summer to share our draft plans and ultimately a complete reopening framework.

3.  Attached please find two documents -- "Calendar Committee Narrative" and "Calendar Committee Survey".  The Narrative describes the work of the Calendar Committee and the background information for the survey that was sent to all teaching staff.  The Survey document shows the results of the survey.  As you can see, the overwhelming majority of staff prefer Option 1 as outlined below.

Option 1:
Thursday, August 20th -- All Staff Report
Friday, August 21st -- Staff PD/Collaboration/Planning
Monday, August 24 -- Staff PD/Collaboration/Planning
Tuesday, August 25th -- Staff PD/Collaboration/Planning
Wednesday, August 26th -- Staff PD/Collaboration/Planning
Thursday, August 27th -- Staff PD/Collaboration/Planning
Friday, August 28 -- Non-Contract Day
Monday, August, 31st -- Staff Workday
Tuesday, September 1st -- First Day with Students
Option 1 has staff returning on Thursday, August 20th and maintains a Non-Contract Day on
Friday, August 28th.

The administration requests that the Board approve a modification to the Teacher Calendar for 2020-2021 to reflect staff returning on August 20th and the redistribution of three of our professional days to the start of the year for planning and training related to our instructional model for the fall 2020.  There is no additional cost to this proposal as the teacher contract remains at 192 days.

Description:  The purpose of this agenda item is to request approval of the formal budget change process. The budget change document is attached. The Budget Committee is recommending approval on a 3-0 motion.

All budget revisions are entered into the Skyward Financial System using the Skyward Budget Revision process. The budget revisions for 19-20 include: 

* changes in grant allocations (both Fund 10 and 27)
* changes to the State of Wisconsin Library Aid (Fund 10)

Please note that due to extenuating circumstances (EDO Medical Leave of Absence and COVID19) some budget revisions that normally would have been completed did not take place in 19-20. An example of this is the salary/benefit increases approved by the Board after the budget was approved in October. Another example would be the District Contingency Budget. The budgeted funds are available, but budgets were placed in an accounting function meant as a "place holder" which is different than where they were spent. The intention was to move the funds into the correct functions but this process was interrupted by the circumstances listed above.

Description:  The purpose of this agenda item is to request School Board approval of the second draft of the budget for the 20-21 school year. I have attached the second draft of the budget for your review. The Budget Committee is recommending approval on a 3-0 motion, with the Administrative Restructuring Plan included.

Please note that the second draft of the budget is based on the following:

1. The $0/student increase in the per pupil categorical aid, with a $179/student increase in the revenue limit formula
2. An increase in the percentage of State Special Education Categorical Aid to 30%
3. The personnel cost line includes a salary increase of 2.85%, a 0% increase in dental insurance rates, and a 0% increase for health insurance rates
4. The capital maintenance projects are funded from Fund 41
5. The second draft includes an increase of 9.42 FTE, as outlined on page 13 of the document. 
6. All of the remaining budget requests have been placed on hold at this time

The second draft of the budget in June includes:
1. Staffing updates based on additional schedule changes or reallocation proposals
2. Updates to the gift fund (Fund 21)
3. Updates to building/department revenue accounts and corresponding expense accounts

The third draft of the budget in July will include at least:
1. Grant allocations
2. Staffing updates based on additional schedule changes or reallocation proposals
3. Updates to other budgetary funds (Fund 50 and Fund 80)
4. Updates to summer school budget

Also attached please find a memo from Randy Guttenberg. This memo provides an overview of the topic of Administrative Restructuring and this memo has been revised based on the Goals Committee Meeting and the Special Board Meeting earlier this week. The Budget Committee is recommending approval of the Administrative Restructuring Plan with the second draft of the budget. The plan would be funded by a combination of numbers 1 and 2 in the memo.

Description:  The purpose of this agenda item is to request approval of the lease agreements for the 20-21 school year. I have attached the lease agreements for your review. The Budget Committee is recommending approval on a 3-0 motion.

The District currently has leases with the Wisconsin Youth Company (K-4 after-school program for school year), Dane County (1 office at Heritage Elementary School), and the New Teacher Project (office space at Heritage Elementary School). We are not recommending approval of a summer lease for the Wisconsin Youth Company this summer only.
 
The administrative recommendation is to approve all three leases at the current rates with the Wisconsin Youth Company lease continuing at $2,600 per building, the Dane County lease continuing at $75 per month, and the New Teacher Project lease continuing at $300 per month. 

Description:  The purpose of this agenda item is to request School Board approval of the fund balance classifications. The School Board is annually required to approve fund balance accounts prior to the close of the fiscal year. I have attached the fund balance accounts that are currently being used. The Budget Committee is recommending approval on a 3-0 motion. The one change is highlighted in yellow for your review. 

Description:  Attached please find quotes for furniture purchases for the additional classrooms at both the Intermediate School and Heritage Elementary. Administration is recommending funding these furniture purchases through the transportation savings from the 2019-20 budget. These furniture purchases are not funded in the second draft of the 2020-21 budget. The Intermediate School has ordered this furniture out of an Intermediate School budget account while Heritage has not ordered any furniture at this time. Intermediate School is requesting that this expense be reimbursed from District funds. The Budget Committee is recommending approval on a 3-0 motion. The Intermediate School quote was revised from $45,265.62 to $44,552.79 as a result of state contract pricing.

Description:  The School Board previously approved a school closure meal program through the end of the school year. Taher has provided a cost estimate for continuing this program throughout the summer. Please see the following estimate:

Estimated food and paper cost is $1.25/breakfast; $3.00/lunch. 
Estimate of 200 meals/day = $850/day
Estimated labor cost = $400/day (high end, taking an average of wages)
Total estimated cost per day = $1,250

Families approved under the National School Lunch Program did receive additional funds to purchase food as a result of COVID19; however, only National School Lunch Program Districts were eligible for these additional funds. Some Waunakee families have been granted these additional funds and others have been denied. There seems to be significant confusion surrounding the eligibility of the families from Districts who do not participate in the National School Lunch Program. 

The Budget Committee is recommending approval of continuing the school closure meal program through the summer of 2020 only. Motion passed 3-0. The Committee requested information from the families participating in the current program regarding their level of interest in having the program continue through the summer. The Committee also requested an update on the funds raised through the Classmunity campaign. The total raised through 6/3/2020 is $12,430.

Description:  The Employment Guidelines for each employee group are included in the Extra Tab of BoardBook.  These Handbooks are brought to the Board annually, and receive two readings in June and July.  No action is required by the Board on Monday night.  The HR Committee reviewed the handbooks in detail with Brian Grabarski at their recent meeting.  The easiest way to review the handbook changes in BoardBook is to refer to the Summary Memo that is attached.

Description:  Attached please find a Facility Improvement Request and additional description/renderings for the softball field. The Facility Committee is recommending approval of this request on a 3-0 motion. If you have any questions, please contact Aaron May (aaronmay@waunakee.k12.wi.us).

Description:  Attached please find a Facility Improvement Request for the Warrior Stadium. The Facility Committee requested to have a logo replaced on the Pride Stone rendering that was shared at the Facility Committee meeting. The family donating the Pride Stone agreed to make the change and will provide a new rendering. The new rendering has been attached for your review. The Facility Committee is recommending approval of this request on a 2-1 motion. If you have any questions, please contact Aaron May (aaronmay@waunakee.k12.wi.us).

Description:  Attached please find a status report for the Capital Projects for both 2019-20 and 2020-21. Requested changes for 2020-21 are highlighted in yellow. The Facility Committee requested a delay of the dishwasher project. The Facility Committee is recommending approval of the 2020-21 changes on a 3-0 motion. If you have any questions, please contact John Cramer (johncramer@waunakee.k12.wi.us).

Description:  Attached please find requests for 2020-21 Energy Savings Projects. In addition, attached please find quotes from Westphal Electric for Energy Savings projects. The Facility Committee is recommending approval of these Energy Savings projects on a 3-0 motion. If you have any questions, please contact John Cramer (johncramer@waunakee.k12.wi.us).

Description:  Attached please find a textbook request for AP Biology.  The Curriculum Committee reviewed this request and approved it for consideration by the full Board.  Tim Schell will be able to answer any questions that you may have at the meeting on Monday night.

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Description:  Attached is a DRAFT Facility Planning Timeline that was developed by EUA with our input.  Please note that this timeline will have some shifts and adjustments, and we have projected workshop dates and formats that may also change and evolve, particulary as the limitations bound by COVID-19 allow.

I will briefly review this timeline with the Board on Monday.

Description:  The purpose of this agenda item is to request School Board approval of the attached 2020-21 Pupil Transportation Handbook. Changes are highlighted in yellow and identified on the cover page.

The handbook is distributed by the District via the building student handbooks. I am requesting approval in June so the school buildings can incorporate the Pupil Transportation Handbook into their 2020-21 student handbooks. The majority of the information in the Pupil Transportation Handbook references School Board transportation policies. The Administrative Team has reviewed the Pupil Transportation Handbook changes, and has been provided an opportunity for feedback on recommended changes.

Please note: This 2020-21 Pupil Transportation Handbook contains no references to COVID19 or the potential changes to pupil transportation as a result of capacity guidelines on school buses that may be directed by the State of Wisconsin/Dane County. An addendum will have to be created at a later date once all capacity guidelines have been finalized.

Description:  The purpose of this agenda item is to request School Board approval/denial of the 2020-21 open enrollment applications. Attached you will find information on the 2020-21 open enrollment applications. You will see a cover memo and detailed spreadsheets of the applications into and out of the district. The applications into the district have been noted as approved or denied in the final column. The approval or denial column follows the School Board open enrollment capacity approval process from the January 2020 School Board meeting. You can refer back to the January 2020 BoardBook packet if you would like a reminder of the School Board approval at that time. The applications out of the district are all recommended for approval.

Description:  Attached please find the agreement with Dane County for scholarship funds for driver education for economically disadvantaged students.  We have participated in this program in the past and it has been a success and well received.  

Description:  Attached please find the contract for vision services for a student who requires these services per their IEP.

Description:  Attached in the "extras" section of BoardBook, please find a list of the accounts payable payments issued during the month of May 2020.