January 7, 2025 at 5:30 PM - Organizational Meeting
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I. Call to Order
Speaker(s):
Ms. Alison Sherman
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II. Roll Call
Speaker(s):
Ms. Alison Sherman
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III. Pledge of Allegiance
Speaker(s):
Ms. Alison Sherman
Description:
The Pledge of Allegiance will be recited prior to the approval of the meeting agenda.
I pledge Allegiance to the flag of the United States of America and to the Republic for which it stands, one nation under God, indivisible, with Liberty and Justice for all. |
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IV. Oath of Office
Speaker(s):
Ms. Alison Sherman
Description:
The newly elected board members will take the oath of office.
Attachments:
()
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V. Approval of Agenda
Speaker(s):
Ms. Alison Sherman
Description:
Once quorum has been established the School Board Chair will request approval of the meeting agenda.
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VI. Board Organization
Speaker(s):
Ms. Alison Sherman
Description:
A. Election of Chair
B. Election of Vice Chair C. Election of Clerk D. Election of Treasurer E. School Board Committee Assignments and Working Groups 2025 F. Establish Board Member Salary 2025 G. Review Policy 209 - Code of Ethics |
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VI.A. Election of Chair
Speaker(s):
Ms. Alison Sherman
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VI.B. Election of Vice Chair
Speaker(s):
School Board Chair
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VI.C. Election of Clerk
Speaker(s):
School Board Chair
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VI.D. Election of Treasurer
Speaker(s):
School Board Chair
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VI.E. School Board Committee Assignments and Working Groups 2025
Speaker(s):
School Board Chair
Description:
The School Board will discuss committee assignments and working groups for 2025.
Attachments:
()
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VI.F. Establish Board Member Salary
Speaker(s):
School Board Chair
Description:
Each year the school board receives a summary of the surrounding districts' current school board compensation. The board is recommending receiving the average of the surrounding districts' compensation for the 2025 school year.
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VI.G. Review Policy 209 - Code of Ethics
Speaker(s):
School Board Chair
Description:
The board will review Policy 209 - Code of Ethics.
Attachments:
()
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VII. Consent Agenda
Description:
The consent agenda is a meeting practice which packages routine reports, Board meeting minutes, and other non-controversial items not requiring discussion or independent action as one agenda item. The Board will approve this ‘package’ of items together in one motion.
A. Payment of Invoices, December 14, 2024 - January 3, 2025
B. Designate District Depositories of Major Accounts C. Resolution Authorizing Use of Facsimile Signature D. Resolution Authorizing Administration to Develop Specifications and Solicit Bids E. Resolution Authorizing Chief Financial Officer/ Supervisor of Financial Services and District Accountant to Make Electronic Fund Transfers F. Designate Official Publication G. Resolution Authorizing Administration to lease, purchase, and contract for goods and services H. Resolution Authorizing Administration to Utilize Joint Purchasing Agreements I. Designate Deputy Board Treasurer and Deputy Clerk J. Designation of an Identified Official with Authority for Education Identity Access Management |
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VII.A. Payment of Invoices: December 14, 2024 - January 3, 2025
Speaker(s):
Ms. Marie Schrul, Chief Financial Officer
Description:
A copy of the register has been distributed to Board members.
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VII.B. Designate District Depositories of Major Accounts
Speaker(s):
Ms. Marie Schrul, Chief Financial Officier
Description:
Administration has reviewed the checking and depositing needs of Independent School District 834. Prior to naming the official depositories, any Board member who has stock or any other financial interest in a bank located within the boundaries of the school district, other than a regular account, must make this fact a matter of public record.
Administration recommends that the Board designate the following institutions as depositories of District funds: First State Bank and Trust U.S. Bank Lake Elmo Bank U.S. Bancorp Piper Jaffray MN Trust PMA Financial Network, LLC Administration recommends continuing designation of the Major Account Banks as follows: Lake Elmo Bank - Operating, Debt and Building Funds First State Bank and Trust - Payroll Account |
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VII.C. Resolution Authorizing Use of Facsimile Signature
Speaker(s):
Ms. Marie, Chief Financial Officier
Description:
As a practical matter, the District must authorize the use of facsimile signatures for purposes of conducting financial affairs. Minnesota Statutes § 47.41 authorizes such facsimile signatures. If the District maintains insurance to protect its depositors against the misuse of facsimile signatures, under Minnesota Statutes § 47.42 the authorized signers are protected against personal liability for losses arising from the misuse of their facsimile signatures (unless the loss is caused by that authorized signer’s own wrongful act). Staff recommends the Board adopt the following resolution:
1. The Board Chair, the Board Clerk, and the Chief Financial Officer are hereby authorized to sign checks, drafts, warrants, warrant-checks, vouchers or other orders on public funds on deposit in a depository bank ("Instruments"). 2. The School District’s depository banks are hereby authorized to honor any Instrument bearing the facsimile signature of the Board Chair, the Board Clerk, or the Chief Financial Officer, and to charge the Instrument to the account on which it is drawn as fully as though the Instrument bore the manually written signature of such officers. 3. The School Board hereby authorizes and directs Administration to procure and maintain the necessary insurance from an insurer authorized to do business in the State of Minnesota. |
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VII.D. Resolution Authorizing Administration to Develop Specifications and Solicit Bids
Speaker(s):
Ms. Marie Schrul, Chief Financial Officier
Description:
Minnesota Statute 123B.52 provides that the Board may not enter into certain types of contracts with an estimated cost or value over $175,000 without first advertising for bids or proposals. For items within the Board’s approved budget that require advertising for bids, the following resolution authorizes Administration to develop specifications and solicit bids for the Board’s consideration:
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VII.E. Resolution Authorizing Chief Financial Officer / Supervisor of Financial Services / District Accountant to make Electronic Fund Transfers
Speaker(s):
Ms. Marie Schrul, Chief Financial Officier
Description:
MS 471.38 defines the authorized electronic fund transfers and procedures. That statute requires the School District to follow certain policy controls, which include, among other things, that all transfers be reported to the Board at its next regular meeting. The School District follows all required controls and a report of all transfers is a part of the Consent Agenda that is approved by the Board. In addition, the statute requires the School Board annually designate the staff that may authorize these electronic transfers. The following resolution makes that designation.
"The Board hereby delegates to the Chief Financial Officer, the Supervisor of Financial Services and the District Accountant the authority to make electronic fund transfers. These designated district staff shall continue to be shown on the appropriate major bank account signature cards as required by bank policy." |
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VII.F. Designate Official Publication
Speaker(s):
Ms. Marie Schrul, Chief Financial Officier
Description:
The District is required by statute to designate a newspaper for official school publications (Minnesota Statute 331A.04) each year. Administration requested proposals from the St. Paul Pioneer Press (Twin Cities Pioneer Press) and Stillwater Gazette. Criteria for evaluation of proposals included cost per column inch to publish Independent School District 834 legal notices and proceedings, the schedule for newspaper publications including deadlines for submission of notices and pertinent newspaper service/circulation data.
The Stillwater Gazette is published once a week, on Fridays, for submission of legal notices, with circulation to approximately 1,144 households in the St. Croix Valley area zip codes. The St. Paul Pioneer Press is published daily for submissions of legal notices, with circulation primarily serving Anoka, Dakota, Ramsey, Washington counties and Western Wisconsin. The following table shows the proposed rates for 2025 as well as historical costs.
After evaluating all criteria, Administration recommends that the Board of Education designate the Stillwater Gazette as the newspaper for official publications from January 1, 2025 to December 31, 2025 based on circulation. |
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VII.G. Resolution Authorizing Administration to Lease, Purchase, and Contract for Goods and Services
Speaker(s):
Ms. Marie Schrul, Chief Financial Officier
Description:
Minnesota Statute 123B.52, subdivision 2, states that the Board may authorize its Superintendent or Business Manager to lease, purchase, and contract for goods and services within the budget as approved by the Board. In our Administration, the title of Business Manager is the Chief Financial Officer or the Assistant Director of Finance. The current statutory limit on the delegated contracting authority is $175,000. (see Minn. Stat. 123B.52, Subd.1 & 2; and Minn Stat. 471.345, Subd.3).
The Board hereby adopts the revised resolution authorizing the following: 1. The Superintendent, the Chief Financial Officer and the Assistant Director of Finance are authorized to lease, purchase, and contract for goods and services up to $175,000 per transaction within the budget as approved by the Board. Any financial transaction in an amount of $175,000 or greater must be approved by the Board prior to contract execution. 2. Any proposed lease, purchase, or contract for goods and services for an item outside the Board’s approved budget must be submitted to the Board prior to contract execution. 3. Notwithstanding the delegation of authority in Paragraph 1, the Board retains the discretion and authority to review, approve, or reject a proposed lease, purchase, or contract for goods and services before it is executed. |
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VII.H. Resolution Authorizing Administration to Utilize Joint Purchasing Agreements
Speaker(s):
Ms. Marie, Chief Financial Officier
Description:
Minnesota Statute 471.59 authorizes governmental units to make cooperative purchases. To enjoy the mutual benefits of these cooperative purchases, the governing bodies of the units must first authorize entry into a joint purchasing agreement.
In an effort to further enhance the District’s buying power, the Finance Department requests the opportunity to participate in cooperative purchases, bids and contracts with school districts, counties, and other purchasing cooperatives (see attached list). |
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VII.I. Designate Deputy Board Treasurer and Deputy Clerk
Speaker(s):
Ms. Marie Schrul, Chief Financial Officier
Description:
Designate Marie Schrul, Chief Financial Officer, to serve as Deputy Board Treasurer, and designate Joan Hurley, Executive Assistant to the Superintendent and the School Board, to serve as Deputy Board Clerk pursuant to Minnesota Statute 123B.14.
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VII.J. Designation of an Identified Official with Authority for Education Identity Access Management
Speaker(s):
School Board Chair
Description:
EDIAM Board Resolution is included for your review.
Attachments:
()
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VIII. Strategic Direction A: Ensure the learning process is adaptable to meet individual student needs
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VIII.A. Lake Elmo Building Update
Speaker(s):
Ms. Katy Pupungatoa, Lake Elmo Elementary rincipal
Description:
The board will receive an update on Lake Elmo Elementary.
Attachments:
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IX. Strategic Direction B: Foster a safe, welcoming and inclusive environment for all staff and students
Description:
Nothing to report.
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X. Strategic Direction C: Utilize systems and align resources in an efficient manner to support learning
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X.A. Action: New Lake Elmo Elementary Earth Work Bid
Speaker(s):
Mr. Mark Drommerhausen, Executive Director of Operations
Description:
Wold Architects have been working with Stillwater Area Public Schools staff over the past year to design a New Lake Elmo Elementary School. The project is scheduled to break ground in the spring of 2025 and be completed by the start of the 2026-2027 school year. Kraus-Anderson Construction Company worked with Stillwater Area Public Schools and Wold Architects to solicit bids for the New Lake Elmo Elementary School. The New Lake Elmo Elementary School will be funded by the 2024A School Building Bonds.
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XI. Strategic Direction D: Develop strong partnerships with the communities we serve
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XI.A. Report: Legislative Platform
Speaker(s):
Ms. Carissa Keister Chief of Staff
Description:
The Community Engagement and Legislative Outreach Working Group developed a list of priorities for District 834. Once the priorities are approved, this information will be shared with district legislative representatives.
Attachments:
()
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XII. Closed Session
Speaker(s):
School Board Chair
Description:
Closed session to receive confidential legal advice regarding pending litigation involving a student.
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XIII. Resolution
Speaker(s):
School Board Chair
Description:
The board may take action on the topics discussed in the closed session.
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XIV. Adjournment
Speaker(s):
School Board Chair
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