January 2, 2024 at 4:00 PM - Special Board Meeting

Description:  Chair Haverinen called the January 2, 2024 special meeting of the Menahga Public School Board to order at 

Members present: Andrea Haverinen, Julia Kicker, Katie Howard, Helen Lehto, Cherie Peterson and David Treinen.  Also present: Jay Kjos, Superintendent.

Description:  Motion by                         to approve the agenda as presented.

Seconded by                    vote

Description:  The 2023 Chair is the current presiding officer.  Once the Officers are elected, the 2024 Chair will reconvene the meeting and continue the annual organizational activities.
The 2023 Chair will call THREE TIMES for nominations per office.  As per Roberts Rules, no 2nds are needed for nominations. Any board member may move to close nominations at any time. Seconds and votes are needed upon final resolution of items.  Motions may be introduced to close any nominations.  If only one person is nominated for any office, 2023 Chair will move to the next office before calling for a vote.  If more than one person is nominated for an office, the Chair will call for a vote on that office before moving on.  If all four offices only have one nomination, the Chair will call for a motion and second to cast a unanimous ballot. [Process to be determined with the unfolding of these exciting events!] The total election of officers is governed by the Minnesota open meeting law.   All non-unanimous votes will be disclosed in the recorded minutes.  The Chair will allow time before closing each nomination to allow time for every Director to comment.

OFFICE OF CHAIR- Calling for comments. Up to 3 calls for nominations. No 2nds.

___________________Nominated by____________________ votes (if needed)   ________________

___________________Nominated by____________________ votes ________________

NOMINATIONS closed by the presiding officer;  VOTE if more than one candidate - if not, then move on to next office:  

Motion by                                           to name                                               as Chair of the Menahga Public School Board of Education for 2024.

Seconded by                                        vote


OFFICE OF VICE CHAIR- Comments…. Up to 3 calls for nominations. No 2nds.

___________________Nominated by____________________ votes (if needed) ______________

___________________Nominated by____________________ votes __________________

 NOMINATIONS closed by the presiding officer;  VOTE if more than one candidate - if not then move on to next office:  

Motion by                                           to name                                               as Vice Chair of the Menahga Public School Board of Education for 2024.

Seconded by                                        vote


OFFICE OF CLERK-    Calling for comments…Up to 3 calls for nominations.  No 2nds.

___________________Nominated by____________________ votes (if needed) _________________

___________________Nominated by____________________ votes ________________

NOMINATIONS closed by the presiding officer;   VOTE if more than one candidate - if not, then move on to next office:  

Motion by                                           to name                                               as Clerk of the Menahga Public School Board of Education for 2024.

Seconded by                                        vote


OFFICE OF TREASURER - Calling for comments Up to 3 calls for nominations No 2nds

___________________Nominated by____________________ votes (if needed) __________________

___________________Nominated by____________________ votes __________________

NOMINATIONS closed by the presiding officer;   VOTE if more than one candidate - if not, then move on to a motion for a full slate of candidates:  

Motion by                                           to name                                               as Treasurer of the Menahga Public School Board of Education for 2024.

Seconded by                                        vote

          OR

Description:  Motion by                                            to cast a unanimous ballot for:        
      
                                                   as Chair

                                                   as Vice-Chair

                                                   as Treasurer

                                                   as Clerk
for 2024.

Seconded by                            vote

Description:  Call to order by the 2024 Chair for the purpose of completing this meeting at

Description:  Previously held the third Monday of each month at 6:30 pm with the exception of January and February, due to Federal holidays.  Note that January 15 is Martin Luther King Jr Day and February 19 is Presidents' Day.  They are designated as holidays-no public meetings are to be held.  See attached 2024 calendar as well as a listing of those dates MSBA designates as no meeting dates and legal holidays.  

Motion by                                           to set the 2024 regular school board meetings as follows;
in the HS Media Center at                  p.m. 

(If the board decides to follow the same regular meeting schedule, the following dates would be set for 2024 Menahga Public School Board Meeting Schedule)
January 16 (Tuesday)
February 20 (Tuesday)
March 18
April 15
May 20
June 17
July 15
August 19
September 16
October 21
November 18
December 16 begin at 6:00 (allowing for Truth in Taxation hearing)

Seconded by                     vote
 

Description: 
The officers are paid an additional compensation of:   
$300/month for the Chair;
$250/yr for the Vice-Chair;
$250/yr for the Clerk;      
$250/yr for the Treasurer    

Motion by                                           to approve school board compensation as follows for 2024:  

$                                 /mtg if less than 4 hours;
$                                 /mtg if more than 4 but less than 6 hrs;
$                                 /mtg if more than 6 hours.
Virtual meetings and conferences paid with meeting length to be determined by published agenda. (New last year)

Officer stipends as follows:
Chair = $                               month/yr;      

Vice-Chair = $                       yr;            

Clerk = $                               yr;

Treasurer = $                       yr  

Seconded by                                        vote 

Description:  Committee assignments will follow the committee structure as designated in the previous agenda item.
Committees may change per your choosing at this meeting or any time during the year.  Ad Hoc Committees may be named by the Chair for specific limited duration purposes at any time.  Our current Policy No. 213L guides us to the following compressed committee considerations. 

Committee Structure

Chair Haverinen appointed board members to the following liaison assignments and committees:

Description:  CRISIS MANAGEMENT TEAM: 2023 - David Treinen
2024 assignment:

FRESHWATER EDUCATION DISTRICT (FED) - 2023 - Katie Howard
2024 assignment:

MSHSL (Minnesota State High School League) - 2023 - David Treinen
2024 assignment:

MSBA (Minnesota School Board Association) - 2023 - Andrea Haverinen
2024 assignment:

Sourcewell - 2023- Julia Kicker
2024 assignment:

WADENA COUNTY COLLABORATIVE-2023 - Helen Lehto
2024 assignment:
 
COMMUNITY EDUCATION REPRESENTATIVE- 2023 - Cherie Peterson
2024 assignment:

WORLD'S BEST WORK FORCE - 2023- Katie Howard and David Treinen
2024 assignment:

PAIRING AND SHARING - 2023- Andrea Haverinen and Julia Kicker
2024 assignment:

BUILDING ADVISORY - 2023: Helen Lehto and David Treinen
2024 assignment:
 

Description:  Currently Review Messenger.

Motion by                                           to name the Review Messenger as the official 2024 Menahga Public School Dist 821 official newspaper.     

Seconded by                                        vote

Description:  Motion by                                           to hereby authorize the following as 2024 official school depositories; Community First Bank of Menahga and Sebeka, the Minnesota School District Liquid Asset Fund, MN Trust, and any other United States Insured Banking Institution insured with FDIC coverage provided deposits do not exceed $250,000 at any time with the exception of the local bank and the Liquid Asset Fund and MN Trust Fund, whereupon deposits are authorized to exceed $250,000 provided current Certificates of Collateral are on file with said institutions.       

Seconded by                                      vote

Description:  Currently working with Kennedy & Graven and Pemberton

Motion by                                      to introduce the following resolution; WHEREAS, from time to time problems arise which require consultation with legal counsel, and WHEREAS, the School Board may not have time to meet specifically to hire legal counsel for a particular circumstance that has arisen, and therefore, a general authorization to contract legal counsel is appropriate, and WHEREAS, the School Board reserves the right to hire any legal counsel of its choice for any particular matter, now THEREFORE, BE IT RESOLVED; by the School Board of ISD No. 821, as follows: The Superintendent is hereby authorized to contract the law firms of


for consultations at the discretion of the Superintendent, School Board Chair or majority of the board.
 

Description:  Motion by:                                          to approve the following; BE IT RESOLVED: That the District hereby authorizes the Superintendent and Business Manager to cause the use of Facsimile Signatures of the officers on the School District checks after proper School Board authorization approving the payments of said claims or services, to make wire transfers, and to invest school funds in qualifying investments per previous listing of designated financial institutions.

Seconded by                                      vote

Description:  Motion by                           to authorize the use of the School District credit card, which purchases must comply with all statutes and school district policies, by the following employees: Superintendent, Business Manager, Principals, Activities Director, Transportation Supervisor, Advisors and/or Coaches, and any others as is deemed necessary by the Superintendent.  Purchases must have prior approval by the School District.

Seconded by                       vote

Description:  Typically used for teacher and support substitutes and occasional summer help, Community Education, and other temporary help.

Motion by                                           to authorize the superintendent to employee substitutes and others as well as occasional seasonal temporary employees as needed.

Seconded by                                       vote

Description:  Motion by                         to name Lisa Parrish, Elementary Principal, as the Title LEA representative for 2024. 

Seconded by                   vote

Description:  Motion by                                           to adjourn the January 2, 2024 organizational meeting at                                

Seconded by                                       vote