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SOUTH WASHINGTON COUNTY SCHOOLS NOV MEETING MINUTES

Wednesday, January 9, 2013 - 12:00am

District 833

School Board Regular Meeting

Unofficial Clerk's Summary

08 November 2012

Pursuant to due call and notice thereof, a regular meeting of the School Board of Independent School District 833, South Washington County, was held on Thursday, November 8, 2012. The meeting was called to order by Chairman Leslee Boyd at 6:07 p.m. at the District Service Center, located at 7362 East Point Douglas Road South, Cottage Grove, MN. School Board members present were Marsha Adou, Leslee Boyd, Tracy Brunnette, Jim Gelbmann, Laurie Johnson, Ron Kath and David Kemper. Superintendent Keith Jacobus was present.

Motions were made and seconded to approve resignations and terminations, leaves of absence, and new employees/change of status.

Dave Bernhardson, Assistant Superintendent for Elementary Education, and Keith Ryskoski, Assistant Superintendent for Secondary Education, presented updated intra-district transfer and open enrollment parameters. The following summarizes the administrative recommendations for the application of board policy 509.1, Intra-district Transfers, for the 2013-2014 school year.

Elementary Schools (bold statements are new or revised from last year):

1.Intra-district transfer requests for the 2013-2014 school year may be granted on a space available basis subject to the approval of the Assistant Superintendent for Elementary Schools.

2.Acceptance of a student under an intra-district transfer shall be determined after the staffing levels for the schools have been determined and shall not increase the number of students at a grade level within the receiving school beyond 90% of the established classroom cap for that grade level.

3.Intra-district transfers to Liberty Ridge Elementary School will not be approved due to capacity constraints.

4.Acceptance of a student under an intra-district transfer shall not increase staffing requirements at the school receiving the student.

5.Students approved for an intra-district transfer in one year shall be included in the enrollment projections of the receiving school in future years for staffing purposes.

6.Kindergarten students with an elementary sibling attending a school under an intra-district transfer the year the kindergarten student will be enrolled will also be enrolled in the intra-district transfer school unless requested otherwise.

7.Applications for consideration for transfer to another elementary school should be submitted by April 5, 2013.

8.If the number of intra-district transfer requests exceeds the available space in a grade level, the order of approval shall be determined by selecting names through a random drawing process.

9.Parents/guardians are responsible for providing transportation to and from school in every instance where an intra-district transfer has been approved.

10.Families must reapply if requesting enrollment at a school outside the assigned attendance boundary when school transitions occur (elementary to middle; middle to high school).

11.The School Board shall review the outcome of the intra-district transfer policy for elementary schools and make recommendations for the 2014-2015 school year.

Middle Schools (bold statements are new or revised from last year):

1. Intra-district transfer requests for the 2013-14 school year may be granted on a space available basis subject to approval of the Assistant Superintendent for Secondary Schools.

2.Transfer approvals will be limited to a net +/- 3% above or below the assigned attendance boundary enrollment per grade level at Oltman and Woodbury Middle Schools.

3.Intra-district transfers to Cottage Grove Middle and Lake Middle Schools will not be approved due to capacity constraints.

4.Acceptance of a student under an intra-district transfer shall not increase staffing requirements at the school receiving the student.

5.If the number of intra-district transfer requests exceeds the available space in a grade level, the order of approval shall be determined by selecting names through a random drawing process.

6.Students approved for an intra-district transfer in one year shall be included in the enrollment projections of the receiving school in future years for staffing purposes.

7.Applications for consideration to transfer to another district middle school outside the assigned attendance area should be submitted by January 11, 2013.

8.Parents/guardians are responsible for providing transportation to and from school in every instance where an intra-district transfer has been approved.

9.Families must reapply if requesting enrollment outside the assigned attendance boundary when school transitions occur (elementary to middle; middle to high school).

10.The School Board shall review the intra-district transfer policy and make recommendations for middle schools for the 2014-2015 school year.

High Schools (bold statements are new or revised from last year):

1.Intra-district transfer requests for the 2013-2014 school year may be granted on a space available basis subject to the approval of the Assistant Superintendent for Secondary Schools.

2.Transfer approvals will be limited to a net +/- 3% above or below the assigned attendance boundary enrollment per grade level to assure that space is used efficiently and that no site is over capacity or student opportunities diminished due to significant loss of enrollment. Preference for enrollment will be given to students in grades 11 and 12 who request transfer to a unique district program at the International Baccalaureate Program at Park High School. Intra-district transfers to East Ridge High School will not be approved due to capacity restraints.

3.Should net requests to a school exceed +/- 3% above or below the assigned attendance boundary enrollment per grade level. The order of approval shall be determined by a random drawing process.

4.Families must reapply if requesting enrollment outside the assigned attendance boundary when school transitions occur (middle to high school).

5.Students approved for an intra-district transfer in one year shall be included in the enrollment projections of the receiving school in future years for staffing purposes.

6.Eligibility for athletic participation related to transfer to a different school will be under the rules and guidelines of the Minnesota State High School League. MSHSL has ultimate authority in these matters. ("Note: the MSHSL already recognizes International Baccalaureate as an exception to their transfer eligibility policy.")

7.Acceptance of a student under an intra-district transfer shall not increase staffing requirements at the school receiving the student.

8.Applications for consideration to transfer to another district high school should be submitted by January 11, 2013.

9.Parents/guardians/students are responsible for providing transportation to and from school in every instance where an intra-district transfer has been approved.

10.The School Board shall review the outcome of the intra-district transfer policy for high school students and make recommendations for the 2014-2015 school year.

The following summarizes the administrative recommendations for the application of board policy 509, Enrollment of Non Resident Students, for the 2013-2014 school year (bold statements are new or revised from last year) . Beginning with the 2013-2014 kindergarten class enrollment of nonresident students be limited to 1%. For the 2013-2014 school year grades 1-12 would remain at 3%. Liberty Ridge Elementary, Cottage Grove Middle, Lake Middle and East Ridge High Schools, which are closed to intra-district transfers, would also be closed to additional open enrollment students due to capacity constraints. Schools/grades meeting or exceeding the thresholds for intra-district transfer considerations have also met the criteria for being closed to open enrollment. Open enrolled students would continue at their assigned school throughout their years at each level. Families must reapply, indicating their preferred school, when school transitions occur (elementary to middle; middle to high school). The district retains the right to assign nonresident students to sites other than direct feeder schools when these transitions occur, based upon capacity and program considerations. Both of these items will be brought back to the School Board for approval at their November 20th meeting.

Keith Jacobus, Superintendent, presented information on a budget and service level relationship process. Superintendent Jacobus stated that the outcome is to share a decision making process to guide major issues for the school district and bring the district Systems Leaders into that process to assist. Major issues include budget (expiring levy questions, other new levies, deficit spending), facilities, transportation, and capital/curriculum/technology needs.

The initial effort focuses on five elements:

•Defining a limited number of measurable factors funded through one of the sources for inclusion in the matrix

•Describing current service levels provided for each of those factors

•Identifying future funding level scenarios

•Creating a "Vision Card" to define future service expectations based on each of the funding level scenarios.

•Developing a decision making process that incorporates design of the options, stakeholder input, refinement, choice making, and implementation.

The goal is to use the conceptual matrix to explain how we envision the development of the vision card proceeding and how we might use the vision card in the future to identify the level of service achievable based on budget availability. Factors included in the matrix include K-12 instruction, school support services, operations and maintenance, transportation, capital/curriculum/technology and district support services. The matrix will show the current level of service and with input, fill in how those services can change with either increased or decreased funding. The matrix is a tool that can help guide change. Aaron Bushberger stated that the district is currently deficit spending by $217 per student and the matrix will reflect that when completed. Employees responsible for carrying out the efforts will begin implementation in March. Also beginning in March, the Superintendent's Cabinet will review, refine and if needed, seek additional input from stakeholders. Continuous improvement will be incorporated into future years as reviews take place as needed.

Superintendent Jacobus and board member Jim Gelbmann presented information on a request for proposal from the EMID (East Metro Integration District, a consortium of ten school districts) School Board. Board member Gelbmann is the district's representative on the EMID School Board. At their October 17 meeting, the EMID School Board passed a motion authorizing their administration to discuss educational options with their member districts. At the core of the issue is the sustainability of the two schools (Harambee which is a K-5 school and Crosswinds which is a 6-10 school) given their current financial situation. There is declining enrollment at Crosswinds School and funding changes initiated by the School Board in recent years has removed key sources of their funding. The EMID board has asked their member districts to submit proposals related to an interest in taking over these two schools while taking into consideration how it could be a smooth transition for the current students. The Crosswinds School is located in the boundaries of our school district. The two schools were built with state funds and if a member district were interested in taking over the schools, the building could be transferred over to that interested district as long as the building is used for educational purposes. Member districts are asked to submit their interest by the next EMID board meeting which is November 28. At that meeting, the EMID school board will explore their options with regard to the future operation of their two schools.

Superintendent Keith Jacobus presented a first reading of Policy 203-Operations of the School Board-Governing Rules. Keith recommended changes to the policy 203 based on conversations with board members and the district's legal consultant. The changes will fully identify the types of meetings of the School Board and will align with legal requirements. In the past, there has been some confusion with blending regular meetings and special meetings. This will help solve that problem. In addition, the following statement has been posted to the district website which will bring more clarity to this topic as well:

In accordance with Minnesota Statutes section 13D.04, subdivision 1, the following is the School Board's schedule of regular meetings: The Board will meet in the Board Room of the District Service Center, which is located at 7362 East Point Douglas Road South Cottage Grove, MN 55016 unless otherwise announced. The first regular meeting of each month will begin at 6:00 p.m. The second regular meeting of each month will begin at 7:00 p.m. Although the Board may amend the agenda for any regular meeting at any time as it deems appropriate, the Board anticipates that a Board workshop will typically be on the agenda for the regular meeting held on the first meeting of each month. If the School Board decides to hold a regular meeting at a time or place different from the time or place stated in this schedule, the Board will provide notice of the date, time, location, and purpose of the meeting at least three calendar days (72 hours) in advance of the meeting.

Further, Keith recommended that Policy 203.2 - Order of the Regular School Board Meeting, be removed from the district policies as the new revised policy will allow the board to amend the agenda for any regular meeting as it deems appropriate.

Both policies will be brought back to the School Board for approval at their November 20th meeting.

The workshop adjourned at 7:56pm.

This information is only a summary. The full text is available for public inspection at the administrative offices of the school district or at www.sowash

co.k12.mn.us .

1/9/2013


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