Members Present:       
Vicki Coash
Dan Ingalls
Leon Leachman (arrived at 7:38 p.m.)
Chris Locke
Bernie Spradling
Tom Storrer

Member Absent:           
Jim Waugh  

Others Present:           
Sue Givens, Superintendent
Norm Wilks, Assistant Board Clerk
Jackie Clark, BOE Clerk
Robin Nixon, The El Dorado Times
David Wagner, Director of Operations
Jim Shum, Lincoln Teacher
Lora Meirowsky, ENEA
Josh Peiffer, High School Student
John Peiffer, Patron
Jackie Pieffer, Patron

At 6:31 p.m., Chris Locke moved to recess into an executive session for a period of 30 minutes to discuss matters of non-elected personnel in order to protect the privacy rights of the individuals to be discussed and to discuss property issues with Board members, the Superintendent and Director of Fiscal and Support Services present. Vicki Coash seconded the motion. The motion carried 5-0.

The board returned to general session at 7:01 p.m. with the same people as listed above present.

Vicki Coash made a motion to approve the agenda and the addendum (12A—Approve Milk Bids; 15A—USD 490 Personnel Recommendations, 17A— Additional BCSBC Recommendations). Seconded by Dan Ingalls, the motion carried 5-0.

A.    Elect Board President
At this time, Bernie Spradling opened the floor for nominations for Board President for the 2008-2009 school year. Vicki Coash nominated Jim Waugh and Chris Locke seconded the nomination. Hearing no other nominations for Board President, the Board voted 5-0 to elect Jim Waugh president.  

In the absence of the newly elected president, Vicki Coash nominated Bernie Spradling to officiate the meeting. Seconded by Tom Storrer, the motion carried 5-0.

B.    Elect Vice President
Bernie Spradling nominated Leon Leachman for Board Vice President for the 2008-2009 school year. Dan Ingalls seconded the nomination and on a 5-0 vote the Board elected Leon Leachman vice president.  

        C.    Appoint Board Clerk and Assistant Clerk
On a motion by Chris Locke and second by Vicki Coash, Jackie Clark was appointed Clerk of the Board and Director of Fiscal and Support Services Norm Wilks was appointed Assistant Clerk of the Board. The motion carried 5-0.

        D.    Designate KPERS Representatives
Vicki Coash made a motion to designate Director of Human Resources Lynda Sharp and Director of Finance Trisha Toney as KPERS Representatives. Chris Locke seconded the motion; the motion carried 5-0.

        E.    Appoint Board Treasurer
Vicki Coash made a motion to designate Intrust Bank as the District’s Depository and Ed Gard as Board Treasurer for the 2008-2009 school year. Seconded by Chris Locke, the motion carried 5-0.

        F.    Appoint Food Service Program Representative
A motion by Chris Locke to appoint Cynthia Wormser District Food Service Program Representative was seconded by Tom Storrer. The motion carried 5-0.

G.    Appoint Hearing Officer for Free and Reduced Meal Application Appeals
Dan Ingalls made a motion to appoint Director of Fiscal and Support Services Norm Wilks as Hearing Officer for Free and Reduced Meal Application Appeals. The motion was seconded by Vicki Coash, and it carried 5-0.

        H.    Appoint KASB Governmental Relations Representative
Dan Ingalls made a motion to appoint Leon Leachman as KASB Governmental Relations Representative. The motion, seconded by Vicki Coash carried 5-0.

I.    Appoint BOE Member as Ex Officio Representative to Partners in Education Executive Board
Bernie Spradling made a motion to appoint Vicki Coash as the Ex Officio Representative to Partners in Education Executive Board. Seconded by Chris Locke, the motion carried 5-0.

J.    Appoint Ex Officio Representative and Alternate to El Dorado Inc.
Vicki Coash made a motion to appoint Dan Ingalls as the Ex Officio Representative for USD 490 and Tom Storrer as Alternate to El Dorado Inc. The motion, seconded by Chris Locke, carried 5-0.


        K.    Appoint District Freedom of Information Officer
Dan Ingalls made a motion to appoint Superintendent Sue Givens as the District Freedom of Information Officer. Seconded by Tom Storrer, the motion carried 5-0.

        L.    Set 2008-2009 Board Meeting Dates and Times
Vicki Coash made a motion to establish the 2008-2009 BOE meeting dates and times as stated below. Dan Ingalls seconded the motion, and it carried 5-0.

Dates set are as follows:
       July 29th, 2008 (Special Meeting, 7:15 a.m.)
August 11th, 2008 (Budget Hearing, 7:00 p.m.)
                    August 11th, 2008 Regular Meeting (5:30 p.m.)
                    September 8th, 2008
                    September 29th, 2008 (5:30 pm)
                    October 13th, 2008
                    November  10th, 2008
                    December 8th, 2008
                    January 12th, 2009 (5:30 p.m.)
                    February 9th, 2009
                    March 9th, 2009
                    March 30, 2009 (5:30 pm)
                    April 13th, 2009 (Special Meeting, 5:30 pm)
                    April 13th, 2009 Regular Meeting
                    May 11th, 2009
                    June 8th, 2009
                    June 29th, 2009  (5:30 pm)        
                    July 13th, 2009

The regular board meetings will begin at 6:30 p.m. at the Administration Office located at 124 West Central Avenue in El Dorado. The executive session will be the first item after the procedural matter.

M.    Appoint Board Representative and Alternate to Serve on 2008-09 Negotiations Team
Dan Ingalls made a motion to appoint Chris Locke and Jim Waugh as Board Representatives and Bernie Spradling as the Alternate on the Negotiations Team for the 2008-2009 Negotiated Agreement. Tom Storrer seconded the motion. The motion carried 5-0.

N.    Appoint Board Representatives to Serve on 2008-2009 School Site Councils
    The BOE appointed BOE Members to the following site councils:  
Skelly & Washington Elementary Schools-Jim Waugh
Jefferson & Lincoln Elementary Schools-Tom Storrer
Grandview Elementary School-Leon Leachman
El Dorado Middle School-Bernie Spradling
El Dorado High School-Dan Ingalls

O.    Appoint Board Representative to Serve on the District Steering Committee for 2008-2009
Vicki Coash made a motion to appoint Bernie Spradling to serve on the District Steering Committee. Dan Ingalls seconded the motion, and it carried 5-0.

There were no comments from the public.

There were no students or staff recognized.

Joshua Peiffer, EHS student and member of Boy Scout Troop 222, presented a proposal to design and complete a landscaped entrance sign for the high school campus. David Wagner would coordinate the project with Joshua, the architects and “Scenic El Dorado” committee members. The BOE would purchase the materials for the renovation project.

Dan Ingalls made a motion to approve the Eagle Scout project of Joshua Peiffer to design and landscape the entrance sign at El Dorado High School, under the approval and supervision of David Wagner, Director of Operations. Vicki Coash seconded the motion and it carried 5-0.

Bernie Spradling spoke briefly about the number of students invited to attend the middle school summer program compared to the number of students who actually attended. Superintendent Givens said the administrations has plans to review all the extended learning programs.

Chris Locke made a motion to approve Part I of the Consent Calendar as stated below. Dan Ingalls seconded the motion, and it carried 5-0.

A.  Part I
    (1)  Minutes, June 9th and June 30th 2008 meetings

(2)  Financial Reports

(3) Other Reports:
High School Activity Reports
Middle School Activity Report
Preschool Summer School Report
Elementary Summer School Report
Middle School Summer School Report

Chris Locke made a motion to approve Part II of the Consent Calendar as stated below. Tom Storrer seconded the motion. The motion carried 5-0.

B.    Part II
(1) Rescind Policies from 2007-2008 Minutes not included in Board Policy (Resolution No. 1)

(2) Adopt Resolution to Allow Pre-payment of Utility
Bills plus claims for food or gasoline associated with
co-curricular or extra curricular student activities
outside school district boundaries. (Resolution No. 2)

(3) Adopt 1116-Hour Resolution (Resolution No. 3)

(4) Adopt Resolution to Waive Generally Accepted Accounting Principles and Fixed Asset Accounting (Resolution No. 4)

(5)    Adopt Resolution to Create an Activity Fund at El Dorado High School (Resolution No. 5)

(6)    Adopt Resolution to Create an Activity Fund at El Dorado Middle School (Resolution No. 6)

(7) Adopt Resolution Authorizing the Destruction of Records

(8) Adopt a resolution to approve until September 1, 2008, the signatures of the 2007-
2008 Board officers on checks

(9) Designate Truancy Officers
The following appointments are recommended:  
High School—Bret McClendon
Extend High School – Tammy Fellers
Middle School—Mike Browne
Grandview—Kim McCune
Jefferson—Amy Clites
Lincoln—Miles Harvey
Skelly—Linda Johnson
Washington—Stan Ruff

(10) Appoint the Superintendent and Director of Fiscal and Support Services as
        Hearing Officers for Long Term Suspension or Expulsion

(11) Establish Mileage Reimbursement at the Federal Rate.
This recommendation applies to all mileage reimbursements, including mileage allowance for administrators.  

(12) Establish Petty Cash Limits
The following petty cash fund amounts are recommended.  These funds are for emergency use, such as paying substitute referees.
    Central Office     $1,000
    High School    $1,000
    Middle School    $   500
    Special Ed    $1,500

(13) Appoint the Director of Fiscal and Support Services as Authorized Representative for Federal Programs including Coordination of Title VI, IX, and Section 504, and 35.107 (ADA) and Miles Harvey as the local consolidated plan coordinator.

 (14) Appoint Authorized Representatives to Federal Surplus Property Center
 It is recommended that Norm Wilks and Dave Wagner be appointed as authorized
representatives.

(15) Designate Intrust Bank as the official USD 490 Direct Depository.  
 
(16) Designate The El Dorado Times as the Official Newspaper    

Dan Ingalls made a motion to adopt the resolution which states: The Board of Education shall exercise the powers granted by the legislature to transact all school district business and not construe to relieve any other unit of government of its duties and responsibilities prescribed by law. Seconded by Chris Locke, the motion carried 5-0.

Vicki Coash made a motion to approve the same textbook fees as last year. Dan Ingalls seconded the motion. The motion carried 5-0.  

        Textbook Fees:
        ECD & Kindergarten—$30
        Grades 1-5—$50   
        Grades 6-12—$55  

These handbooks are approved annually. No changes are proposed.

Chris Locke made a motion to approve the Food Service and Substitute handbooks as presented. Seconded by Dan Ingalls, the motion carried 6-0.

The district requested milk bids for the 2008-09 school year. Two bids were received, one from Hiland and one from Borden. The administration recommended accepting Borden’s bid.  

Chris Locke made a motion to approve the bid presented by Borden Dairy for the 08-09 milk prices. Seconded by Vicki Coash, the motion carried 6-0.

Chris Locke made a motion to approve the teachers’ college hours as presented in the agenda. Seconded by Leon Leachman, the motion carried 6-0.

Norm Wilks provided copies of the proposed KASB policy recommendations which, in some instances, reflect recent court decisions or changes in state or federal legislation that require boards to adopt new policies.

The proposed policy revisions will be brought back for further discussion and/or action at the August 11, 2008 BOE meeting.

Vicki Coash made a motion to approve the USD 490 personnel recommendations, which include the addendum. Chris Locke seconded the motion, and it carried 6-0.

It is recommended that a purchase card be issued to David Wagner with a $1500 transaction limit and a $5000 monthly limit. It is also recommended that each building Principal be issued a purchase card with a $1000 monthly limit.
        
Leon Leachman made a motion to approve purchase cards for David Wagner and building Principals with limits as described. Tom Storrer seconded the motion, and it carried 6-0.

Dan Ingalls made a motion to approve the BCSBC personnel recommendations which include the addendum. The motion, seconded by Chris Locke, was approved on a 6-0 vote.

• Legislative Update—Leon Leachman
Leachman reminded the BOE of the upcoming KASB forums. The administration will invite political candidates to a Saturday meeting with BOE members.

• OSPM Report/Summer Maintenance Update-David Wagner
Wagner reported that to date 39 piers have been drilled for Phase II of the construction project. He said soil modification under the floor slab began June 26th and will be completed next week. He said after the grade beams are poured the electrical and mechanical items under the floor slab will be installed. Wagner said all transite pipe has been removed. In addition, he said block work would probably not start until September, which may mean that the stucco work might not be finished before cold weather.

Wagner reported summer maintenance items include: repairing some roofs, making improvements to the press box at the stadium, installing new flush valves in the restrooms at the stadium, installing an ADA ramp to stadium seating, moving the new bleachers from the Civic Center to the Stadium, improving the drainage around the Skelly building, moving a stage curtain from Lincoln to Skelly, installing new stage doors at Grandview, doing some landscape work and adding drop ceilings and new lighting in some classrooms at EMS, and painting the interiors of some of the buildings.

• Set Date and Time to Tour District Facilities
Earlier in the meeting the BOE set August 11, 2008 at 5:30 p.m. as the date and time for the BOE to tour facilities.

• Possible dates for approval of the 2008-09 Budget
The BOE will have a special meeting on July 29, 2008 at 7:15 a.m. to approve the budget for publication. The public hearing is August 11, 2008 at 7:00 p.m.

Norm Wilks said that Frontier Refining has filed for a tax exemption on the increased evaluation due to the improvements made at the plant. He said they could receive a tax abatement of 10 years on the improvements. Wilks said this would mean a decrease of about $920,000 in tax receipts. The administration has asked the County to not include the increased evaluation in the assessed evaluation to help out our cash flow. He said the refinery may also seek to exempt the entire expansion, roughly $300 million, an impact of about $3.5 million in tax revenue or about 46% of our tax receipts. He recommends the district build the 08-09 budget on a 30% LOB to help ease the cash flow problem. He said the General Fund is not a problem because the State of Kansas will make up the difference. Wilks said the Bond and Interest Fund State Aid was 31% last year and for 2008-09 State Aid will be 7%. He said a concern for the district is the fluctuating mill levies for our patrons.

• Building Usage Fees – Norm Wilks
Norm Wilks provided the BOE with a schedule of current charges for building usage. He said the administration would bring the topic back for discussion at a later date.

Leon Leachman made a motion to approve the current building usage fees as presented. Tom Storrer seconded the motion; the motion carried 6-0.

• Strategic Plan Update – Sue Givens
Superintendent Givens provided a tentative agenda for the September 6, 2008 Strategic Planning Meeting facilitated by representatives from KASB.

• Building Secretaries and Administrators Report Back to Work July30th  
• Walk-in Enrollment at All Buildings, July 31st, 8 am–7 pm
• New Teachers Report for Orientation Meetings on August 4th
• First Contract Day for Teachers, August 6th
• Back To School All Staff Breakfast & Meeting at Civic Center, August 6th, 7:00 a.m.
    
    Vicki Coash thanked Bernie Spradling for her service as the 2007-08 President of the Board of Education.

Jackie Clark, Clerk of the Board
USD 490
Butler County, KS