DERBY USD 260 BOARD OF EDUCATION AGENDA July 13, 2009, 6:30 p.m. Derby City Hall • 611 Mulberry Road • Derby, KS 67037 1. Call to Order/Roll Call 2. Adoption of Agenda 3. Election of President 4. Election of Vice President 5. ROUTINE ACTION A. Approval of Minutes B. Citizens/Community Presentations Before the Board 1. DNEA 2. Patrons 6. CONSENT AGENDA A. Approval of Contract with Heartspring for student services (BG) B. Approval of Communities in Schools Agreement (DA) C. Certified and Classified Personnel Reports (HB) 7. STAFF/BOARD REPORTS A. Superintendent’s Report (CW) B. BOE Vacancy (CW) C. Budget Update (DA) 8. DISCUSSION A. District Athletic Trainer Contract (DA) B. District Travel & Business Expense Guide (DA) C. SRO Contract (DA) 9. ACTION A. DMS Water Line Replacement (TS) B. Project Lead the Way Computers (DA) C. Latchkey Lockers (TS) D. Contract Ratification (DA) E. Classified Employee Employment Policy 09-10 (DA) F. Establish Official Banks of Deposit (DA) G. Resolution to Establish 2009-2010 Board Meeting Dates (CW) H. Establish Official Newspaper/Derby Weekly Informer (CW) (continued) I. Establish Official School Year (hours) (CW) J. Approve Board Travel (CW) K. Appointments (CW) ADA Compliance/Heather Bohaty Attendance Officer/Heather Bohaty Board Attorney/Griffith & Griffith Carl Perkins Representative/Charlene Laramore Board Clerk/Vicki Frazier Hearing Officer/Free & Reduced Priced Meal Application Appeals/Tom Snodgrass Homeless Liaison Coordinator/Bruce Givens KPERS Representative/David Clausius Local Consolidated Plan Representative/Charlene Laramore PL-382 Representative/Don Adkisson School Lunch Service Authorized Representative/Tom Snodgrass Student Hearing Officer/Heather Bohaty Title IX & 504 Coordinator/Heather Bohaty Treasurer/Don Adkisson L. Board Vacancy (CW) 10. EXECUTIVE SESSION A. For the purpose of discussing negotiations. 5.A UNAPPROVED DERBY UNIFIED SCHOOL DISTRICT 260 DERBY, KANSAS ROLL CALL: The regular meeting of the Board of Education, Derby Unified School District 260, June 22, 2009, Derby City Hall, 611 Mulberry. Meeting was called to order at 6:31 p.m. MEMBERS PRESENT: Tim Aiken, Carolyn Muehring, Sue Robinson, Janet Sprecker, and John Stuhlsatz. MEMBERS ABSENT: Dan Smith STAFF PRESENT: Craig Wilford, Superintendent; Wayne Burke, Asst. Supt./HR; Don Adkisson, Finance Director; Charlene Laramore, Asst. Supt./Curriculum & Instruction; Drew Lane, Director of Technology; Bruce Givens, Director of Special Services; and Tom Snodgrass, Director of Operations. FLAG SALUTE: The flag salute was led by Carolyn Muehring. AGENDA: Carolyn Muehring moved and Sue Robinson seconded to approve the agenda. Motion carried 5-0. APPROVAL OF MINUTES: Carolyn Muehring moved and Janet Sprecker seconded to approve the minutes of the June 8, 2009 regular meeting. Motion carried 5-0. DNEA: Shelley Addis shared that the NEA annual meeting will be held in San Diego next week. Angela Addis and Shelley Addis will be attending. She also discussed aspects of the negotiated agreement for the coming year. The ratification is in process using Survey Monkey. The deadline is June 28. PATRONS: (none) CONSENT AGENDA: Tim Aiken moved and John Stuhlsatz seconded to approve the consent agenda as listed below. A. Certified and Classified Personnel Reports (WB) B. Claims for $2,216,124.54 from June 4, 2009 to June 17, 2009. Motion carried 5-0. Reports: SUPERINTENDENT’S REPORT: The board reviewed the superintendent’s report of June 17, 2009. 1 Discussion: PROJECT LEAD THE WAY COMPUTERS: Mr. Adkisson presented a request for computers to be used in the Project Lead the Way classrooms. SOFTWARE FOR DESKTOP VIRTUALIZATION: Mr. Adkisson requested consideration to purchase the software and licensing necessary to deploy the virtualized desktops to all of our elementary buildings. Tim Aiken requested this item be moved to action Item G. Sue Robinson seconded. Motion passed 5-0. Action: PROPERTY AND WORKER’S COMPENSATION INSURANCE: Mr. Adkisson recommended that the Board approve the coverage from United Heartland that does not include the dividend endorsement for $356,945 and the coverage from Travelers and EMC for $228,434. Tim Aiken moved and Janet Sprecker seconded to approve the recommendation. Motion failed 3-2. After further discussion, Tim Aiken moved and Carolyn Muehring seconded to approve the property coverage from Travelers and EMC for $228,434. Motion passed 5-0. Carolyn Muehring moved and Sue Robinson seconded to approve the worker’s compensation insurance coverage from United Heartland for $356,945. Motion passed 4-1. VENDING SERVICES BIDS: Mr. Adkisson recommended Wichita Vending to provide vending services for the district for the next five years. John Stuhlsatz moved and Sue Robinson seconded to approve the recommendation. Motion passed 5-0. STRATEGIC PLAN SPECIFIC RESULTS: Mr. Wilford requested approval of the recommended specific results to be implemented during the 2009 – 2010 school year. John Stuhlsatz moved and Sue Robinson seconded to approve the recommendation. Motion passed 5-0. APPROVE FIRST BOE MEETING IN JULY: Mr. Wilford recommended July13, 2009 as the date of the first Board meeting for the upcoming year. This meeting will be held at Derby City Hall. Tim Aiken moved and Carolyn Muehring seconded to approve the recommendation. Motion passed 5-0. BAND INSTRUMENT BIDS: Mr. Adkisson recommended approving the bids as listed below: Bid Instrument Qty Price Total Bid Nick Rail Music: Yamaha Bass Clarinet YCL221 II 1 DMS $1,464.50 $1,464.50 Yamaha Concert Bells YG2500 1 DMS $2,449.00 $2,449.00 w/Cover 2 Double French Horn Holton 1 DMS $1,865.00 $1,865.00 H378 Yamaha Euphonium YEP201 1 DMS $1,265.00 $1,265.00 Fox F330 Renard Artist Oboe 2 DHS $2,788.00 $5,576.00 Yamaha YSH-411 Sousaphone 1 DHS $4,735.00 $4,735.00 w/case Yamaha YSH-301 Sousaphone 1 DHS $3,050.00 $3,050.00 w/case Marching Bass Drum MB-8218 1 DHS $452.00 $452.00 w/case Marching Bass Drum MB-8220 1 DHS $477.00 $477.00 w/case Marching Bass Drum MB-8222w 1 DHS $417.00 $417.00 Marching Bass Drum MB-8224w 1 DHS $439.00 $439.00 Marching Bass Drum MB-8226w 1 DHS $459.00 $459.00 Pearl Bass Drum Mallet Holder 5 DHS $182.50 $182.50 w/Rim Shooter BMH-100 Jupiter Baritone 1 SGC $759.00 $759.00 Glasser Violin Bows Fiberglass 5 ORC $25.00 $125.00 Total $23,715.00 Senseney Music: Accent ¾ Tuba 1 DMS $2,745.00 $2,745.00 w/case Total $2,745.00 John Stuhlsatz moved and Sue Robinson seconded to approve the recommendation. Motion passed 5-0. ADOPTION OF REPUBLISHED 2008-2009 BUDGET: Mr. Adkisson requested the board approve republishing the budget to access additional state funds. Janet Sprecker moved and Tim Aiken seconded to approve the recommendation. Motion passed 5-0. SOFTWARE FOR DESKTOP VIRTUALIZATION: Mr. Adkisson recommended that the Board approve the desktop purchases from Twotrees in the amount of $105,580.00. Tim Aiken moved and John Stuhlsatz seconded to approve the recommendation. Motion passed 5-0. ADJOURN: John Stuhlsatz moved and Sue Robinson seconded to adjourn the meeting at 7:24 p.m. Motion was carried 5-0. _________________________________ Vicki J. Frazier, Board Clerk Derby USD 260 Board of Education 3 UNAPPROVED DERBY UNIFIED SCHOOL DISTRICT 260 DERBY, KANSAS ROLL CALL: The special meeting for claims and year end transfers of the Board of Education, Derby Unified School District 260, June 30, 2009, 12:00 p.m. Administrative Center. MEMBERS PRESENT: John Stuhlsatz, Tim Aiken, Carolyn Muehring, and Sue Robinson. ABSENT: Janet Sprecker and Dan Smith STAFF PRESENT: Craig Wilford, Superintendent and Don Adkisson, Director of Budget and Finance AGENDA: Carolyn Muehring moved to approve the agenda as presented. Tim Aiken seconded the motion which carried 4-0. CONSENT AGENDA: John Stuhlsatz moved and Sue Robinson seconded to approve the claims as listed below. A. Claims for $1,210,449.98 from June 18, 2009 through June 30, 2009. Motion carried 4-0. YEAR END TRANSFERS: Tim Aiken moved to accept the year end transfers and John Stuhlsatz seconded the motion which carried 4-0. ADJOURNMENT: John Stuhlsatz moved that the board adjourn at 12:03 p.m. and Tim Aiken seconded the motion which carried 4-0. _________________________________ Vicki J. Frazier, Board Clerk Derby USD 260 Board of Education 6.A Don Adkisson Finance Director 120 E. Washington Derby, KS 67037 July 8, 2009 To: Board of Education From: Don Adkisson Subject: Memo of Understanding – Communities in Schools Communities in Schools of Wichita/Sedgwick County (CIS) and the District entered into a Memorandum of Understanding for services to be provided by CIS beginning with the 2007-08 school year. The term of the agreement is for one year with an annual automatic renewal. The administration recommends that the Board approve the renewal for the 2009-10 school year. The fee for 2009-10 has increased from $101,837 to $114,506 due to an increase in the district portion of the high school service provider. (316) 788-8420 www.derbyschools.com fax (316) 788-8449 Administrative Center 6.C Heather Bohaty Assistant Superintendent Human Resources email@example.com TO: Board of Education FROM: Heather Bohaty, Assistant Superintendent/Human Resources RE: Certified Employment Report DATE: July 8, 2009 Resignation Jennie Berrey ESL/Cooper Effective 06.26.2009 Summer School Julie Sontag Preschool Screenings Effective 06.03.2009 Ashley Knapp Preschool Screenings Effective 06.03.2009 Administrative Center 120 E. Washington Derby, KS 67037 (316) 788-8415 fax (316) 788-8417 Heather Bohaty Assistant Superintendent Human Resources firstname.lastname@example.org TO: Board of Education FROM: Heather Bohaty, Assistant Superintendent/Human Resources RE: Classified Employment Report DATE: July 8, 2009 Work Agreements Tiffany Byers Custodian/DHS Effective 06.09.2009 Resignation Bridget Nystrom H.I. Para/Derby Hills Effective 06.22.2009 Katheryn Thackery Sp. Ed. Para/DELL Effective 06.01.2009 Brenda Thanel Office Clerk/Pleasantview Effective 07.31.2009 Nikki Trusty Custodian/Tanglewood Effective 07.18.2009 Carole Watton Sp. Ed. Bus Driver Effective 05.23.2009 Separation Richard Collins Custodian/DMS Effective 06.30.2009 Mary Lee Mills Custodian/El Paso Effective 06.30.2009 Phillip Nellis Custodian/Pleasantview, El Paso Effective 06.30.2009 Angela Oliphant Custodian/Pleasantview Effective 06.30.2009 Ben Wilson Maintenance Helper Effective 06.30.2009 Retirement Gary Burnett Custodian/Derby Hills Effective 06.30.2009 Administrative Center 120 E. Washington Derby, KS 67037 (316) 788-8415 fax (316) 788-8417 7.A Craig Wilford Craig Wilford Superintendent of Schools Superintendent of Schools 120 E. Washington 120 E. Washington Derby, KS 67037 Derby, KS 67037 July 8, 2009 TO: Board Members FROM: Craig Wilford SUBJECT: Superintendent’s Report Following is a summary of my activities since my last report: June 18 Met with Assistant Superintendent/HR to discuss district issues. Observed training at the ESC. Met with DNEA President to discuss ratification. Met with Director of Finance to discuss board agenda items. June 19 Met with City Manager and DRC Superintendent. Observed Space Camp activities coordinated by Sherrie Rebel. Met with members of Derby Lions Club. June 22 Met with Director of Finance to discuss agenda items. Met with Assistant Superintendent/C&I to discuss curricular issues. Reviewed Board agenda with DNEA President. Attended Board of Education meeting. June 23 Met with Assistant Superintendents to review Board meeting. Met with Director of Finance to discuss budget. Met with Assistant Superintendent/HR to discuss legal issue. June 24 Visited with Assistant Superintendent/HR about a parental concern. Met with Assistant Superintendent/C&I on staffing. June 25 Observed IBB language review meeting. Met with Assistant Superintendent/HR to discuss district issues. June 26 Observed Space Camp activities. Met with Strategic Plan facilitators to prepare for upcoming presentation. Met with facilities assessment firm, and Director of Operations. June 29 Met with Director of Finance to discuss post audit. Met with Special Services director to discuss district issues. Met with Assistant Superintendent/HR to discuss district issues. Attended Tri-Governmental facilities meeting. (316) 788-8410 www.derbyschools.com fax (316) 788-8499 Administrative Center June 30 Attended Board meeting. Discussed with representative from RSP and Assistant Superintendent/HR data collection. Met with Director of Finance to discuss legislative audit. July 1 Met with Executive Director of Communities In Schools. Met with Assistant Superintendent/HR to discuss personnel issues. Met with Director of Operations to discuss upcoming bids. Met with Director of Finance to discuss budget. Attended farewell event for Colonel Vechery at McConnell AFB. July 2 Met with Assistant Superintendent/HR to discuss staffing. Attended Change of Command at McConnell AFB. Met with Director of Finance to discuss budget. July 6 Met with Assistant Superintendents to discuss curricular and personnel issues. Chaired Directors’ meeting. Met with Board President to review agenda and discuss policy revisions. Met with Assistant Superintendent/HR to discuss staffing. July 7 Met with Assistant Superintendent/HR to discuss administrative training. Met with Director of Finance to discuss IBB. Met with vendor. Met with DHS Principal to discuss building initiatives. Met with Assistant Superintendent/HR to discuss staffing. July 8 Met with Assistant Superintendent/HR to discuss personnel. Agenda Items: 7. A. Superintendent’s Report: The superintendent’s report will stand as written. 7. B. BOE Vacancy: During this portion of the meeting our candidates will be asked one question. 7. C. Budget Update: An update of the recent governor’s action will be shared. Discussion: 8. A. District Athletic Trainer Contract: We will present a contract for support services for our student athletes for your consideration. 8. B. District Travel and Business Expense Guide: We would ask for you to consider updates made to this district document. 8. C. SRO Contract: I would request your consideration for us to continue our relationship with the Derby Police Department in our joint effort to provide school resource officers at DMS and DHS. Action: 9. A. DMS Water Line Replacements: This is part of the FY 10 capital outlay. We would ask you to consider approving this request. (316) 788-8410 www.derbyschools.com fax (316) 788-8417 Administrative Center 9. B. Project Lead the Way computers: We will be presenting a request for computers to be used in the Project Lead the Way classrooms. 9. C. Latchkey Lockers: We will be presenting a proposal to purchase lockers to be used by latchkey for their Swaney site. Payment for these lockers is coming from latchkey funds. 9. D. Contract Ratification: We would ask for your approval of the recommended contract with the certified staff. 9. E. Classified Employee Employment Policy 2009-10: We seek your approval to the modifications made to the Classified Employee Employment Policy book for the 2009 – 2010 school year. 9. F. Establish Official Banks of Deposit: We are asking for your approval to identify Commerce Bank and Verus Bank as banks of record for the 2009-2010 school year. 9. G. Resolution to Establish 2009-2010 Board meeting dates: We would ask you to consider the attached document for establishing dates, times, and locations for meetings during the 2009-2010 school year. 9. H Establish official Newspaper: We recommend the Derby Weekly Informer as the District’s official newspaper. 9. I. Establish Official School Year: We recommend the Board approve the minimum state hourly requirements for the 2009-2010 school year. Our current calendar exceeds these minimum requirements. 9. J. Approve Board Travel: I would recommend the Board approve travel for the 2009-2010 school year. 9. K. Appointments: We would ask the Board to consider the approval of the attached recommendations for the 2009-2010 school year. 9. L. Board Vacancy: The Board will have the opportunity to consider filling the vacancy that currently exists on the Board. Executive Session: 10. A. Negotiations (316) 788-8410 www.derbyschools.com fax (316) 788-8417 Administrative Center Don Adkisson Finance Director 120 E. Washington Derby, KS 67037 July 8, 2009 To: Craig Wilford From: Don Adkisson Subject: Activity Report 2009-10 Budget – We have started work on the budget for this year. I will be presenting a report on the budget at the July 27 meeting. There has been a substantial reduction in the funding provided by the state due to actions of the legislature and the Governor. The district has addressed a large portion of these reductions through cuts approved by the Board. The administration will be monitoring the budget to determine if other action is necessary during the year. Calendar: June 18 Work in the office. June 19 Attended the state budget workshop in El Dorado with Mrs. Allen and Mrs. Smith. June 22 Attended the Board meeting at City Hall. June 23 Chaired the Finance Office staff meeting. June 24 Worked in the office. June 25 Met with members of the Interest Based Bargaining team to review language changes for the 2009-10 master contract. June 26 Met with Mrs. Allen and Mrs. Smith to discuss departmental issues. Met with Mrs. Allen to work on year-end processing. June 29 Met with Mr. Wilford to discuss the offer from Legislative Post Audit to perform district efficiency audits. Contacted the Legislative Post Audit offices to express our interest in having this audit done. June 30 Met with Mrs. Bohaty to discuss the Meet and Confer process and language changes. Attended the year-end Board of Education meeting at the Administrative Center. July 1 Chaired the meeting with classified staff to present salary information and language changes in the classified agreement. Met with Mr. Wilford on district financial issues. July 2 Met with our new beverage vendor representative to review our current equipment and arrange for a tour of district facilities to complete his list. Changes in machines will begin during July. July 3 Holiday—offices closed. (316) 788-8420 www.derbyschools.com fax (316) 788-8449 Administrative Center July 6 Attended the directors’ meeting in Mr. Wilford’s office. Met with Mr. Wilford on the changes being made to the district Travel and Business Expense Guide. Met with Mrs. Bohaty to review the changes to the classified employee agreement. July 7 Met with Mr. Wilford to discuss financial issues. Met with a vendor to discuss past purchases and the locker bid to be opened later. Attended the bid openings for the latchkey lockers and the middle school water line replacement. Met with Mrs. Bohaty to review the classified agreement. Met with Mrs. Bohaty to discuss Special Education positions and budget. July 8 Met with Human Resources and Finance staff to discuss the contracts for staff members affected by the KPERS requirements. (316) 788-8420 www.derbyschools.com fax (316) 788-8449 Administrative Center Heather Bohaty Assistant Superintendent Human Resources email@example.com July 8, 2009 To: Craig Wilford From: Heather Bohaty Subject: Activity Report July 1 Attended the Meet and Confer Meeting, met with HR/Public Relations Team regarding upcoming projects, met with Special Service Coordinator regarding district health procedures and also reviewed our 504 documentation and met with Special Services Director regarding Special Education staffing. July 2 Visited with a family about our Out-of-District attendance policy, met with Assistant Superintendent/ Curriculum & Instruction regarding various topics, and visited with a future teacher about interview skills. July 3 Administrative offices closed. July 6 Attended Administrative Cabinet Meeting, attended Directors’ Meeting and talked with Jeff Griffith about district issue. July 7 Met with the Maintenance & Custodial Supervisor regarding staffing, visited with a parent regarding enrollment procedures, visited with KASB attorney about contract issue and visited with building principal about personnel. July 8 Met with Assistant Superintendent/Curriculum & Instruction and Technology Director regarding web presence, attended Community Marketing Committee Meeting at City Hall and met with Finance Department regarding KPERS. 120 E. Washington Derby, KS 67037 (316) 788-8415 www.derbyschools.com fax (316) 788-8417 Administrative Center Bruce Givens Special Services Director 222 E. Madison Derby, KS 67037 July 8, 2009 To: Craig Wilford From: Bruce Givens Subject: Activity Report The following is a summary of my activities. June 18 Worked in the office. June 19 Worked in the office. June 22 Worked in the office. Attended the Board of Education meeting. June 23 Visited extended school year services (ESY) at Park Hill. Worked in the office. June 24 Met with representatives from the company, Integrated Special Education. Visited the DELL. Worked in the office. June 25 Worked in the office. June 26 Out of the office. June 29 Out of the office. June 30 Out of the office. July 1 Worked in the office. Visited ESY program at Park Hill. Met with a special education teacher on curriculum and programming. July 2 Worked in the office. July 3 Office closed. July 6 Out of the office. July 7 Worked in the office. Met with a speech pathologist on a student issue. Met with a social worker. July 8 Worked in the office. Studied a situation at the DELL. (316) 788-8463 www.derbyschools.com fax (316) 788-8464 Educational Support Center Drew Lane Technology Director 222 E. Madison Derby, KS 67037 July 8, 2009 To: Craig Wilford From: Drew Lane Subject: Activity Report Brief Summary: The Technology Department is focusing on projects and deployments that include Project Lead the Way, Apex Learning, Google Apps for Education migration and Virtualization. Additionally, the Department will provide support to the different summer school programs, as well as, conduct preventative maintenance. After hearing from the Strategic Plan Committee, the Technology Department will now work diligently to prepare for a student laptop initiative. From my calendar: June 18 Met with IT staff to discuss Visual Casel product use. Met with IT staff to discuss imaging needs for computers in district. Met with IT Staff to discuss the new guides and FAQ (Frequently Asked Questions) web pages. Worked on Web presence. Met with IT personnel regarding tech issues. June 19 Met with Dell representative about servers being deployed in the district for virtualization. Worked on Web presence. Visited with SKT regarding licensing arrival for virtualization project. June 22 Worked on district Web presence. Met with vendor regarding hardware requirements for upcoming project. Attended regular BOE meeting. June 23 Provided Vicki Frazier some training on new Web presence. Worked on district Web presence. Gathered data in terms of numbers and logistics for a student 1:1 laptop initiative. June 24 Worked with Mindy Oppriecht from El Paso on the El Paso building web site in the new Web presence. Worked with Marlene Mangus on new Web presence and provided some training. Discussed potential product with IT staff for computer imaging in district. June 25 Worked with David Foster on power requirements in the Data Center as our current UPS (Uninterruptible Power Supply) has expired. Worked on district Web presence. Visited with vendor regarding power requirements in the Data Center. Provided training to several different people on the district Web presence. (316) 788-8443 www.derbyschools.com fax (316) 788-8464 Educational Support Center June 26 Worked on district Web presence. Investigated potential programming environment available through Amazon’s EC2 (elastic cloud) cloud based service. Investigated possibility of using thin clients for next elementary refresh. June 29 – July 6 Vacation. July 7 Met with central IT staff to get a status update on all projects. Attended regular Directors’ meeting. Met with Charlene Laramore to discuss IT projects and status. Attended conference call with Kaseya regarding next webinar. Met with SKT personnel in the virtualization deployment kick off meeting. Worked on various “to do” items from Directors’ meeting. July 8 Attended part of the Curriculum meeting discussing Web presence and software deployments. Worked with Brenda Thole and Rebecca Correia on the Bioconnect problem. (316) 788-8443 www.derbyschools.com fax (316) 788-8464 Educational Support Center Drew Lane Technology Director 222 E. Madison Derby, KS 67037 July 8, 2009 To: Craig Wilford From: Drew Lane Subject: Project Report The following is a summary of projects the IT Department is working on and includes projected timelines, status and notes. Project Projected Timeline Status Notes Infrastructure January – August COMPLETED Project Complete Analysis 2008 Implementation of January – August COMPLETED Project Complete Cisco Converged 2008 Network – Wired Component (Infrastructure Project) Implementation of January – August COMPLETED Project Complete Cisco Converged 2008 Network – Wireless Component (Infrastructure Project) Deployment of August – September COMPLETED Project Complete Traditional Refresh at 2008 AC, ESC, PAT Virtualization August – September COMPLETED Project Complete Evaluation Process 2008 (316) 788-8443 www.derbyschools.com fax (316) 788-8464 Educational Support Center Deployment of October 2008 – April COMPLETED Project Complete Teacher Laptops 2009 Virtualization October – December COMPLETED Project Complete proposals to BOE 2008 “Other” Technology October – December COMPLETED Project Complete items in Capital 2008 Outlay Plan to BOE Discussion and January – February COMPLETED Project Complete Approval of bids for 2009 Virtualization Discussion and January – February COMPLETED Project Complete Approval of bids for 2009 “Other” technology items Plan Virtualization March – April 2009 COMPLETED Project Complete Deployment Plan “Other” March – April 2009 COMPLETED Deployment of other Deployment technology will be done as the items arrive. Deploy Virtualization May – July 2009 In Progress Deployment will take place through the month of July and part of August. (316) 788-8443 www.derbyschools.com fax (316) 788-8464 Educational Support Center Charlene Laramore Asst. Superintendent/ Curriculum & Instruction Date: July 8, 2009 To: Craig Wilford, Superintendent From: Charlene Laramore, Assistant Superintendent/Curriculum & Instruction Subject: Activity Report Grants: Defense Department – The Department of Defense has awarded Wineteer Elementary a grant worth $318,000 over three years. It will include the first-ever Project Lead the Way elementary school curriculum. This will include student learning opportunities, staff development in science, math and technology. It will also include intensive staff development from Scholastic in the areas of reading and literacy. We will get more specifics including the money around August 1. Derby Community Foundation – The District was awarded $1,000 for work in the CHEL, our outdoor lab adjacent to Derby Hills Elementary. The work will include putting gravel under the seating area, painting the bridges and path work. The following is a summary of my activities since the last meeting: June 18/19 Vacation June 22 Met with library media assistant to discuss new website presence, met with WSU Curriculum/Instruction faculty to discuss teacher professional development needs, attended Board of Education meeting. June 23 Met with Superintendent and Assistant Superintendent/HR to discuss district issues, met with Instructional Coordinators, attended meeting in Wichita to discuss professional development opportunities. June 24 Met with elementary art teachers to discuss schedule, worked on Local Consolidated Plan and carryover reports. June 25/26 Vacation, toured Alternative School and met with High School Principal. June 29/30 Vacation July 1 Met with Instructional Coordinators for planning. July 2 Worked on Local Consolidated Plan, in office reports for state, met with Assistant Superintendent/HR July 3 District offices closed July 6 Attended Superintendent’s cabinet meeting, attended Directors’ meeting, interviewed candidates for English Language Learner’s positions at Cooper, Oaklawn, and Wineteer. 222 E. Madison Derby, KS 67037 (316) 788-8438 fax (316) 788-8464 www.derbyschools.com Educational Support Center July 7 Chaired website discussion for Curriculum, met with Instructional Coordinators for ELL and Reading to disucss possible software for Middle School, met with Director of Operations and Science Instructional Coordinator to discuss work at the CHEL. July 8 Discussed web presence standards with Director of Technology and Assistant Superintendent/HR, discussed ELL certification issues with Assistant Superintendent/HR. 222 E. Madison Derby, KS 67037 (316) 788-8438 fax (316) 788-8464 www.derbyschools.com Educational Support Center Tom Snodgrass Operations Director 325 N. Woodlawn Derby, KS 67037 DATE: July 8, 2009 TO: Craig Wilford FROM: Tom Snodgrass SUBJECT: Operations Activity Report Following is a summary of operations activities since the June 22 BOE meeting: ASPHALT AND CONCRETE BIDS . . . We will release bid specifications next week for major portions of our FY10 asphalt and concrete projects and I plan to bring bids and a recommendation to the July 27 BOE meeting. Once again, we will partner with the city to combine quantities on similar asphalt projects which will be included in the city’s bid for street overlay projects. However, since most of our projects include concrete work and seal coating jobs that are dissimilar to the city’s mill and overlays, we can actually get more bids by bidding that portion of our projects under a separate bid. Therefore, the July 27 bid tabulation will include concrete and seal coating work at the high school, Tanglewood and Swaney. The asphalt work at Pleasantview and Oaklawn will be included in the city bid that will be conducted at a later date. FROM MY CALENDAR . . . Jun 18 – Met with our mechanical maintenance team to discuss replacement of two natural gas service lines at the middle school. Met with Mr. Shook and representatives from Derby Junior Football at the stadium to discuss the sound system. Met with Mrs. Lawson to discuss plans for relocating the food service office. Jun 19 – Visited Pleasantview to review maintenance projects. Visited the high school to review maintenance projects. Coordinated equipment moves at Swaney to facilitate use of the cafeteria by the city of Derby. Met with a representative from VividPro at the stadium to discuss the sound system. Jun 22 – Conducted energy audits at El Paso and Tanglewood. Met with Mr. Engelmann, Insurance Center Inc., to discuss insurance. Attended the BOE meeting. Jun 23 – Coordinated the distribution of 56 locker units to USD 260 patrons. Attended an Oaklawn Activity Center construction meeting at Carlton. (316) 788-8479 www.derbyschools.com fax (316) 788-8448 Operations Center Jun 24 – Investigated an employee accident at El Paso that led to a worker compensation claim. Met with an Eagle Scout candidate to review his community project. Provided information to VividPro on existing speaker wire runs at the stadium. Met with Mr. Engelmann on worker compensation claim procedures. Jun 25 – Met with our lead grounds person and our electrician at the baseball stadium to discuss electrical repairs. Met with a representative from Total Installation to discuss the configuration of new locker units for DMS. Reviewed progress on the Project Lead the Way room at the high school. Jun 26 – Reviewed progress on the Project Lead the Way room at the middle school. Reviewed damages caused by a roof leak at the high school. Met with Mr. Wilford and a representative from the DLR Group to discuss district facilities. Jun 28 – Responded to a security alarm at Carlton. Jun 29 – Reviewed progress on the media center carpet replacement at the 6GC. Evaluated a roof leak at El Paso. Met with Mr. Young at the service center to discuss energy use, bus purchases and personnel issues. Visited Derby Hills to review maintenance projects. Met with Mr. Engelmann to receive insurance binders for FY10. Met with our painter to discuss replacement of the USD 260 sign at the ESC. Attended a joint tri-governmental facility committee meeting at city hall. Met with the family of a worker compensation claimant to discuss claim procedures. Jun 30 – Met with Mr. Engelmann to discuss our fleet insurance cards. Coordinated the removal and replacement of the USD 260 sign at the ESC. Jul 1 – Attended a Meet & Confer meeting. Met with Mr. Wilford to discuss district issues. Met with the city engineer, the director of community development and our civil engineer to discuss asphalt and concrete projects. Met with Chris Young, Young & Associates P.A., at Oaklawn to review an asphalt issue. Met with Mr. Wilford to discuss our asphalt and concrete bid for FY10. Met with Mr. Meadows to discuss the installation of Smart Boards. Jul 2 – Met with a representative from Building Controls and Services at the sixth grade center to review the installation of security cameras. Met with Mr. Young to discuss the FY10 tire purchase. Jul 3 – Holiday Jul 6 – Met with Mr. Riggs and the maintenance foreman to discuss maintenance projects district wide. Attended the directors’ meeting. Met with Mr. Young to discuss the July 24 joint exercise plan. Met with a worker compensation claimant to discuss return to work conditions. (316) 788-8479 www.derbyschools.com fax (316) 788-8448 Operations Center Jul 7 – Met with Dr. Sherwood and agencies involved in the July 24 joint exercise to discuss the exercise plan. Opened bids with Mr. Adkisson for Latchkey lockers at Swaney and domestic water line replacement at the middle school. Met with Mrs. Laramore and the instructional coordinator for science to discuss implementation plans for a Derby Community Foundation grant. Jul 8 – Met with Mr. Engelmann and a representative from EMC Insurance to discuss our property, liability and fleet policy. (316) 788-8479 www.derbyschools.com fax (316) 788-8448 Operations Center 7.B Craig Wilford Craig Wilford Superintendent of Schools Superintendent of Schools 120 E. Washington 120 E. Washington Derby, KS 67037 Derby, KS 67037 July 8, 2009 TO: Board of Education FROM: Craig Wilford SUBJECT: Board Vacancy In accordance with the process identified the candidates for the Board vacancy will respond to the following question during the report phase of the July 13 Board meeting. The question is , What would you like to see happen as a member of the Board of Education of the Derby Public Schools over the next three to five years? Each applicant will have three minutes to respond. The Assistant Superintendent/HR will monitor the time. Later in the meeting under action you will have an agenda item Board Vacancy. You will have the opportunity at that time to determine how you wish to proceed. (316) 788-8410 www.derbyschools.com fax (316) 788-8499 Administrative Center 7.C Don Adkisson Finance Director 120 E. Washington Derby, KS 67037 July 8, 2009 To: Board of Education From: Don Adkisson Subject: Budget Report I will present a report to the Board of Education at the July 13 meeting on the Governor’s actions that will affect the district’s budget for FY2010. (316) 788-8420 www.derbyschools.com fax (316) 788-8449 Administrative Center 8.A Don Adkisson Finance Director 120 E. Washington Derby, KS 67037 July 8, 2009 To: Board of Education From: Don Adkisson Subject: Athletic trainer contract The high school administration has requested that the Board approve the second year of a three-year agreement with Derby Sports Rehab and Therapy for athletic trainer services at the athletic activities. The contract is effective through May 31, 2010. A termination clause is included in the contract language. The cost for the contract for the 2009-10 year is $15,000 with a $1,600 allocation for fuel expenditures. There is no increase from the previous year. I have attached a copy of the contract for your consideration. This item is on the agenda for discussion only. (316) 788-8420 www.derbyschools.com fax (316) 788-8449 Administrative Center 8.B Don Adkisson Finance Director 120 E. Washington Derby, KS 67037 July 8, 2009 To: Board of Education From: Don Adkisson Subject: Changes to Travel and Business Expense Guide I am recommending several changes to the Travel and Business Expense Guide for 2009-10. The changes are as follows: Page 6 – Mileage rate for use of a personal vehicle is now 55 cents per mile. Page 8 – Added a paragraph to further define per diem coverage. Page 9 – Changed the paragraph on sponsor expense coverage to allow for more than one sponsor with approval of the superintendent. This item is on the agenda for discussion only. (316) 788-8420 www.derbyschools.com fax (316) 788-8449 Administrative Center Travel and Business Expense Guide (Including Procedures for Use of Credit Cards) Derby Public Schools Unified School District No. 260 July, 2009 0 TABLE OF CONTENTS Forward .......................................................................................... 3 Approval of Employee Travel .......................................................... 4 Registrations................................................................................... 4 Internet Registrations .............................................................................. 4 Organization Memberships ..................................................................... 4 Travel Advances ............................................................................. 5 Credit Cards ................................................................................... 5 Transportation ................................................................................ 5 Commercial Airline .................................................................................. 5 District-owned Vehicle ............................................................................ 6 Personal Automobile ............................................................................... 6 Rental Car............................................................................................... 6 Taxi, Shuttle, Limousine.......................................................................... 7 Lodging ........................................................................................... 7 Meals .............................................................................................. 7 One-Day Travel ...................................................................................... 8 Bus Driver Meals .................................................................................... 8 Business/Inservice Expenses ................................................................. 8 Other Expenses .............................................................................. 8 Telephone, Fax, Internet ......................................................................... 8 Laundry and Valet ................................................................................... 8 Personal Expenses ................................................................................. 9 Student Travel ................................................................................ 9 Consultant/Service Provider ........................................................... 9 Travel Outside Contiguous United States ....................................... 9 Emergencies................................................................................... 9 Travel Tips ...................................................................................... 10 1 Credit Card Usage .......................................................................... 10 Internet Purchasing ................................................................................. 11 VISA, Fuel Cards .................................................................................... 11 Wal Mart, Dillons ..................................................................................... 11 2 Unified School District No.260 Travel and Business Expense Guide August 2006 Forward The Unified School District No.260 Travel and Business Expense Guide is intended to set forth travel guidelines and expense reporting requirements, no matter which funding source is used, for individuals traveling on school district business including employees, Board of Education members, consultants, etc., including student travel. These guidelines are comprehensive; however, it is impossible to anticipate every situation encountered by an employee, consultant/service provider, employee candidate, etc., (hereinafter referred to as the "traveler"). Wherever the guidelines are silent, consult the Superintendent's office or designee. Any exceptions or deviations to the procedures outlined in this guide must be documented in writing and approved by the Superintendent or designee. Purpose of the Guide To furnish guidelines to those that incur and/or approve expenses. To ensure uniformity in the reporting and substantiation of expenses incurred. To provide accountability for district business travel expenses. All reservations for individuals traveling on school district business must be made by the USD 260 Business Office regardless of the funding source. The school district will reimburse the traveler for actual and reasonable travel expenses incurred during school business related travel. Expense reports, with appropriate documentation/receipts, must be completed by the traveler and properly approved prior to reimbursement. The district will not pay expenses for a spouse or child accompanying a traveler for personal reasons while the traveler is conducting school district business. ORIGINAL, ITEMIZED RECEIPTS ARE REQUIRED FOR REIMBURSEMENTS EXCEPT FOR PER DIEM OR MILEAGE. 3 APPROVAL OF REGISTRATIONS DISTRICT TRAVEL A registration form for each traveler, Prior to traveling at school district fully completed, must be sent to the expense, the forms listed below USD 260 Business Office at least must be completed and approved by two weeks in advance of the the appropriate immediate scheduled deadline. Early supervisor or administrator. All registration is encouraged to assure travel shall be consistent with timely processing. (Any last minute established business travel faxing of registration forms will be guidelines. The administrator's the responsibility of the originator.) signature verifies compliance with Registration forms must be USD 260 travel policies. accompanied by an Anticipated Absence. A single Purchase Anticipated Absence Requisition may be used for multiple registrations to the same conference. Copy of Purchase Requisition (for registration only) entered Internet Registrations with registration forms attached to Anticipated Absence Conference registrations may be completed over the internet as long Conference names should be as no immediate payment is spelled out on all travel forms. required. A confirmation needs to be Original forms (not copies) should be sent to the PDC office, the ESC, or used. to the Business Office, depending on the source of funds. No credit card An Anticipated Absence form and information is to be entered any applicable registration forms, except by the Business Office. fully completed, must be sent to the USD 260 Business Office for Organization Memberships most travel. For travel supported by Professional Development (PDC), State law does not allow the district the forms should be sent to the PDC to pay membership dues for office. Travel supported by grant individuals to belong to an money must have the forms organization. However, if a approved through the ESC. conference offers member and non- member rates, the authorizing PDC (26) funds may not be used for administrator may approve payment classified employee travel. at the non-member rate. 4 chaperoning of such travel lies with the school district. TRAVEL ADVANCES The traveler should not Travel advances are NOT allowed. purchase any tickets. In general, employees are responsible for their own expenses Reservations should be requested on out-of-district travel. Requests for with as much advance notice as reimbursement are to be submitted possible. A flexible, departure/arrival on the Travel Expense Statement time frame will permit selection of an form. economical route/carrier. In order for the district to obtain the lowest possible airfare, a traveler may be required to stay over a Saturday CREDIT CARDS night. District credit cards are used for charging airfares and holding hotel The district will not pay expenses for reservations. For other district credit a spouse or child accompanying a card policies, see the following traveler for personal reasons while section. the traveler is conducting school district business. If a spouse’s arrangements are made along with the employees, the cost TRANSPORTATION should be reimbursed to the The method of transportation chosen district prior to the travel dates. should be the most economical to Prospective airline incentives (i.e. meet a particular business need. frequent flier points), which provide The traveler must identify any benefits to the traveler, will not be extenuating circumstances to their used as a determinant in choosing a immediate supervisor before travel. flight or carrier. Employees may Commercial Airline not earn personal travel miles for travel on district business. The USD 260 Business Office is responsible for making airline The traveler should notify the USD reservations, booking tickets, and 260 Business Office as soon as completing travel arrangements for possible if cancellation of the following: reservations is necessary. Tickets cannot be transferred to other Any district employee, travelers. Such changes may consultant/ service provider, result in additional costs (at least agent, or any traveler for whom $50) that will be charged to the the primary source of funds is traveler. provided by the school district. All travelers will use the least Any person for whom the expensive class. Tickets should be primary responsibility for purchased well in advance of a 5 planned departure to secure the Parking fees, mileage to/from the lowest fare. Most tickets purchased local airport, toll road charges, are electronic tickets. overnight storage, and bridge tolls, where applicable, will be reimbursed The district will reimburse employees when a receipt is provided. Fines traveling on school business for the incurred while on school business first bag checked with the airline. A are not reimbursable to the traveler. receipt is needed for reimbursement. Exceptions may be granted with the The district's automobile insurance approval of the Superintendent or provides secondary liability coverage Director of Finance. for any district employee when required by the administration to District-owned Vehicle drive a personal vehicle on school district business. The school district Requests for district vehicles for out- does not purchase or provide of-district travel are to be requested coverage for physical damage on or on the Anticipated Absence form. for any personally owned vehicle. District vehicles should be used whenever available. Total reimbursement for the use of a personal car shall not exceed Prior to using a district vehicle for the the lowest cost for other means of first time, the employee must transportation (i.e. airplane). arrange to attend a training session with the Transportation Supervisor. Rental Car The employee will be instructed on use and care of the vehicles. Depending on the number of people involved, the traveler will use the Personal Automobile least expensive rental car when other means of transportation are A personal automobile may be used unavailable and if approved in for out-of-district travel on school advance. Regardless of form of district business if necessary and payment, rental car companies will approved in advance by the require the traveler to present his/her supervising administrator. The major credit card. mileage reimbursement rate is in accordance with the Kansas State State law mandates that rental vans Department of Administration for ten or more persons CANNOT be guidelines. The rate is .55 cents per used to transport students. mile for 2009-10. The mileage reimbursement includes any It is recommended to purchase the amounts for gas. Loss Damage Waiver (LDW) insurance and/or the Collision Mileage to areas outside of the Damage Waiver (CDW) insurance (if surrounding area must be recorded available) when picking up the rental on a Travel Expense Statement. car. Do not purchase Personal Liability insurance. The purchase of other types of insurance offered by 6 the rental agency should be When attending a conference with determined by the driver's personal special rates, the required auto insurance coverage. In some Conference Housing form and/or cases, personal auto insurance information should be forwarded to and/or credit cards will provide the USD 260 Business Office. adequate coverage for additional types of car rental insurance. Check For convenience, USD 260 will with the credit card company or guarantee late arrival for all personal auto insurance agent prior hotel/motel reservations. If the to travel. Insurance is expensive traveler does not utilize the hotel/ and good judgment should be motel as reserved, the exercised. The district will only cancellation of the original reimburse for LDW/CDW insurance reservation is the responsibility of coverage. Contact the Business the traveler who should also Office with any questions on car notify the Business Office. rental insurance. The district does not pay for the Taxi, Shuttle, Limousine use of internet services while staying at the hotel. Any Travel to and from airports should be exception must be approved by made by the most cost-effective the administrator. mode of travel. Receipts are required for reimbursement. Itemized hotel receipts are required. The final bill must indicate that the bill has been paid in full, and show a "zero" balance. If using Express LODGING checkout the final bill must indicate itemized charges. Lodging arrangements must be made through the Business office. The traveler will be responsible for paying for lodging MEALS accommodations and will be reimbursed upon return from The reasonable, actual cost of meals travel. Direct billing is not allowed incurred while on an overnight out- except in unique circumstances. of-town business trip is reimbursable if supported by receipts. Alcoholic Employees are encouraged to beverages of any kind, whether share accommodations whenever purchased with meals or separately, possible. If the authorizing will not be reimbursed by the administrator requires shared district. The actual cost reimbursed lodging, he/she must notify the for meals, including tips, shall not Business Office of such a decision. exceed the per diem allowance. The traveler should not pay for another employee's room charges unless travel paperwork was completed accordingly. 7 Per diem is the allowance for meals Business/Inservice Expenses and incidental expenses on overnight trips. Incidental expenses Situations may arise when an include fees and tips given to employee is required to provide a porters, baggage carriers, bellhops, meal for a person or group of etc. persons who could conceivably contribute to the operation or Most States: Breakfast $ 9.00 development of the school district. Lunch 13.00 Generally, reimbursable business Dinner 22.00 meals attended only by employees Total per diem $44.00 are discouraged; however, it may be appropriate for an employee to For AZ, CA, CO, CT, DC, FL, GA, IL, provide funding for accommodations LA, MD, MA, MI, NV, NJ, NM, NY, and meals for another employee or OH, PA, RI, SC, TX, VA, WA: group of employees for business/ Breakfast $10.00 inservice functions. Lunch 17.00 Dinner 32.00 The claimant must submit an Total per diem $59.00 original, itemized receipt reflecting the following: If one person pays for meals for other employees, all names should Cost (including tax and tips) be listed on the payee's Travel Date Expense form, and receipts are Name and location of restaurant required. Names and titles of all persons in attendance When meals are included in the Purpose conference registration fee, the specific meal amounts listed above will be deducted from the per diem allowance. OTHER EXPENSES One-Day Travel Telephone, Fax, Internet Travelers will not be reimbursed Reasonable business related for meal expenses on one-day telephone, Internet, and fax business trips. expenses incurred while traveling on Bus Driver Meals school district business are reimbursable. Bus drivers will not be reimbursed for the cost of meals for activity trips that Laundry and Valet do not include overnight stays. The Reasonable laundry and valet per diem guidelines will apply to service expenses may be overnight activity trips. reimbursed on trips of five (5) nights or more. Receipts are required 8 unless impractical to obtain, i.e. validated. If it is more feasible for Laundromat machines. the consultant/service provider to make their own travel arrangements, Personal Expenses the district representative shall notify USD 260 Business Office in advance Personal expenses are not subject to of travel. The per diem rate is the reimbursement. same for consultants as for employees. STUDENT TRAVEL Forms for consultant services should Expenditures related to out-of-state be sent as follows: travel for student groups are the responsibility of the group requesting Purchase Requisition for permission. The building principal lodging, fully completed must approve all requests. The (including name of hotel/motel request must be approved by the as vendor), signed by the BOE no less than four weeks before authorized administrator. the event. Parent consent for the trip is to be obtained before a student Purchase Requisition for may be allowed to participate. The honorarium and expenses, fully following information should be completed, signed by the provided: destination and dates; authorized administrator. purpose of trip including educational value/experience; number of TRAVEL OUTSIDE students attending; sponsor names; CONTIGUOUS UNITED detailed budget proposal; insurance STATES provisions; and plan of action in case of emergencies. Any business travel outside the contiguous United States, including The district will provide funding for Canada and Mexico, shall have prior sponsor expenses on approved trips. approval in order to be reimbursable The sponsor(s) will need to submit a by the school district. proposed budget for all of their expenses to the superintendent for EMERGENCIES approval. A copy will also need to be provided to the Business Office. Judgment must be used for emergency expenditures. The CONSULTANT/SERVICE emergency itself does not justify PROVIDER unusual expenditures nor does it guarantee reimbursement. The District representatives shall inform district travel agency may be all consultant/service providers contacted for emergency assistance regarding the district's Travel and en route. Phone numbers are listed Business Expense Guide. on the traveler's itinerary for both the Conformity with this guide will be local and toll-free calls expected if contracts are to be 9 TRAVEL TIPS Thieves work in pairs or threes to distract the traveler going Make reservations as far in through security, then grabbing advance as possible to obtain luggage, laptops, etc. Watch lower fares. Changing the your carry-one at all times as dates for travel will cost they go on the conveyor belt. additional fees. NAMES cannot be changed or transferred on If you are a "no show" at a airline tickets hotel, the first night's lodging is charged to you. Always keep a Always check with airlines record of cancellation number early on day of departure for or other proof such as date, possible schedule changes. time, and name of person accepting cancellation. Involuntary bumping is usually on the basis of "last to the gate, Hotels overbook like airlines. If first bumped." Be at the GATE your room is guaranteed but the at least 30 minutes prior to hotel is full, it is obligated to boarding. Be at the airport at provide accommodations least one hour prior to elsewhere. The hotel should departure. provide assistance in securing another hotel; compensation Do not lock your luggage. (usually the cost of the first Label your luggage both night at the other hotel); outside and inside and include transportation to new hotel; and your destination. Use an office phone calls to advise family of address rather than alerting the hotel change. potential burglars you'll be away from home. Even carry-on Refuel a rental car prior to items get left behind. Leave returning it. Avoid fuel purchase your business card in your coat plans i.e. pre-paying for pocket, briefcase, etc., to gasoline. Check out the increase the odds of them scratches and dents before you getting back to you. leave the rental agency and. immediately upon return. When standing at the ticket counter, using phones, or eating at restaurants, place luggage in FRONT of you, not Credit Card Usage beside, to prevent theft. USD 260 uses credit cards for travel Retrieve luggage from the reservations, fuel, Dillons and Wal carousel ASAP. A bag going Mart. Use of cards is restricted to around the carousel several the following guidelines. times is a message to thieves that the owner is not in the Prior to obtaining a Visa, Dillons or area. Wal Mart charge card, employees 10 will need to sign the form in the For meals, the names of the Business Office stating that they are person(s) and event should be noted familiar with the guidelines. Failure on the receipt. Charges made on to follow these guidelines will result credit cards are to be reviewed by in the employee no longer having the Superintendent each month. access to any of the district credit Each month the Business Office will cards. provide the Board of Education with a report detailing the District’s Visa purchases. Internet Purchasing Missing receipts are the responsibility of the individual Any purchase to be done over the using the card. The second Internet requires a purchase occurrence of a missing receipt requisition to be entered and the will result in the loss of credit card information needed for the purchase privileges for the individual. to be communicated to the Business Office. On-line purchasing is to be FUEL CARDS done only by the Business Office. The Transportation Office provides VISA charge cards for fuel. They are to be used only for purchase of fuel for The district maintains several credit district vehicles. Each employee card accounts through Visa. These must attend a training session prior cards are used for out of district to using one of the district vehicles. travel by administrators and some Original receipts must be turned in to staff. These cards are maintained in the Transportation Office upon return the Business Office and are used for of the vehicle. travel expenses only. Arrangement for use of these cards must be WAL MART requested through the Business Office. Cards cannot be checked Cards are issued by Wal Mart for out by BOE members for travel use at that store only. The district's expenditures. A card issued to the allocation of cards is kept in the district will be used to charge airline office of each building and must be fares. checked out from there. A purchase order must be used in connection Several cards are issued in the with the cards. names of district administrators. A receipt must be turned in with the These cards are used for travel and card after use. The receipts must be business meeting expenditures. attached to a copy of the approved Other expenditures are to be made purchase order and then sent to the through purchase orders. Each card Business Office to reconcile the will have an established credit limit. monthly statement from Wal Mart. The second occurrence of not An original receipt must support turning receipts in with the every charge for reimbursement. purchase order will result in the 11 building losing the use of their Wal Mart cards. Note: The above procedures also apply to the use of Dillons charge cards. 12 8.C Don Adkisson Finance Director 120 E. Washington Derby, KS 67037 July 8, 2009 To: Board of Education From: Don Adkisson Subject: SRO Contract Renewal The district is currently using an annual agreement with the City of Derby to provide a School Resource Officer (SRO) at the middle and high schools. The City of Derby has sent the renewal agreement for 2009-10. The terms of the contract are consistent with the 2008-09 contract. The renewal rate is $57,024.00, an increase of $3,138.43. The rate for additional days is $108.00 as compared with $153.08 last year. The increase reflects the benefits for all three positions. (316) 788-8420 www.derbyschools.com fax (316) 788-8449 Administrative Center School Resource Officer Agreement 2009-2010 School Year THIS AGREEMENT is entered into this _____day of ____________, 2009, by and between: THE CITY OF DERBY, KANSAS, a municipal corporation, hereinafter referred to as “City;” and DERBY UNIFIED SCHOOL DISTRICT NO. 260, a political subdivision of the State of Kansas, hereinafter referred at as “District.” FOR AND IN CONSIDERATION OF the mutual promises, terms, covenants, and conditions set forth herein, the parties agree as follows: 1. School Resource Officers; Assignment and Duties. The City shall assign, with approval of the school administration, three police officers to work in the schools of the District as School Resource Officers. The School Resource Officers will work with the high school and middle school administrators in providing alcohol, drug, and other education and counseling, maintaining a peaceful campus environment and taking appropriate action regarding on-campus or school-related criminal activity. 2. Term. The term of this agreement shall be one (1) year commencing on the first day of the 2009-2010 school year; provided, that the parties may by mutual agreement extend this agreement by successive terms of one (1) year thereafter. 3. Relationship of Parties. The School Resource Officers shall in all respects remain employees of the City of Derby, subject to departmental control and supervision. School Resource officers will be subject to current procedures in effect for City police officers, including attendance at all training and testing to maintain state required police officer certification. During days that schools are not in session and students are not present, the officer shall perform their regular police duties as directed by the Chief of Police. 4. School Resource Officer Responsibilities. Each School Resource Officer shall: A. Work in concert with the assigned school’s administration, meeting with staff members on a regular basis; B. Act as a communication liaison with law enforcement agencies, providing basic information concerning students on the campus served by the officer; C. Provide a program of educational leadership, training and information addressing tobacco, alcohol, other drugs, gangs, violence diffusion, violence prevention, and safety issues for students, staff members and parents; D. Gather, document in writing and report to the school administration and appropriate police department personnel intelligence regarding potential problems such as criminal activity, gang activity, student unrest, and identify particular students and other individuals who may be a disruptive influence to the school or students; E. When a crime occurs, take the appropriate steps consistent with police officers duties and school district policies; F. Refer students and their families to the appropriate agencies when a need is identified; and G. To the greatest degree possible, be present in areas of student congregation for the purpose of observation, student awareness and informal student-officer contact. 5. Place of Duty. School Resource Officers activities will be restricted to their assigned schools except for: A. Follow up investigations as needed for assigned school related criminal activity or student related problems. B. Response to off-campus but school-related criminal activity; and C. Response to emergency police activities, such as but not limited to, additional police assistance in a life threatening incident off campus and additional police assistance during mass civil disorders or during other incidents where loss of life or bodily harm may occur. For the purposes of this agreement, emergency police activities shall not include assistance to another police officer during a routine off-campus traffic stop unless such stop is related to an on-campus incident. D. One forty-five (45) minute meal break when the workload allows, during which the SRO will remain subject to call back to his/her assigned school. E. Instruction of DARE curriculum at elementary schools within the Derby city limits. 6. Time and Place of Performance. The City shall endeavor to have each School Resource Officer present for duty at his or her assigned school each day school is in session during the regular school year. The City is not required to furnish substitute officers on days when regular assigned School Resource Officers are absent due to illness or Police Department requirements such as but not limited to mandatory in-service training sessions, staff meetings, responding to court subpoenas or other pre-approved incidents with the assigned school administrator. 7. District Responsibilities. District shall provide the School Resource Officer a private securable office and such equipment as necessary at his or her assigned school. This equipment shall include a telephone, securable file cabinets and access to a computer. 8. Payment for Services of School Resource Officers. A. The District agrees to pay the City, as consideration for the assignment of three School Resource Officers to work with the District as provided herein, the sum of $57,024.00 (176 days multiplied by the City’s daily cost for salary and benefits). Additional days may be arranged at a rate of $108.00 per officer, per day. B. The District will not pay the City of Derby for: (1) Overtime; (2) Expenses related to or resulting from law enforcement related activities; and 2 (3) Expenses attributable to delivery of Drug Abuse Resistance Education (D.A.R.E.) programming. C. The City shall pay all other costs including mandated in-service training, vehicle, radio, uniform equipment, and benefits, as stated in the City’s employee handbook. D. One-half of the total due from the District to the City for each school year shall be paid at the start of each school semester of such year. 9. Termination. Either party may terminate this agreement upon 30 days’ prior written notice without cause. Payment due the City hereunder shall be prorated to termination date. IN WITNESS WHEREOF, the parties have caused this agreement to be executed the day and year above written. CITY OF DERBY, KANSAS Dion P. Avello, Mayor Attest: Jean Epperson, City Clerk Approved as to form: Philip H. Alexander, City Attorney UNIFIED SCHOOL DISTRICT NO. 260 , President Attest: Vicki Frazier, Clerk 3 9.A Tom Snodgrass Operations Director 325 N. Woodlawn Derby, KS 67037 DATE: July 8, 2009 TO: Craig Wilford FROM: Tom Snodgrass SUBJ: DMS Water Line Replacement Bid Tab I recommend that the USD 260 Board of Education approve the low alternate bid of $36,000 from P-1 Group Incorporated for replacement of approximately 1200 feet of various size domestic hot galvanized water lines at the middle school. A synopsis of bids follows: Contractor Base Bid Alternate Bid P-1 Group, Inc. $36,000 $36,000 Professional Mechanical $40,950 $41,500 Contractors The Waldinger No Bid $54,363 Corporation Alternate Bid – Same as in base bid except with the use of ProPress fittings. The low bid is $14,000 less than budgeted in the FY10 capital outlay plan for infrastructure. (316) 788-8479 www.derbyschools.com fax (316) 788-8448 Operations Center 9.B Don Adkisson Finance Director 120 E. Washington Derby, KS 67037 July 8, 2009 To: Board of Education From: Don Adkisson Subject: Project Lead the Way Desktop Computers A portion of the Project Lead the Way (PLTW) grant money received by the district is to be used to purchase 100 desktop computers. Mr. Lane has worked with Mr. Dold on the requirements for these computers. Based on our current desktop configurations, Mr. Lane does not believe it is in the best interest of the district to purchase the desktop units specified by PLTW. The district contacted Twotrees to identify the current state bid for these desktop units. We were able to obtain a lower quote than the bid for the state and the South Central Kansas Service Center. The desktop units that we are purchasing will have more memory along with a 19” monitor and will be consistent with the district’s Lenovo/IBM brand standard. Each unit will cost $1,055.80 which is less than the state bid of $1,202.40. The administration recommends that the Board approve the desktop purchases from Twotrees in amount of $105,580.00. This purchase will be funded from PLTW funds ($68,900) and Capital Outlay funds ($36,680). District support funding for the purchase will be included in the FY2010 Capital Outlay budget. (316) 788-8420 www.derbyschools.com fax (316) 788-8449 Administrative Center 9.C Tom Snodgrass Operations Director 325 N. Woodlawn Derby, KS 67037 DATE: July 8, 2009 TO: Craig Wilford FROM: Tom Snodgrass SUBJ: Latchkey Locker Bid Tab I recommend that the USD 260 Board of Education accept the bid of $19,167.30 from Kansas Contract Design for the purchase and installation of 135 triple tier lockers for the latchkey program at Swaney Elementary. Vendor Bid Kansas Contract Design $19,167.30 Total Installation $36,316.00 Approval to bid this project was granted by the BOE at their April 13, 2009 meeting. The entire project will be funded by the latchkey account. (316) 788-8479 www.derbyschools.com fax (316) 788-8448 Operations Center 9.D Don Adkisson Finance Director 120 E. Washington Derby, KS 67037 July 8, 2009 To: Board of Education From: Don Adkisson Subject: Information for Ratification Vote At the July 13 BOE meeting, the Board will vote to ratify the certified master contract for the 2009-10 year. The details of this settlement are: An additional $325 on the master teacher cell in the salary schedule. The base amount will increase to $36,658. The salary portion of the agreement is a 2.434% increase. In addition, there will be $25,000 added to the insurance pool. This additional amount brings the total agreement to a 2.524% increase. Other contract changes included in the settlement: The IBB team agreed to accept the high school proposal for use of the seminar period as instructional time. No new language was added to the contract for this item. The number of companies available for voluntary tax sheltered annuity (403(b)) contributions was limited to three. The companies will be selected by the Benefits Study Committee. This change was made to enable the district to more easily comply with the new IRS regulations regarding 403(b) record keeping. Language was changed for the calculation of additional pay for professional educators substituting during their planning period and professional educators taking on an additional student load during their normal class period. Language was added to include payment of $1,000 to a professional educator achieving the equivalent of the National Board Certification in other fields of study. The team agreed to form a committee to review different performance incentive methods to address retention of those employees that are eligible for early retirement. (316) 788-8420 www.derbyschools.com fax (316) 788-8449 Administrative Center The team agreed to instruct the middle school to find equity in student contact time for professional educators at that site. In addition, the Board will continue to fund the Derby Recreation Commission membership and the employer TSA plans at their current levels. 9.E Don Adkisson Finance Director 120 E. Washington Derby, KS 67037 July 8, 2009 To: Board of Education From: Don Adkisson Subject: Classified Employee Employment Policy Book The administration met with representatives of the classified employees on July 1. The following items are being changed in the Classified Employee book: 1. Personal Leave – Language on Page 7 is being changed to allow all employees to carry over four days instead of three. The total accumulation will continue to be five days. 2. Annuity Plan language – (page 1) The language is being changed to be consistent with the Certified Master Contract. The language will reflect that there are only three companies that may be used for voluntary 403(b) contributions. 3. Fringe Benefits – (page 3) The life insurance coverage amounts for additional group term life and accidental death have been removed to reflect the current plan offered to employees. 4. Return to Work – (page 17) Language has been added to reflect the conditions required of employees that have been on workers’ compensation. This language has been reviewed by Mr. Griffith. 5. Salary Items – Classified staff will receive a 2.4% increase. The percentage applies to all classified staff. The district contribution to the health insurance coverage will be adjusted to match the certified staff pool starting in January, 2010. 6. Bus Drivers’ Salary Schedule – The rates for each tier of the schedule have been increased and the years of experience have been adjusted to make each level three years. The schedule on page 13 appears as follows: Years Completed as Hourly Rate (Minimum of of 6/30 two hours for morning and afternoon ) 0-2 $10.24 3-5 $10.46 6-8 $10.66 9-11 $10.86 12 and up $11.07 All salary changes are to be effective July 1, 2009. The administration recommends that the Board approve the above changes. (316) 788-8420 www.derbyschools.com fax (316) 788-8449 Administrative Center 9.F Don Adkisson Finance Director 120 E. Washington Derby, KS 67037 July 8, 2009 To: Board of Education From: Don Adkisson Subject: Official Banks for 2009-10 I recommend that the Board of Education approve Commerce Bank and Verus Bank as the district’s official banks of deposit for fiscal year 2010. (316) 788-8420 www.derbyschools.com fax (316) 788-8449 Administrative Center 9.G Craig Wilford Craig Wilford Superintendent of Schools Superintendent of Schools 120 E. Washington 120 E. Washington Derby, KS 67037 Derby, KS 67037 RESOLUTION TO ESTABLISH REGULAR MEETING DATES Be it resolved that pursuant to K.S.A. 72-8205, the Board of Education of Unified School District 260, Sedgwick County, Kansas, at its regular meeting held July (first meeting), established the following meeting schedule for regular board of education meetings to be held during the 2009- 2010 school year. Starting Time: 6:30 p.m. Day of the week the meeting will be held: Monday Week of the month the meeting will be held: (see attached) Meeting place: (see attached) If the established meeting date falls on a legal holiday or a holiday specified by the board of education, such regular meeting will be held on the day following, commencing at the same hour as detailed above. The board of education reserves the right to alter the meeting place by complying with the Kansas Statute. The board of education reserves the right to adjourn any regular meeting to another time and place. _______________________________________________ President, Board of Education _______________________________________________ Clerk, Board of Education _______________________________________________ Date Approved by Board (316) 788-8410 www.derbyschools.com fax (316) 788-8499 Administrative Center BOE MEETINGS & LOCATIONS 2009-2010 Location DATE Presentation City Hall July 13 DHS July 27 City Hall August 10 City Hall August 24 DMS September 14 DMS City Hall September 28 6GC TOP October 12 TOP City Hall October 26 Tanglewood Pleasantview November 9 Pleasantview City Hall November 23 Wineteer December 14 Wineteer Swaney January 11 Swaney City Hall January 25 Oaklawn February 8 Oaklawn City Hall February 22 DHS Park Hill March 8 Park Hill City Hall March 22 Cooper April 5 Cooper City Hall April 26 Derby Hills El Paso May 10 El Paso City Hall May 24 City Hall June 14 City Hall June 28 *Orange designates that meeting will be held at their location.* 9.H Craig Wilford Craig Wilford Superintendent of Schools Superintendent of Schools 120 E. Washington 120 E. Washington Derby, KS 67037 Derby, KS 67037 TO: BOE Members FROM: Craig Wilford DATE: July 8, 2009 RE: Official Newspaper It is recommended that the board approve the Derby Weekly Informer as the newspaper of record for the 2009-2010 school year. (316) 788-8410 www.derbyschools.com fax (316) 788-8499 Administrative Center 9.I Craig Wilford Craig Wilford Superintendent of Schools Superintendent of Schools 120 E. Washington 120 E. Washington Derby, KS 67037 Derby, KS 67037 To: BOE Members From: Mr. Craig Wilford Date: July 8, 2009 Re: Official School Year State statute requires that the board of education designate annually the length of the school year. The superintendent recommends that the board adopt the following: That Derby USD 260 operate on an official school calendar of 1,116 hours for grades K-11 and 1,086 for grade 12. The adoption of a minimum calendar does not prevent the district from exceeding the minimum state requirement. (316) 788-8410 www.derbyschools.com fax (316) 788-8499 Administrative Center 9.J Craig Wilford Craig Wilford Superintendent of Schools Superintendent of Schools 120 E. Washington 120 E. Washington Derby, KS 67037 Derby, KS 67037 To: BOE Members From: Mr. Craig Wilford Date: July 8, 2009 Re: Board Travel The superintendent recommends the approval of board travel for the 2009-2010 school year. (316) 788-8410 www.derbyschools.com fax (316) 788-8499 Administrative Center 9.K Craig Wilford Craig Wilford Superintendent of Schools Superintendent of Schools 120 E. Washington 120 E. Washington Derby, KS 67037 Derby, KS 67037 TO: BOE Members FROM: Craig Wilford DATE: July 8, 2009 RE: Yearly Appointments The following appointments are recommended for the 2009-2010 school year. ADA Compliance Heather Bohaty or designee Attendance Officer Heather Bohaty Attorney Law Firm of Griffith & Griffith Carl Perkins Representative Charlene Laramore Clerk Vicki J. Frazier Hearing Officer-Free & Reduced Meal Tom Snodgrass Application Appeals Homeless Liaison Coordinator Bruce Givens KPERS Representative David Clausius Local Consolidated Plan Rep. Charlene Laramore PL-382 Representative Don Adkisson School Lunch Authorized Service Rep. Tom Snodgrass Student Hearing Officer Heather Bohaty or designee Title IX & 504 Coordinator Heather Bohaty or designee Treasurer Don Adkisson (316) 788-8410 www.derbyschools.com fax (316) 788-8499 Administrative Center 9.L There is no backup paperwork for this agenda item. 9. ACTION L. Board Vacancy 10.A There is no backup paperwork for this agenda item. 10. EXECUTIVE SESSION A. For the purpose of discussing matters pertaining to negotiations.