Lancaster School Board Minutes June 24 and July 15, 2020

LANCASTER SCHOOL BOARD PROCEEDINGS
The Lancaster School Board met in regular session on Wednesday, June 24, 2020, at 8:00p.m. in the math room and via Zoom.  The following members were present:  Diamond, Homstad, Langerud, Lupien, Nordin, and Peterson. Also present were Supt. Shannon Hunstad, Mendy Coffield, and Kittson County Enterprise Anna Jauhola.  Others joining via Zoom: Teacher Rep. Jamie Winterland, and Nicole Thompson.
Chairperson Diamond called the meeting to order and took roll call.  The Pledge of Allegiance was recited by those in attendance.
On a motion by Peterson, second by Nordin, the agenda was approved with one deletion.  Roll Call: UC.
On a motion by Homstad, second by Langerud, the consent agenda was approved as presented.   Roll Call: UC. Items included:
• The minutes of the May 15, 2020, special, and the May 20, 2020, regular meetings were approved.
• Electronic Funds Transfers (EFTs) in the amount of $167,739.13.  Payroll EFTs in the amount of $221,220.73, and monthly bills for the regular and the activity account (now merged into one) in the amount of $36,723.87.  Check numbers         • The Budget Comparison and Treasurer’s reports were reviewed.
• The current revenue totals by fund were reviewed.
On a motion by Peterson, second by Nordin, and carried: Be It Resolved, that the Board of Education of Independent School District 356, approves the 3-year Northwest Service Cooperative Health and Safety Management Contract for 2020/21, 2021/22, and 2022/23.  Roll Call: UC
The following resolution was moved by: Peterson and seconded by: Langerud:
RESOLUTION ACCEPTING DONATIONS
WHEREAS, Minnesota Statute 123B.02, Subd. 6 provides: “The board may receive, for the benefit of the district, bequests, donations, or gifts for any proper purpose and apply the same to the purpose designated.  In that behalf, the board may act as trustee of any trust created for the benefit of the district, or for the benefit of the district, or for the benefit of pupils thereof, including trusts created to provide pupils of the district with advanced education after completion of high school, in the advancement of education.”; and
WHEREAS, Minnesota Statutes 465.03 provides: “Any city, county, school district or town may accept a grant or devise of real or personal property to maintain such property for the benefit of its citizens in accordance with the terms prescribed by the donor.  Nothing herein shall authorize such acceptance or use for religious or sectarian purposes.  Every such acceptance shall be by resolution of the governing body adopted by a two-thirds majority of its members, expressing such terms in full.”; and
WHEREAS, every such acceptance shall be by resolution of the governing body adopted by a two-thirds majority of its members, expressing such terms in full;
THEREFORE, BE IT RESOLVED, that the School Board of Lancaster Public School, ISD 356, gratefully accepts the following donations as identified below:\
Donor    Item    Designated Purpose (if any)
PTCO    $100.00    May Day basket project
Legion Gambling Funds    $100.00    May Day basket project
The vote on adoption of the Resolution was as follows:
Aye: Diamond, Homstad, Langerud, Lupien, Nordin, and Peterson
Nay: None
Absent: None
Whereupon, said Resolution was declared duly adopted.
On a motion by Peterson, second by Homstad, and carried: Be It Resolved, that the Board of Education of Independent School District 356, adopts the tentative budget for the 2020/21 school year as stated below:                        Expenditures    Revenues
General    $  3,108,118    $   3,033,150
Food Service    $     156,429        $        56,429
Community Education    $       83,171    $        83,171
Student Activity Fund     $       84,685    $        91,235
Total Budget:    $  3,432,403    $   3,363,985           -$68,148
On a motion by Langerud, second by Nordin, and carried: Be It Resolved, that the Board of Education of Independent School District 356, approves that effective July 1, 2020, the fund balance and the specific purposes for which they are committed are as follows:
Fund    Specific Purpose    Amount
General    Severance Pay    $40,000
General    Bus Payment/Vehicle purchases    $90,000
General    Technology        $35,000
On a motion by Nordin, second by Langerud, and carried: Be It Resolved, that the Board of Education of Independent School District 356, approves the School Health Service Agreement with the Kittson Memorial Home Healthcare Service in the amount of $7,149.26 for the 2020/21 school year.
On a motion by Peterson, second by Lupien, and carried: Be It Resolved, that the Board of Education of Independent School District 356, accepts the bids from C&M for a 2019 Dodge Caravan $17,300 and a 2018 Chevrolet Suburban $38,400.
On a motion by Diamond, second by Langerud, and carried: Be It Resolved, that the Board of Education of Independent School District 356, calls for bids on a commercial dishwasher for the school kitchen.
On a motion by Peterson, second by Nordin, and carried: Be It Resolved, that the Board of Education of Independent School District 356, calls for milk bids for the 2020/21 school year.
On a motion by Homstad, second by Nordin, and carried: Be It Resolved, that the Board of Education of Independent School District 356, calls for bids for the sale of the 2009 Chevrolet Suburban, sold as is, no warranty.
On a motion by Nordin, second by Lupien, and carried: Be It Resolved, that the Board of Education of Independent School District 356, effective July 1, 2020, approves the MDE External User List as presented and also approves the IoWA designation as presented by Supt. Hunstad.
Designation of Identified Official with Authority (IOWA) for the MDE External User Access Recertification System
The Minnesota Department of Education (MDE) requires that school districts, charter schools or other organizations annually designate an Identified Official with Authority to comply with State Access Control Security Standard 1.0 which states that all user access rights to Minnesota state systems must be reviewed and recertified at least annually. The Identified Official with Authority will assign job duties and authorize external user’s access to MDE secure systems for their local education agency (LEA) or organization. The Superintendent/Director recommends the Board or equivalent governing board authorize Shannon Hunstad to be the Primary IoWA and Melinda Coffield will be the IoWA with the authority to preapprove and remove names for Lancaster Public School District #356-01.
Discussion was held on the Coaches Compensation document recommended by MSBA.  Due to the unknown future of sporting events, coaches will be compensated in lump sum payments at the close of the season.
On a motion by Langerud, second by Peterson, and carried: Be It Resolved, that the Board of Education of Independent School District 356, approves the Letter of Agreement Addressing Compensation of Coaches and Co-Curricular Advisors during the 2020/21 School Year.
The School Board watched the required MSHSL video:


On a motion by Nordin, second by Langerud, and carried: Be It Resolved, that the Board of Education of Independent School District 356, renews their membership with the Minnesota State High School League for various activities for the 2020/21 school year.
On a motion by Nordin, second by Homstad, and carried: Be It Resolved, that the Board of Education of Independent School District 356, reviews the Student Activity Account Fund balances as presented.
On a motion by Peterson, second by Langerud, and carried: Be It Resolved, that the Board of Education of Independent School District 356, reviews the fundraising reports for the school district as required by the State of Minnesota.
On a motion by Langerud, second by Lupien, and carried: Be It Resolved, that the Board of Education of Independent School District 356, reviews the field trip log as presented.
On a motion by Diamond, second by Homstad, and carried: Be It Resolved, that the Board of Education of Independent School District 356, authorizes the transfer of $750 per senior to a Scholarship Account for college and/or course completion/training reimbursement, or as a donation to an approved local charity.  These funds must be claimed by June 30, 2021.
Supt. Hunstad presented the Administrative Report:
a) Supt. Hunstad asked the Board to turn back to the Budget Overview; it has an easy to read graph for each area.
b) Summer Rec. activities started this week.  It is great to see kids taking part!  Thank you to Mr. Peterson and Jared Olson for overseeing this.
c) The Local Teacher Union Reps will meet with Supt. Hunstad on July 16th to make plans for the 2020/21 school year.  Each school has to prepare for three scenaries: 1) In-person 2) Hybrid 3) Distance Learning.  Supt Hunstad noted he’s been working on square footage in each room to determine maximum COVID capacities.  There are a number of open spaces that can be utilized as well.  The goal is to have everyone in the building, but we will have to see how this plays out.  Supt. Hunstad also noted that he feels we will have local control of this.  The reason for three plans is in case we do have a COVID case in the school; we would then need to shift to a different plan.
d) The Custodians have been busy with various projects: locker door removal for painting, elementary wing waxing, playground maintenance, etc.  Denise has continued to work on the painting list.  The music room hallway closet is in.  It just needs to be painted and doors installed.  The gutters should be installed this week on the original building.
e) The Safe Schools Levy funds will be used to hopefully upgrade our paging system.  We are waiting on an estimate from Wiktel.
f) A LTFM zoom meeting was attended this week.  Supt. Hunstad will continue to look into the LTFM Bond for potential future projects, like the parking lot and bus loading zone.  Bids were received from Zavoral and Anderson Bros. Construction for these projects.  Knife River was asked to bid, but since it would be just gravel for a few years, they were not interested. The Board will continue to look at these projects for possibly this fall or next year; this may be a good use of the LTFM Bond.  WE could also take the out of the general fund.
g) Ehlers is working on the Capital Project Levy paperwork for us. They are working with our lawyers to draft the language needed for the ballots.  More information on this in July.
h) The School Board Election filing period is July 28 – August 11.
i) Supt. Hunstad reminded everyone to check their email and ensure that MREA emails are coming through.
j) Board members were asked to complete their pay voucher for January through June.
The District Audit is July 7&8th.
The next regular board meeting will be held on Wednesday, July 15, 2020, at 8:00 pm (DST).
Diamond adjourned the meeting at 8:58 p.m.
James Diamond, Chairperson                                                            Lacey Lupien, Clerk
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LANCASTER SCHOOL BOARD PROCEEDINGS
The Lancaster School Board met in regular session on Wednesday, July 15, 2020, at 8:00 p.m. in the district office.  The following members were present: Diamond, Homstad, Langerud, Lupien, Nordin and Peterson.  Also present were Supt. Shannon Hunstad, Teacher Rep. Tiffany Sjostrand, and Mendy Coffield. Attending via Zoom: Nicole Thompson.
Chairperson Diamond called the meeting to order and took roll call.  The Pledge of Allegiance was recited by those in attendance.
The agenda was approved with one addition on a motion by Langerud, second by Homstad.  UC.
On a motion by Nordin, second by Lupien, the consent agenda was approved as presented.   UC.  Items included:
• The minutes of the June 24, 2020, regular meeting were approved.
• Electronic Funds Transfers (EFTs) in the amount of $40,215.21.   Payroll EFTs in the amount of $29,504.27, and monthly bills in the amount of $130,859.14, check numbers 40645-40682.
• The Budget Comparison and Treasurer’s reports were reviewed.
• The current revenue totals by fund were reviewed.
• Join organizations / renew programs: Minnesota School Board Association (MSBA), Minnesota Association of Secondary School Principals (MASSP), National School Board Association, Minnesota Association of School Administrators (MASA), Northwest Regional Inter-district Council (NWRIC), Northwest Service Cooperative (NWSC), Minnesota Rural Education Association (MREA), Minnesota Moose Country Telecommunications (ITV), Renew National Food Service Programs.
On a motion by Nordin, second by Homstad, and carried: Be It Resolved, that the Board of Education of Independent School District 356, accepts the low bid from Cash-WA Distributing CWD (fka Food Services of America) for milk and butter for the 2020/21 school year.  No other bids were received.
On a motion by Lupien, second by Langerud, and carried: Be It Resolved, that the Board of Education of Independent School District 356, accepts the bid for the Food Service dishwasher from Culinex.
On a motion by Nordin, second by Homstad, and carried: Be It Resolved, that the Board of Education of Independent School District 356, sets the meal prices for the 2020/21 school year as follows:
2019/20        2020/21
Lunch    Breakfast    Lunch    Breakfast            Elementary    2.75    1.55    2.85        1.65
Secondary    2.80    1.55    2.90        1.65
Adults    3.85    2.40    3.95        2.50
Reduced      .00      .00      .00          .00
Kindergarten      .00      .00
Seconds      .60      .60      .65          .65
Milk/Juice       .35      .35      .40          .40
On a motion by Diamond, second by Langerud, and carried: Be It Resolved, that the Board of Education of Independent School District 356, accepts the high bid from C&M Ford for the used 2009 Chevrolet Suburban.
Peterson arrived and Dean of Students Nicole Thompson connected via Zoom.
Pursuant to due call and notice thereof, a School Board meeting of School District No. 356, State of Minnesota, was held on July 15, 2020, at 8:00 p.m. for the purpose, in part, or approving the District’s Long-Term Facility Maintenance Ten Year Plan.
Homstad introduced the following resolution and moved its adoption:
RESOLUTION APPROVING SCHOOL DISTRICT NO. 356 LONG-TERM FACILITY MAINTENANCE TEN YEAR PLAN
BE IT RESOLVED by the School Board of District No. 356, State of Minnesota, as follows:
1. The School Board of School District 356 has approved the Long-Term Facility Maintenance Ten Year Plan for its facilities for 2020/21.  The various components of this plan are attached.
The Motion for the adoption of the foregoing resolution was duly seconded by Lupien and, upon votebeing taken thereon, the following voted in favor thereof: Diamond, Homstad, Langerud, Lupien, Nordin and Peterson.
And the following voted against the same: None.
Whereupon said resolution was declared duly passed and adopted.
I, the undersigned, being duly qualified and acting Clerk of School District No. 356, State of Minnesota, hereby certify that I have carefully compared the attached foregoing extract of minutes of the meeting of School District No. 356, held on the date therein indicated, with the original of said minutes on file in district office, and the same is a full, true and complete transcript insofar as the same relates to the approval of School District No. 356 Long-Term Facility Maintenance Ten Year Plan.  Roll Call: UC.
WITNESS MY HAND officially as such Clerk this 15th day of July, 2020.
Lacey Lupien, Clerk, School District No. 356
On a motion by Peterson, second by Nordin, and carried: Be It Resolved, that the Board of Education of Independent School District 356, hires Tara Garland as Paraprofessional for the 2020/21 school year.  Roll Call: UC.
On a motion by Langerud, second by Nordin, and carried: Be It Resolved, that the Board of Education of Independent School District 356, approves changing from two to one Concessions Advisor position for the 2020/21 school year. Roll Call: UC.
On a motion by Langerud, second by Homstad, and carried: Be It Resolved, that the Board of Education of Independent School District 356, hires Alana Scalese as Concessions Advisor for the 2020/21 school year.  Roll Call: UC.
NOTICE OF FILING FOR ELECTION TO THE SCHOOL BOARD
INDEPENDENT SCHOOL DISTRICT NO. 356
LANCASTER, STATE OF MINNESOTA
On a motion by Peterson, second by Langerud, and carried: NOTICE IS HEREBY GIVEN that the period for filing Affidavits of Candidacy for the office of School Board Member of Independent School District No. 356 shall begin on Tuesday, July 28, 2020, and shall close at 5:00 p.m. on August 11, 2020.
The General Election shall be held on Tuesday, November 3, 2020.  At that election, three (3) members will be elected to the School Board for terms of four (4) years each.
Affidavits of Candidacy are available from the school district clerk, at 401 Central Avenue South, Lancaster, MN 56735.  The filing fee for this office is $2.00.  A candidate for this office must be an eligible voter, must be 21 years of age or more on assuming office, must have been a resident of the school district from which the candidate seeks election for thirty (30) days before the general election, and must have no other affidavit on file for any other office at the same ensuing general election.
The affidavits of candidacy must be filed in the office of the school district clerk and the filing fee paid prior to 5:00 p.m. on August 11, 2020.  Roll Call: UC.
BY ORDER OF THE SCHOOL BOARD
Date July 15, 2020                                               Lacey Lupien, School District Clerk
On a motion by Nordin, second by Lupien, and carried: Be It Resolved, that the Board of Education of Independent School District 356, approves the first reading of the Employee Handbook as presented by Supt. Hunstad.    Roll Call: UC.
The Board reviewed the Cooperative billing statements.
Supt. Hunstad presented the Administrative Report:
1. The preliminary audit results are in from Brady Martz.  We ended with an estimated net of $88,900 and a year-end balance of $913,110.
2. A parent survey was sent out to parents regarding 2020/21 school year planning.  We are following MDE/MDH updates and have met with Staff in preparation.  The Governor will speak on the 27th with further direction for us.
3. A $4,000 sanitation machine was ordered to sanitize the classrooms.  It is the same machine the hospital uses to clean the emergency room. We are looking into a portable machine for the busses and the upper floors.
4. Ehlers provided a sample ballot for the Board to review for the Capital Project Levy.  This will be acted on in August.
5. The Class Trip departs on Friday, July 24th for their Yellowstone adventure.  Cory Waling does have a phase 2 plan if Yellowstone is not open; he has been monitoring the situation.  Supt. Hunstad praised Waling for his work on revamping the entire class trip this year.  Both new Type III vehicles will be used, instead of a bus for the trip.
The next regular board meeting will be held on Wednesday, August 19th at 8:00 pm.
Diamond adjourned the meeting at 8:59 p.m.
James Diamond, Chairperson                           Lacey Lupien, Clerk
(August 19, 2020)
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