.A(rian Public Schools ~
Agenda
Regular Meeting Monday, October 26, 2015 6:00p.m.
A.
B.
Alexander Elementary 520 Cherry Street Adrian, MI 49221
Call to Order 1. 2. 3. 4. 5.
Pledge of Allegiance Approval of Agenda Mission Statement Prearranged Audience Participation Good News Reports a. Alexander Elementary, Daily 5 in Second Grade & Focus School Update b. Music Boosters c. Presentation by International Students from Vietnam
6.
Communications a.* Presentation of 2014-2015 Financial Audit b.* Resignation of Amanda Garland, Head Start, Teacher
Recommended Action 1.
Consent Agenda a.* Approval of Minutes from October 12, 2015 b. Treasurer's Report (None) Personnel Report c. 1. * Approval of Hire- Angela Schnabel, Head Start Teacher
2.
Business Requiring Board Action a.* Approval of 2014-2015 Financial Audit b.* Approval of Salary for Food Service Director c.* Approval of Board Policy DJF, "Purchasing Policy'' d.* Approval of Board Policy, GCPA, "Teacher Placement" e.* Approval of Board Policy, GCQA, "Teacher Reduction and Recall" f.* Approval to Proceed with Head Start Grant Application g.* Acceptance of Gift from Kapnick and Company h.* Acceptance of Gift from Love Family Dental i.*
Acceptance of Gift from the Christian Family Centre
j. *
Acceptance of Gift from Lawrence and Zelma Richardson
3.
Business Requiring Future Board Action a.* Review the First Federal bank application
C. Reports from Superintendent and Staff Instructional Coach Interview Update Bond Planning Community Forum Update IB Focus Group Business Leader Discussion Ted Dindersmith Conversation D.
Future Meetings and Business 1. Board Committee Reports- Finance Committee 2. Board Member Comments 3. Meeting Dates a. November 5-7,2015 AMS 5/6 Musical, Adrian High School PAC b. November 9, 2015, 6:00p.m., Adrian High School, Room B-100, 785 Riverside Avenue, Adrian, MI c. November 10, 2015, 7:00p.m., Community Forum #2, Adrian High School Cafeteria d. November 19-21, 2015, AHS Fall Play, Adrian High School PAC e. November 23, 2015, Prairie Elementary, 2568 Airport Highway, Adrian, MI
E.
Non-arranged Audience Participation
F.
Closed Session
G.
Adjournment
*Denotes Exhibits
In partnership with families and our community, Adrian Public Schools provides a quality education, challenging students to excel academically and inspiring them to become contributing citizens within our diverse, ever changing society.
EXECUTIVE SUMMARY DATE: October 26, 2015
CONTACT PERSON: Alice Chamberlain
PURPOSE Resignation of Amanda Garland, Head Start Teacher
EXPLANATION: In accordance with Board Policy GCPD, the Superintendent is authorized to accept employee resignations or retirements on behalf of the Board of Education. Amanda has submitted her resignation with Adrian Head Start effective October 30, 2015. Amanda has been employed with the district since 2003.
RECOMMENDATION: It is the recommendation of the Director of Human Resources that the Adrian Board of Education acknowledge the resignation of Amanda Garland effective October 30, 2015.
MINUTES OF THE REGULAR MEETING OF THE ADRIAN BOARD OF EDUCATION, MONDAY, OCTOBER 12,2015 ADRIAN HIGH SCHOOL ROOM B-100, 785 RIVERSIDE AVENUE, ADRIAN, Ml The meeting of the Adrian Board of Education was called to order by President Engle at 6:00 p.m. PRESENT:
President Engle, Vice President Sheehan, Trustees, Ballard, Baucher, Bott, Henagan, McDowell
ABSENT:
none
MEETING CALLED TO ORDER
Pledge of Allegiance was recited.
PLEDGE RECITED
Moved by Trustee Henagan, supported by Trustee Ballard, that the Adrian Board of Education approve the agenda. Motion carried by a 7-0 vote.
AGENDA APPROVED
Trustee Ballard recited the district's mission statement as a reminder of the purpose and direction of the district.
MISSION STATEMENT
21st Century Skills Pilot Course, is teaching innovative design and technology aligned with the Middle Years Program. Students are engineering and computer GOOD NEWS REPORT coding using a Sphere. Greg Dutton, Tracy Pickle, Sheri Johnston, Dani Benschoter and Anessa Nelson have written or taught the curriculum for this course and sixth grade students Caden Henline and Maria Letson came to demonstrate use of the Sphere. Annie Howard, APS Art teacher, gave an overview of what the M.A.P.E.S. (Music, Arts, P.E. and Spanish) have done this year. Events have included: Fine Arts Frenzy, Art-a-licious, Hispanic Heritage Fiestas, Marching Band performances, Clinton Fall Festival, fall plays, and musicals. Also a dance class will be offered for the first time at AHS during 2nd trimester. Peggy Randolph, Cassie Turner, Amy Brenner, and David Bull gave us a glance of APS Head Start in the last 50 years and an informational presentation of what Head Start could look like in the next 50 years. Head Start displayed how they align and can be a resource for K-12 in the 5 Strategic District Directions. The board acknowledged the resignation of Ann Smart.
COMMUNICATIONS
Moved by Trustee Baucher, supported by Trustee Ballard, that the Adrian Board of Education approve the consent agenda.
APPROVAL OF CONSENT AGENDA
The Consent Agenda contained the following items: 1. Minutes of September 28, 2015 Regular Meeting 2. Acceptance of Alexander Elementary Focus School Report 3. Treasurer's Report Ending September 30, 2015. Check register totaling $993,937.80. 4. Personnel Report 1. * Approval of Hire- Jill Mott, Food Service Cashier, Alexander 2.* Approval of Hire- Kimberly Baker, Food Service Server, Alexander Motion carried by a 7-0 vote.
Moved by Trustee Baucher, supported by Trustee McDowell, that the Adrian Board of Education approve the correction of the amount donated by the Maple Fans Club. Last month it was reported that they had donated $500 when it was actually $5,000. Motion carried by 7-0 vote. Moved by Trustee Bott, supported by Trustee Ballard, that the Adrian Board of Education accept donations totaling $18, 056.61 from the Maple Fans Club and thank them for their continued support of district programs. Terri Johnston and David Davies gave the board a hand out showing what donations the Maple Fans Club have made for the 2014-2015 school year and spoke about the fund raisers that have generated the revenue. Motion carried by a 7-0 vote. Moved by Trustee McDowell, supported by Trustee Henagan, that the Adrian Board of Education accept the gifts from Adrian Schools Educational Foundation. Lisa Wilkie informed the board that they would like to use the interest from the endowment fund for future projects. The Adrian Schools Educational Foundation has awarded $18,903 in Art Awards and $16,271 in General Education awards during the 2015-2015 school year. Moved by Trustee Ballard, supported by Trustee Baucher, that the Adrian Board of Education approve the donation of $4,000 from Wacker Chemical Corporation. These funds support the activities when the Burghausen students arrive in November for their 10 day visit. Motion carried by unanimous vote. Moved by Trustee Bott, supported by Trustee McDowell, that the Adrian Board of Education approve a donation of $600 from Clinton Fall Festival Incorporation. The donation was in support of the APS Marching Band. Motion carried by a 7-0 vote. Moved by Trustee Bott, supported by Ballard, that the Adrian Board of Education approve revisions to Board Policies DLB, "Payroll Deductions, DID, "Asset Capitalization", DCC and DCC-R "Employee Reimbursement, Business and Travel Expenses and Conference Expenses". The changes to these policies reflect current practice, clarifying language, and current law. Motion carried by a 7-0 vote. Moved by Vice President Sheehan, supported by Trustee Bott, that the Adrian Board of Education approve the Principal/Administrator Evaluation Process. Last year Adrian implemented a new web based program called School Advance within the STAGES system. Administrators will have three meetings with the Superintendent as part of the process to discuss; 1.) Goal setting, 2.) Self-Assessment, and 3.) Final Performance Rating. A new domain with a weighted value for Individual Goals was added. Motion carried by a 7-0 vote. Moved by Trustee McDowell, supported by Trustee Bott, that the Adrian Board of Education approve the Teacher Evaluation Process. The following revisions were made to the process and rubric: • Summative Evaluation with weighted results o New domain- Goals (or IDP Goals) o New domain -Attendance • New Individual Development Plan (IDP) form • For probationary teachers and those rated minimally effective or ineffective last school year. • New Evaluation Instrument o Instructional Coaches
DONATION CORRECTION
APPROVAL OF GIFT
APPROVAL OF GIFT
APPROVAL OF GIFT
APPROVAL OF GIFT
APPROVAL OF REVISIONS TO BOARD POLICIES DLB, DID, DCC AND DCC-R
APPROVAL OF PRINCIPAL/ADMINISTRATOR EVALUATION
APPROVAL OF TEACHER EVALUATION PROCESS
• Counselors Motion carried by 7-0 vote. Moved by Trustee Bott, supported by Trustee Henagan, that the Adrian Board of APPROVAL OF SUMMER TAX Education adopt the attached resolution for the collection of summer taxes. COLLECTION RESOLUTION Motion carried by a 7-0 vote. A review for a salary adjustment of the Food Service Director was considered by the board. This salary adjustment would align with the salary schedule of the Technology Director and the Director of Operations. First Reading of revisions to Board Policy DJF, "Purchasing Policy" was held. This policy has been reviewed and updated with appropriate changes regarding threshold limits. These limits are updated annually by the State of Michigan. First Reading of revisions to Board Policy GCPA, "Teacher Placement" was held. The policy was revised to address teachers returning from unpaid leaves of absence. The policy now includes this reference an outlines if a position is not available, the teacher will be placed on lay-off and follow the associated Board Policy GCQA- Reduction and Recall. First Reading of revisions to Board Policy GCQA, "Teacher Reduction and recall" was held. The policy revises; the individual performance of a teacher's effectiveness to 92% (previously 90%), significant contributions to 4% (previously 5%), and relevant training to 4% (previously 5%). The policy also revises the effectiveness score on significant contributions and relevant training to an annual basis, previously it was retained for two (2) years. Also included is a Recall provision guideline for probationary teachers of 24 months from the date of notification. Superintendent Behnke recapped the events taking place in the next week encouraging board members to participate in as many activities as their schedule would allow.
REVIEW OF RECOMMENDATION OF SALARY FOR FOOD SERVICE DIRECTOR FIRST READING OF REVISIONS TO BOARD POLICY DJF FIRST READING OF BOARD POLICYGCPA
FIRST READING OF BOARD POLICYGCQA
REPORTS FROM SUPERINTENDENT AND STAFF
Superintendent Behnke told the board that the bond planning committee had reviewed the scope of bond possibilities, reviewed responses from a group on the sample survey questions, heard from EPIC/MRA on progress of community survey, updated a survey for Tuesday's meeting, put together a community bond update newsletter, held a senior center focus group and will be hosting a district tour. Mr. Behnke informed the board that the second meeting of the Culture and Climate Task Force will focus on data driven dialogue on the 2014-15 district suspension numbers, and a discussion regarding, "How do we get the Culture and Climate that we want for Adrian Public Schools?" Superintendent Behnke provided the board with a District Dashboard update for September 2015. Included in the update were ACT trends, suspension data, special education counts, IB information, Schools of Choice and graduation data. Trustee Bott told the board that the Personnel Committee met and reviewed the policies being brought to the board tonight for revision consideration.
PERSONNEL COMMITIEE REPORT
Trustee Baucher commented, "I don't know how many people had the opportunity to see the band festival Tuesday night at Adrian College, but they were outstanding". "Better than some college bands". Trustee Baucher said it was one of those times when, "you are proud to be a Maple".
BOARD MEMBER COMMENTS
President Engle called for Non-Arranged Audience participation with there being none.
NON-ARRANGED AUDIENCE PARTICIPATION
Moved by Trustee Ballard, supported by Vice President Sheehan, that they ADJOURN TO CLOSED Adrian Board of Education adjourn to closed session at 8:25 for the purpose of SESSION AESPA catering bonus and Superintendent Mid-Term evaluation. ROLL CALL VOTE: Yeas: President Engle, Vice President Sheehan, Trustees, Ballard, Baucher, Bott, Henagan, and McDowell. Nays: none Motion carried by a 7-0 vote. Moved by Trustee Baucher, supported by Trustee Ballard, that the Adrian Board of Education return to regular session at 9:30 p.m.
RETURN TO REGULAR SESSION
ROLL CALL VOTE: Yeas: President Engle, Vice President Sheehan, Trustees, Ballard, Baucher, Bott, Henagan, and McDowell. Nays: none Motion carried by a 7-0 vote. Moved by Trustee Bott, supported by Trustee Ballard, that the Adrian Board of TENTATIVE AGREEMENT Education approve the tentative· agreement of the annual wage adjustment APPROVED WITH AESPA compensation with the AESPA representing the Food Service Employees. Motion carried by a 7-0 vote. There being no further business, a motion made by Trustee Baucher supported by Trustee McDowell, that the meeting be adjourned. Motion carried by a 7-0 vote. The meeting adjourned at 9:35p.m.
Edward J. Engle, Ill, President
Deanne Henagan, Secretary
MEETING ADJOURNED
EXECUTIVE SUMMARY DATE: October 26,2015 CONTACT PERSON: Alice Chamberlain
PURPOSE To recommend the hiring of a Head Start Teacher at Comstock School.
EXPLANATION: David Bull and his interview team recommend Angela Schnabel as a Head Start Teacher. Ms. Schnabel has a Bachelor's Degree in Social Science from Siena Heights University. She has over six (6) years' experience as a preschool teacher.
RECOMMENDATION: It is the recommendation of the Director of Human Resources that Angela Schnabel be hired as a Head Start Teacher at AA, Step 1 of the negotiated salary schedule effective for the 2015-16 school year.
EXECUTIVE SUMMARY DATE: October 26, 2015
CONTACT PERSON: Kathy Westfall
PURPOSE To accept the 2014-15 audit report.
EXPLANATION: Tracey Kasparek from Rehmann Robson is presenting a summary of the 201415 audit to the Board of Education.
RECOMMENDATION: It is the recommendation of the Chief Financial Officer that the Adrian Board of Education accept the audit for the 2014-15 fiscal year.
EXECUTIVE SUMMARY DATE: October 26, 2015
CONTACT PERSON: Kathy Westfall
PURPOSE To approve the recommendation to adjust the salary schedule of Shelley Miller.
EXPLANATION: Shelley was hired in 1999 as a Food Services Coordinator. Shelley's first full school year, 2000-2001, her salary was set at $28,258. Since that time, Shelley's title was adjusted to Food Service Director. Her current salary is $48,033.85, plus a catering bonus, which in 2014-15 was $2,231. There are three other non-instructional Directors in Central Office: Director of Operations, Technology Director and Director of Human Resources. Step 1 of the Director of Operations and Technology Director is $55,734.83. Shelley has 33 staff that she manages, which is significantly higher than the Technology or Facilities Department. Dexter Public Schools has a base salary of $59,000 plus a 10% performance bonus, with enrollment of 3,544 and monthly lunches served of 34,095. Crestwood Schools has a base salary of $52,000, enrollment of 3,679 and monthly lunches served of 30,921. In comparison, Adrian Public Schools serves 53,570 lunches with K-12 enrollment of 3,013. Tecumseh Public Schools Food Service is privatized. All costs for the Food Service Director position are covered through the Food Services Fund. There are no general fund costs.
RECOMMENDATION: It is the recommendation of the Chief Financial Officer that the Adrian Board of Education approve the salary adjustment of the Food Services Director to align with the salary schedule of the Technology Director and the Director of Operations, with a Step 1 salary of $55,734.83, with no additional stipends except the catering bonus.
EXECUTIVE SUMMARY DATE: October 26, 2015
CONTACT PERSON: Kathy Westfall
PURPOSE Approval of revisions to Board Policy DJF "Purchasing Policy".
EXPLANATION: Board policy DJF "Purchasing Policy" has been reviewed and updated with appropriate changes regarding threshold limits. These limits are updated annually by the State of Michigan. In addition, federal guidelines outline Micro Purchases, a new level of purchasing related to Food Service. These are for routine purchases less than $3,000.
RECOMMENDATION: It is the recommendation of the Chief Financial Officer that the Adrian Board of Education approve the amendments to Board Policy DJF "Purchasing Policy".
ADRIAN PUBLIC SCHOOLS Policies and Regulations
NEPN Code: DJF
Fiscal Management PURCHASING POLICY Purpose It is the responsibility of the Board and Administration to establish and administer purchasing and distribution policies; to negotiate and approve vendor contracts; to consolidate purchases of like or common products; to analyze school supplies, services and equipment prices; to purchase competitively, without prejudice, and to seek the maximum educational value for every dollar expended. The purpose of this policy is to abide by state statutes regulating purchasing by school districts whose purpose is to invite competition, guard against favoritism and extravagance and to secure the best workmanship and materials at the lowest price practicable. This policy aims to create a balance between ease of operation and an appropriate level of checks and balances within the system.
Statutory Requirements. All District purchases shall be made in accordance with the following
1.
sections of the Revised School Code MCL 380.1, et seq., as amended (the "School Code"): •
Section 380.1267 pertaining to school buildings; construction, additions, repair or renovation and covers competitive bids; exceptions; advertising; security; opening and reading of bids; rejection of bids; readvertising; applicability of section; and adjustment of the statutory threshold amount.
•
Section 380.1274 pertaining to the procurement of supplies, materials and equipment; written policies; competitive bids; approval of purchase; adjustment of the statutory threshold amount; acquisition of equipment; payment; purchase of heating and cooking equipment.
2.
•
Section 129.243 pertaining to the use of credit cards for the purchase of goods or services for official school business.
•
For purchases made with federal grant funds. Purchase Order Procedures. District liabilities may only -be created pursuant to the purchasing process established by the Business Office. A purchase order system shall be maintained to accommodate the needs of the District while providing the controls of checks and balances for budgeting and prudent money management for the District. The Chief Financial Officer (CFO) shall maintain the necessary procedures to implement this policy, including requisition and approval procedures, verification of purchases, and verification that goods have been received in an acceptable condition and services have been performed in an acceptable manner.
NEPN Code: DJF Page 2 of4 3.
Credit Card Procedures: The CFO is responsible for the credit card issuance, accounting, monitoring, retrieval, and for overseeing compliance with internal accounting controls and this policy.
4.
Micro Purchases for Food Service. The simplified acquisition procedure may be used for purchases that do not exceed the micro-purchase threshold, as outlined in the Code of Federal Regulations (eCFR) Section 200.67. Purchases for supplies or services that are less than $3,000 in aggregate do not require competitive pricing.
54.
Small Purchases. Competitive pricing shall be obtained whenever reasonable and must be used for purchases in excess of $2,500.00 and in accordance with School Code Sections 380.1267 and 380.1274 when applicable. Competitive pricing consists of obtaining formal or informal quotes or proposals from vendors, or if such quotes may not be reasonably obtained, prices obtained from catalogues or online sources.
6.§..
Small Purchases for Food Service.
In compliance with the U.S. Department of Agriculture
(USDA) Child Nutrition Programs, informal procurement procedures are used when the purchase of food or services from a supplier (wholesaler, retailer, and/or vendor) for a single transaction is less than $100,000. The school must contact at least three (3) known suppliers of the food or services needed and obtain competitive price quotations. The negotiation of prices and terms with one or more of the suppliers contacted is permitted. This does not apply to the purchase of food service supplies (refer to #4 and #5 above). 7e.
Larger Purchases. Board approval must be obtained for purchases that exceed the statutory threshold limits set forth in School Code Sections 380.1267 $23,126 $23,230 and/or 380.1274 $23,126 $23,230 after requesting competitive bids or quotes, as required by Board Policy.
87.
Large Purchases for Food Service. In compliance with the U.S. Department of Agriculture (USDA) Child Nutrition Programs, competitive bids are required for procuring food and or services purchased in a single transaction if the purchase is $100,000 or more. The competitive bid process requires issuing an Invitation for Bid (IFB) or a Request for Proposal (RFP) for any procurement over the small purchase threshold. Both must be formally advertised and contain reasonable bid specifications.
NEPN Code: DJF Page 3 of4 98.
Bond Project Purchases and Change Orders. The Superintendent and CFO collectively may approve of purchases and/or change orders up to $150,000. The Finance Committee may approve of purchases and/or change orders up to $250,000. The documentation of such transactions approved shall be maintained and the transactions reported to the Board as a report on the Consent Agenda for ratification. Any purchase and/or change order of $250,000 or greater must be approved by the Board. Any purchase and/or change order approved shall abide by the statutory requirements for competitive bidding, where applicable.
109. Bidding Procedures.
a.
The Board and its designees shall award contracts to the responsible bidder, and may establish legitimate factors to be considered when determining whether a bidder is "responsible". Such factors shall be consistently applied to all bidders on a particular item or project.
b.
The Board delegates to the CFO the authority to reserve the right to accept or reject any or all bids/quotes and subject to the requirements of School Code_Sections 1267 and 1274, to waive formalities when in the best interest of the District. If all bids are rejected, the Board and/or the CFO shall repeat the formal bid or quote process
if required
by statute or
Board Policy (if applicable, or if not applicable, may elect to negotiate with a bidder for service and pricing changes). c.
All bids received shall be in accordance with bid specifications and follow procedures outlined in the bid packets in order to be accepted. Bids received after the specified time, at erroneous location or not properly marked shall not be accepted unless errors are corrected by the bid deadline.
d.
All bids received for purchases made with federal funds must be checked against the Excluded Parties List System (EPLS) after the opening of bids or receipt of proposals. Federal Acquisition Regulation (FAR) Subpart 9.405(d)(4) requires that the EPLS be reviewed again, immediately prior to the award, to ensure that no award is made to a listed contractor. FAR 9.405-1 (b) also requires the EPLS to be reviewed prior to awarding "new work" as defined in this provision.
e.
The Board and its designees reserve the right to inquire further of any bidder to determine whether the bid contains mathematical errors, omissions, and/or erroneous assumptions,
f.
and whether the bidder has the capability to perform and complete the contract for the bid amount in a timely fashion. Voluntary alternatives submitted by bidder shall not be considered in determining low bids. However, such alternatives may be negotiated after the bid has been awarded.
NEPN Code: DJF Page4 of4
g.
Where continuity and stability over a period of years may be necessary, certain purchases may be bid out for longer than one year, but not to exceed five years.
h.
Work performed by district employees that will be compensated pursuant to, and within the scope of, their employment is exempt from the bidding process.
Notwithstanding the
foregoing, work performed by employees and employee-affiliated entities may be subject to statutory restrictions regarding conflicts of interest. 11-1-Q.. Emergency or Sole Source Purchases. The CFO may: a.
Approve purchases or contracts in excess of the threshold established in Section 380.1267 $23,126 $23,230 without using the competitive pricing or competitive bidding processes for repairs to school buildings in emergency situations that are the result of an accident or other unforeseen occurrence which could affect the life, health, welfare or safety of the District's students or employees.
The Superintendent and CFO will present such
purchases and/or contracts to the Board for ratification at its next regular meeting. b.
Authorize the purchase of or contract for specific goods or services that are obtainable only from a sole source so long as documentation is provided from the vendor that the product or service is obtainable from a sole source and has been verified by administration.
c.
Authorize the purchase of or contract for specific goods or services from a sole source provider that administration has approved as a district standard for technology purchases.
12#. Cooperative Purchasing. The purchasing of items meeting District requirements in cooperation with other entities such as, but not limited to, the State of Michigan, the Regional Education Media Center Purchasing Programs (REMC), the MSBO Bus Purchasing Program, the Monroe Lenawee Purchasing Consortium and other similar programs, shall be allowed and deemed to comply with these policies.
Policy Adopted: Amended:
June 21,1999 November, 2008
March 5, 2012
December 15, 2008
June 4, 2012
January 4, 2010
October 21, 2013
October 18, 2010
October 20, 2014
EXECUTIVE SUMMARY DATE: October 26, 2015
CONTACT PERSON: Alice Chamberlain
PURPOSE: Approve the revised Board Policy GCPA Teacher Placement (Personnel).
EXPLANATION: Policy GCPA was revised to address teachers returning from unpaid leaves of absence. The Policy now includes the reference and outlines if a position is not available, the teacher will be placed on layoff and follow the associated Board Policy GCQA - Reduction and Recall.
RECOMMENDATION: It is the recommendation of the Director of Human Resources that the Adrian Board of Education approve the revisions to Board Policy GCPA- Teacher Placement.
ADRIAN PUBLIC SCHOOLS Policies and Regulations
NEPN Code: GCPA
Personnel Teacher Placement The Board of Education considers the appropriate placement of effective teachers as an essential ingredient in promoting student academic growth, in attaining successful educational outcomes for students, and in providing quality educational services. For purposes of this policy, the term "teacher" shall refer to those employees of the District whose employment is regulated by the Teachers' Tenure Act, MCL 38.71 et seq. The term "placement" shall include decisions involving the assignment and transfer of teachers, and teachers returning from unpaid leaves of absence, as well as decisions involving the filling of vacant teaching positions with on-staff teachers. These placement decisions are delegated to the Superintendent. Placement does not include staffing decisions made in the context of recall of a teacher from layoff, which decision is governed by District Policy GCQA. Placement also excludes decisions to initially hire or to dismiss or non-renew a teacher, which determinations are reserved to the Board of Education and are not delegated under this Policy. Teacher placement decisions shall be guided by the following standards: 1. These decisions will be premised on staffing the established curriculum with the most effective teachers who are certified and qualified to instruct the courses within the established curriculum, grades, and departments. 2. The District requires that "specials" teachers (Art, Music, Physical Education, etc.) be certified and endorsed in their specialized curriculum. Example: An elementary art teacher must be certified at the elementary level and have the art endorsement for that level. 3. All teachers must be properly certified (or otherwise approved or authorized) for all aspects of their assignment. The certification (or authorization/approval status, as applicable) of a teacher shall be determined by provisions of the Revised School Code, the Teacher Certification Code, the Michigan Department of Education's Rules for Special Education Programs and Services and other applicable statutes or regulatory authority. 4. Teacher placement decisions shall also be made on the basis of a teacher's qualifications, which shall be determined by the following standards:
NEPN CODE: GCPA Page 2 of2
a. Compliance with applicable state or federal regulatory standards, including, but not limited to, those standards established as a condition to receipt of foundation, grant or categorical funding. b. Compliance with applicable accreditation requirements. c. Assessment of the extent of a teacher's professional training and academic preparation are relevant to an instructional assignment and are predictive of the teacher's effectiveness in that assignment. d. Assessment of the extent to which a teacher's prior teaching experience is relevant to an instructional assignment and is predictive of the teacher's effectiveness in that assignment. 5. In addition to certification and qualifications, teacher placement decisions shall be made on the basis of teacher effectiveness, as determined through the teacher effectiveness criteria established in Section 1248 of the Revised School Code and as articulated in Board Policy GCQA Teacher Reduction and Recall.
6. Unless otherwise required by law, teachers returning from an unpaid leave of absence will be placed in a teaching position in accordance with this policy. If a position is not available, the teacher will laid off and follow the provisions in Board Policy GCQA- Reduction and Recall. Returning from an unpaid leave of absence will be controlled by the district's overarching commitment to retaining the most effective teacher unless otherwise mandated by law.
MCL 380.11a, MCL 380.1233, MCL 423.215, MCL 388.1763, MCL 38.71 et seq.
Policy Adopted:
March 5, 2012
EXECUTIVE SUMMARY DATE: October 26, 2015
CONTACT PERSON: Alice Chamberlain
PURPOSE: Approve the fully revised Board Policy GCQA Teacher Reduction and Recall (Personnel).
EXPLANATION: Policy GCQA was fully revised by Thrun Law Firm to update the process and guidelines. The policy was reorganized in layout, most of the content is the same with some new edits, such as expanded guidelines for layoff decisions (ie., specialized training, college course work, prior teaching experience. The policy revises; the individual performance of a teacher's effectiveness to 92% (previously 90%), significant contributions to 4% (previously 5%), and relevant training to 4% (previously 5%). The policy also revises the effectiveness score on significant contributions and relevant training to an annual basis, previously it was retained for two (2) years. We have included a Recall provision guideline for probationary teachers of 24 months from the date of notification.
RECOMMENDATION: It is the recommendation of the Director of Human Resources that the Adrian Board of Education approve the revisions to Board Policy GCQA- Teacher Reduction and Recall.
ADRIAN PUBLIC SCHOOLS Policies and Regulations
NEPN Code: GCQA
Personnel Teacher Reduction and Recall In making program and staffing decisions, the Board of Education shall determine the size of the teaching staff in response to curricular, fiscal, and other operating conditions and retains the exclusive right to do so. To the extent that such determinations involve the requirements of Section 1248 of the Revised School Code, MCL 380.1248, this policy shall guide the implementation of that statute. To the extent that such determinations involve the adoption and implementation of a reform plan under MCL 380.1280c (Priority Schools), and corresponding regulations and guidance, this Policy and the District's reform plan shall control. A.
General Provisions This Policy applies to. "teachers", which term refers to those District employees whose employment is regulated by the Teachers' Tenure Act, MCL 38.71 et seq. The Superintendent shall be responsible, acting within budgetary approval and consistent with any applicable school redesign plan approved by the Michigan Department of Education, for establishing the number and type of teaching assignments to implement the approved curriculum. If the Superintendent determines that insufficient funds are budgeted for the existing complement of faculty or that a reduction in teaching staff is necessary due to programmatic or curricular considerations (including but not limited to implementation of a school redesign plan), he/she shall recommend to the Board the number of teaching positions and the grades or departments to be reduced. Similarly, if after a reduction of teachers, the Superintendent determines that the District's curriculum and programs cannot be delivered through the existing faculty and that sufficient funds are budgeted to increase the number of teachers, he/she shall recommend to the Board the number of teachers to be added and the affected grades or departments. If a school is operating under a redesign plan which authorizes a reduction in existing staff, recall of teachers is contingent upon compliance with the redesign plan. Decisions involving the reduction and recall of teachers shall be guided by the following: 1. These decisions will be initially premised on retaining highly effective and effective teachers who are certified (or· otherwise approved or authorized) and qualified to instruct the courses within the established curriculum, grades, and departments.
a.
A teacher shall maintain current and valid certification, approval or authorization, as applicable, and shall be responsible for filing a copy of his/her teaching certificate, approval or authorization, with the Superintendent's office in conformance with requirements of Section 1532 of the Revised School Code. If a teacher petitions for nullification of his/her teaching certificate or any endorsement, he/she shall promptly provide written notice of that petition to the Superintendent's office. A teacher shall supply current documentation to the District of all of the teacher's qualifications. All teachers must be properly certified, approved or authorized for all aspects of their assignment. The certification, authorization, approval status of a teacher shall be determined by the Revised School Code, the Teacher Certification Code, the Michigan Department of Education's Rules for Special Education Programs and Services, and other applicable statutes and regulatory authority.
b.
Reduction and recall decisions shall be made on the basis of the certification and qualifications of a teacher, as reflected in the District's records, at the time that such decisions are made.
c.
It is the laid-off teacher's responsibility to maintain current contact information (address, phone and e-mail address) in the Superintendent's office. Failure to maintain current contact information may negatively impact the teacher's layoff or recall rights under this Policy.
d. The Superintendent shall provide written notice of layoff or recall to affected teachers, by regular mail and certified mail, or hand delivery when possible. Email may be used if the teacher indicates in writing that he/she may be sent correspondence by email. e. All teacher reductions and recalls are subject to formal action and approval by the Board of Education. 2.
A teacher's length of service with this District or the teacher's attainment of tenure under the Teachers' Tenure Act shall not be the primary or determining factors in layoff and recall decisions, except if the decision involves two or more teachers and all have the same effectiveness ratings, as described in 1J 8(4) of this Policy. In that circumstance, a tenured teacher has priority over a probationary teacher and, among tenured teachers, the teacher's seniority (as established by the most recent seniority list for the bargaining unit to which the tenured teachers belong) will determine preference for reduction and recall. a. This Policy shall not require retention or recall of a probationary or tenured teacher whose most recent performance evaluation contains an overall rating of "ineffective" or "minimally effective" in preference to any probationary or tenured teacher rated either "effective" or "highly effective", as reflected in that teacher's most recent performance evaluation(s). b. A probationary teacher who is rated as effective or highly effective on his or her most recent annual year-end performance evaluation is not subject to being displaced under this policy by a tenured teacher solely because the other teacher has attained tenure under the Teachers' Tenure Act, MCL 38.71 et seq.
B.
Reduction in Staff Process: 2
1. All layoff decisions shall be guided by the following requirements: a. All teachers must also be qualified for all aspects of their assignment, as determined by the Board, considering: i.
Compliance with applicable state or federal regulatory standards, including, but not limited to, those standards established as a condition to receipt of foundation, grant, or categorical funding;
ii.
Compliance with applicable accreditation requirements;
iii.
A teacher's professional training and academic preparation relevant to an instructional assignment and are predictive of the teacher's effectiveness in that assignment;
iv.
Formal or specialized training in subject area or grade level;
v.
College course content and continuing education courses in instructional subject area.
vi.
A teacher's prior teaching experience is relevant to an instructional assignment and is predictive of the teacher's effectiveness in that assignment. This may include, but is not limited to, the following factors: a. b. c. d.
vii.
The building and grade level; Instructional subjects; Recency of relevant and comparable teaching assignments; and Previous effectiveness ratings
Possession or satisfaction of any qualification requirement(s) contained in a job posting, job description, or administrative regulation pertaining to the position in question which was promulgated in advance of the reduction or recall.
2. When a teaching position has been identified for reduction and there exists a concurrently vacant teaching assignment for which the incumbent teacher in the position to be reduced is both certified and qualified, and if that teacher has received an overall rating of at least "effective" on his /her most recent year-end performance evaluation, that teacher may be assigned to the vacant position unless the Superintendent determines that the educational interests of the District would not be furthered by that assignment. 3. If one or more teaching positions are to be reduced, the Superintendent shall first identify the academic level(s), school building(s), or department(s) impacted by the reduction. Among those teachers who are certified, approved, or authorized and qualified to instruct the remaining curriculum. within the impacted academic levels or departments, selection of a teacher for layoff shall be based upon the teacher's effectiveness score as determined under~ 8(4), below. Teachers with the highest effectiveness scores will be retained and the teachers with the lowest effectiveness scores will be laid off. 4. A teacher's effectiveness rating for layoff and recall decisions shall be determined according to the following standards:
3
a. Individual performance shall be the majority factor in determining a teacher's effectiveness rating (92%). The teacher's individual performance shall be based on the performance evaluation system as required by Section 1249 of the Revised School Code. i.
In arriving at the value of a teacher's effectiveness rating on the criterion of individual performance, the predominant factor shall be based on evidence of student growth. The percentage weight assigned to student growth within the performance evaluation shall comply with Section 1249 of the Revised School Code.
ii.
The remainder of the teacher's effectiveness rating on the criterion of individual performance shall be based on the evaluation results of demonstrated pedagogical skills, including, but not limited to: 1. The teacher's knowledge of the subject matter pertinent to the area of his /her assignment; 2. The teacher's ability to impart that knowledge to students as demonstrated through planning, delivery of rigorous content, checking for and building higher level understanding of the subject matter instructed, and differentiating instruction; 3. The teacher's ability to manage the classroom as well as the teacher's manner and efficacy of disciplining pupils; 4. The teacher's ability to maximize effective use of instructional time through consistent and proficient preparation; 5. The quality of the teacher's and other teachers;
relationships
with
students, parents/guardians
6. The teacher's ability to perform essential job functions; 7. The teacher's attendance record, exclusive of any absences taken under the Family and Medical Leave Act or as a reasonable accommodation pursuant to applicable state or federal law; and
B. The teacher's disciplinary record, if any. b. An additional factor (4%) in determining teacher effectiveness shall be the extent to which the teacher has made clear, significant, and relevant accomplishments and contributions and has demonstrated a record of exceptional performance. Those contributions and accomplishments must exceed the normal expectations for an individual in the teacher's professional peer.group. i.
These accomplishments and contributions shall exclude any activities or functions for which the teacher receives additional remuneration, including, but not limited to, extra pay for extra duty assignments.
ii. The Superintendent shall develop and publish a list of activities that will be regarded by the District as indicators of teacher effectiveness because those activities reflect accomplishments and contributions exceeding normal expectations for a teacher's professional peer group. 4
iii. The Superintendent shall designate values for the identified accomplishments and contributions, as defined above that will be used in the calculation of the teacher's effectiveness score. iv. The Superintendent shall develop and maintain a system for the recording and verification of those activities of teachers that qualify as accomplishments and contributions to be used in the calculation of a teacher's effectiveness score. v. The teacher's effectiveness score on this factor shall be computed on an annual basis and shall not be accumulative from one school year to any succeeding school year. c. The final factor in determining teacher effectiveness (4%) is the teacher's relevant special training to the instructional assignment and the teacher has integrated that training into instruction in a meaningful way. i.
Qualifying training excludes any training or professional development under Sections 1526, 1526a or 1527 of the Revised School Code or otherwise designated on a regularly-scheduled teacher work day during teacher work hours.
ii.
Qualifying training or professional development must satisfy all of the following standards:
A. The training or professional development takes place outside of the teacher work day during the school year or outside the teacher work year. B. The training or professional development has direct relevance to the teacher's assignment or to another area within the teachers' endorsements, authorization, approval and has received the prior approval of the Superintendent (or designee).
C.
iii.
The Superintendent shall develop and maintain a system for the recording and verification of qualifying professional development and training to be used in the calculation of a teacher's effectiveness rating.
iv.
The Superintendent shall designate the values associated with qualifying professional development and training that will be used in the calculation of a teacher's effectiveness rating.
Recall Process 1. A probationary teacher is eligible for recall under this policy for 24 months from the effective date of the notice of lay-off. 2. The Superintendent shall first identify the grades, school buildings, or departments where a vacancy exists. The Superintendent may reassign on-staff teachers to such position(s) in accordance with District Policy GCPA!Teacher Placement. 3. If, after the reassignment of existing teaching staff, the Superintendent determines to recall a laid off teacher, the following shall apply: a. Recall of teacher(s) to vacancies may be accomplished by recalling the teacher with highly effective or effective rating who is certified and qualified for the vacancy. 5
b.
If the Superintendent determines, in his or her discretion, that no teacher on layoff meets the certification and qualification requirements for the position or as otherwise stated herein, the Superintendent may post the vacancy and consider all applicants.
4. If a teacher is selected for recall to a vacant position, the following apply: a. The Superintendent shall provide written notice of recall to teachers and shall establish the time within which the teacher must accept recall in order to preserve the teacher's employment rights. b. A teacher who is recalled and fails to accept recall by the time designated in the recall notice and report for work by the deadline specified in the recall notice, shall be regarded as having forfeited all rights to recall and continued employment unless the Superintendent, in his/her discretion, has extended those time limitations, in writing. Legal Reference: MCL 38.71, et seq; MCL 380.11 a (K-12}; MCL 380.601 a (ISO}; MCL 380.1248; MCL 380.1249; MCL 380.1280c; MCL 380.1532; MCL 423.215
Policy Adopted:
March 5, 2012
6
EXECUTIVE SUMMARY DATE: October 26, 2015
CONTACT PERSON: Bob Behnke
PURPOSE To provide initial approval to the Head Start Director and Managers to prepare the Early Head Start and Head Start grant application in alignment with the program overview previously presented to the Board of Education. Once the grant application is completed, it will be submitted to the Board of Education for final approval.
EXPLANATION: Adrian Public Schools is in its spt year of being the grant holder for the Head Start and Early Head ·start Grant. In response to the War on Poverty, Head Start and Early Head Start was designed to provide not only pre-school education, but health and family services to the neediest families in the community. Since its inception in 1964, APS has always been the holder of the grant and has always maintained programming within its buildings and within the Adrian Community. Starting in 1993, the first out of District location was opened in Hudson and as needs surfaced throughout the county, programs opened and closed associated with where areas of poverty were prevalent and where facilities were available. Currently APS runs programs in nine locations in various districts and facilities across the county. As the standards for Head Start and Early Head Start evolve and as the Adrian Public Schools is faced with a choice to re-apply for the Head Start and Early Head Start Grant or not, an analysis has taken place over the last three months by Central Office Staff. During this time examination and meetings took place with APS Head Start management, Head Start Regional Staff, and other Head Start providers from surrounding communities that were examined with the possibility of assuming the Head Start grant responsibilities in lieu of APS. The results of the analysis determined that APS is in better if not stronger position to provide Head Start or Early Head Start services to our community than any known competitors. This is based on licensing status, evaluation rankings, curriculum standards, teacher evaluation requirements, program expectations, and the scope of control that APS has on both the local and overall program. While the partnership with Head Start has been functional at best in recent years, much planning has taken place on a program re-design going into the November
2015 grant cycle application. This includes shifting from half day to full day programming for students as part of new program expectations from the Federal Government and shifting program locations with a greater emphasis in the development of an Early Childhood Center and hosting programs within APS elementary buildings and was presented to the Board of Education as a communication item at the October 12, 2015 meeting (presentation attached). This new program design, built in cooperation with APS Central Office staff, places an emphasis on enhancing the partnership between APS and the Head Start Program to provide the best possible programming for students and families. The Superintendent's recommendation concludes the formal review of the Head Start program. Head Start is a program valued by APS and APS wishes to continue the program into the future.
RECOMMENDATION: It is the recommendation of the Superintendent that the Adrian Board of Education provide initial approval to the Head Start Director and Managers to prepare the grant application for Early Head Start and Head Start.
EXECUTIVE SUMMARY DATE: October 26, 2015
CONTACT PERSON: Bob Behnke
PURPOSE: To accept a donation from Kapnick & Company, Inc. EXPLANATION: The district is in receipt of a donation of $250 from Kapnick & Company Incorporation. The donation will be used for the 2015 Fall Into Fitness 5K run/walk on November 14th. RECOMMENDATION: It is the recommendation of the Superintendent that the Adrian Board of Education accept the donation from Kapnick & Company and thank them for their support of district programs.
EXECUTIVE SUMMARY DATE: October 26, 2015
CONTACT PERSON: Bob Behnke
PURPOSE:
To accept a donation from Love Family Dental EXPLANATION:
The district is in receipt of a donation of $500 from Love Family Dental. The donation will be used for the 2015 Fall Into Fitness 5K run/walk on November 14th.
RECOMMENDATION:
It is the recommendation of the Superintendent that the Adrian Board of Education accept the donation from Love Family Dental and thank them for their support of district programs.
EXECUTIVE SUMMARY DATE: October 26, 2015
CONTACT PERSON: Bob Behnke
PURPOSE:
To accept a donation from the Christian Family Centre EXPLANATION:
The district is in receipt of a donation of $500 from the Christian Family Centre. The donation will be used for the 2015 Fall Into Fitness 5K run/walk on November 14th.
RECOMMENDATION: It is the recommendation of the Superintendent that the Adrian Board of Education accept the donation from the Christian Family Centre and thank them for their support of district programs.
EXECUTIVE SUMMARY DATE: October 26, 2015
CONTACT PERSON: Bob Behnke
PURPOSE: To accept a donation from Lawrence and Zelma Richardson EXPLANATION: The district is in receipt of a donation of $100 from The Richardson's. The donation will be used for the 2015 Fall Into Fitness SK run/walk on November 14th. RECOMMENDATION:
It is the recommendation of the Superintendent that the Adrian Board of Education accept the donation from Lawrence and Zelma Richardson and thank them for their support of district programs.
EXECUTIVE SUMMARY DATE: October 26, 2015
CONTACT PERSON: Kathy Westfall
PURPOSE To review the First Federal bank Visa application.
EXPLANATION: Back in September of 2012, the board authorized the Chief Financial Officer to obtain a MasterCard through J.P. Morgan Chase. This was a purchasing card program endorsed by Michigan School organizations. The program was to supplement the American Express program. The district wasn't meeting levels of charging that put us in favorable rebate ranges. The American Express program was still primary, with this being secondary to places that didn't take American Express. The payment process was more cumbersome than American Express. The decision was made to discontinue the program. Since that time, more places are requiring payment with a credit card. Some do not take American Express. A big one for Adrian Public Schools is the State of Michigan. Upon request, First Federal supplied us with information and an application on their Visa program. This program supplies a 1% cash back with no minimum charge requirements. With the current American Express program, the card is kept in the business office, and is only used as an accounts payable tool. In instances where on-line registrations or other miscellaneous purchases require a credit card, the Accounts Payable Accountant manages those transactions. This will continue to be the practice with the First Federal Bank Visa. The Chief Financial Officer reviews the statements and all individual transactions charged to the credit card(s). These transactions, as with any accounts payable transaction, are subject to the annual audit. The current district policy that references credit card use is included in the board packet. In addition, the First Federal Bank application is available for your review.
RECOMMENDATION: It is the recommendation of the Chief Financial Officer that the Adrian Board of Education approve the application to First Federal Bank for a Visa Card, and authorize the Chief Financial Officer to sign the agreement, at the next board meeting.
First Federal Bank of the Midwest- Business I Commercial Credit Card Application Business Name Adrian Public Schools FederaiTaxto[JJalsl ol ol2l2l6lsl lMuuprovltkfulllf:9tlltttJrMol'ltlsJtwut.JstJ/J'/f!r'ttl1ktfOI'thltlltiorgtmt:irlon¢tk:icutiift'lt) Mailing Address 785 Riverside Ave, Suite 1
Crty Adrian
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Social Security Number (Lasr 4 digits)
RequestedCreditlimit _________
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Mother's Maiden Name _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
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DateofBirth
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Businesses must either (i) have a co-appnOlntwho is an ownerofth~tbusiness, at lean l l years old and mMts the minimum credit requirements who will also be liable for any debt Incurred or (ii) demonstrate an independent ability to pay any debt incurted. Co-Applicant/Additional Business Owner lttfonnation (GUARANTOR) _______________ Ownership _ _ _% Date of Ownership _ _ _ _ _ __ l.Name _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
3. Name Date of Birt-:h-;:1::;:1::;1;:::;1:::;:1::;:1::;-1-:Req-u-est_ed_Cte_d-:it-:LI-:-.m-it_ _ __ Social Security Number fLost4dlgtttJ
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Net Worth
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DateofBlrth
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Social Security Number /Lost4 digits)
Co-Applicant/Additional Business Owner Information (GUARANTOR) 2.Name
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Date
CIIJ 0:0 ( I I I I State _ _ _ ZipCooe _ _ _ _ _ __
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Social Security Number (Lolit4dlgltsJ
Signature::::::::-::-:--------------------VIN
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Cardholders Continued: (AI!D
6.Name~~~~;:;:;:~~--~~~~----------
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Mother's Maiden Name _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ Signature _ _ _ _ _ _ _ _ _ _ _ _ _ __
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Business Card Setup Information
Fraud Information
1. Please set up monthly billing for the following:
In case offraud or issue with card, please provide a contact
(Please check all rhar apply.)
person who can resolve issues pertaining to credit cards:
13 One statement only for all accounts
Name: Kathleen S Westfall or Pamela Bauder
D Separate statements for each account D One statement- with memo statements for each additional card holder
Emall:
[email protected] Phone: 517-403~2995
or pbauder@
or 517-264-6651
2. This credit card wiU be used for:
8
Purchases only
[J Purchases and cash (OnlyforBU>inessCards)
Fleet Carel Purposes Only
Mother's Maiden Name __________________ Signature _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
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Social Security Number rt ..r4 dlgirsl
Fleet cards are vehicle-specmc cards and are limited to
3. Does applicant wish to restrict any cards to certain types of
obtain all required information pertaining to your vehicle,
Restrict: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
please provide us with the following Information:
None
• A copy ofyourvehicle(s) registration and a copy of employee driver's license.
RequestedCreditLimit _______
lKI'RIRJ lRIKJ I I I I I
• A list of all drivers and assigned vehicles.
Mother'sMaidenName _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
• A contact email or phone number for set-up questions, as
Signature _ _ _ _ _ _ _ _ _ _ _ _ _ __
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purchases of fuel and vehicle maintenance. In order to
businesses? If so, please indicate whlch types:
we might need further information for processing drivers
4. Company name that will appear on front of card(s):
and assigned vehicles.
(Pieose provide on abbreviated version of com pony nome Jfltex.ceeds 24 characters.)
9.Name~~~~~~:;:;---~~~~~------OateofB'rrth
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Social Security Number 1Lo•r4 dlgirs}
Name: Adrian Public Schools
RequeStedCreditLlmit ______
For Office Use Only:
[ill]XJ [ROO I I I I I
Banker:
Mother'sM
------------------
5. Date of Fiscal Year End: June 30 Slgnature·---------------
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Marcy L Brown
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