Chatfield Public Schools-District #227

Special Board Meeting

January 25, 2017

6:00PM

HS Media Center

AGENDA

1. Call to Order

2. Pledge of Allegiance

3. Approval of Agenda

4. RESOLUTION AWARDING THE SALE, DETERMINING THE FORM AND DETAILS, AUTHORIZING THE EXECUTION, DELIVERY, AND REGISTRATION, AND PROVIDING FOR THE PAYMENT OF GENERAL OBLIGATION SCHOOL BUILDING AND FACILITIES MAINTENANCE BONDS, SERIES 2017A

5. Adjourn



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OFFICAL MINUTES

Chatfield Public Schools School Board ISD #227

Regular Board Meeting

Dec. 19, 2016 ~ 7 p.m.

Pursuant to due call and notice thereof, the regular meeting of the School Board of Independent School District No. 227, Olmsted, Fillmore and Winona Counties was held on December 19, 2016. The meeting was called to order at 7:01 p.m. at the high school media center by Jerry Chase, Board Chair.

Roll call was taken with these members present: Jerry Chase, F. Mike Tuohy, Greg LaPlante, Scott Backer. Absent were Matt McMahon & Lanny Isensee.

All present said the Pledge of Allegiance.



Approval of Minutes

Backer/LaPlante motion for Approval of Agenda with these changes:

Add:

10. Consent Items

f. Approve Special

Meeting 12/07/2016 minutes

g. Approve resignation of

Elementary Custodian/ Tammy McCabe

h. Approve job posting of

Custodian position

i. Approve Speech Fundraiser:

Concessions for Speech Meet in March

13. New Business

b. Add dollar amount - $2,811,773.06

f. Resolution Bond

Proceeds Investment Management

g. Resolution Stating the Intention of the School Board to Issue General Obligation Bonds

h. Consider Amended LTFM Plan

Remove:

9. Reports

b. Student Senate

Representatives

c. Community Education Director

Motion carried 4-0



Approval of Claims

& Accounts

Tuohy motioned for approval of Claims & Accounts as presented. LaPlante seconded. Motion carried 4-0

Truth & Taxation Hearing

Mr. Harris provided a PowerPoint presentation which reviewed the property tax levy for taxes payable 2017. The 2016-2017 current budget was presented & reviewed. He then provided opportunity for any questions those in attendance might have. A complete copy of the PowerPoint is attached.



Financial Report –

District Audit SY 2015-2016

Julie Wright & Sherry Kane, representatives from Alan Anderson CPA, presented the fiscal year 2016 audit report.



Reports

CONTINUING EDUCATION/ F. Mike Tuohy: Mr. Tuohy reported attending a meeting. Commented that the teachers do a very good job.

PRINCIPALS’ REPORTS/ Craig Ihrke & Randy Paulson: Mr. Ihrke reported that attendance information has been given out to all parents in hopes of a better understanding for school attendance. The second round of NWEA testing will begin in January. He is proud of the teachers using the data from these tests to drive their classroom instruction. He is curious to see how Fastbridge testing (currently used in Iowa) compares to NWEA. The usage of iPads and technology in the classroom continues to impress him. We have committed to partnering with WSU STEM Village and are hopeful that it will be a useful resource for teachers. He closed with thanking Mrs. MacLeod for her concert and Tammy McCabe for her years of service.

Mr. Paulson was absent this evening as he presented the AAA Awards prior to the Boys Basketball game. He submitted his report in hard copy to the board. His report is attached.

SUPERINTENDENT’S REPORT/Ed Harris: Mr. Harris started out by thanking Greg & Mike for the years of service on the School Board; welcoming Amy Jeffers & Katie Priebe (not in attendance); and thanking Gwen McCauley for the treats for tonight. He then updated the board on our construction project with important dates; reviewed the storage needs. He asked the board to approve the 2017-2018 School Calendar as is, then to modify as needed. The Construction Committee has asked us to lengthen the school year for construction purposes.



Approval of Consent Items

Tuohy/Backer motion to approve the Consent Items with the following change:

b. to read Approve as is however it may need to be modified at a later date

a. Approve minutes of Special Meeting & Regular Meeting 11/21/2016

b. Approve 2017-2018 School Year Calendar

c. Approve hire of Elementary General Education Paraprofessional/ Sally Bahl

d. Approve hire of Preschool Special Education Paraprofessional/ Lisa Erding

e. Approve request to request quotes of auditing services

f. Approve Special Meeting 12/07/2016 minutes

g. Approve resignation of Elementary Custodian/ Tammy McCabe

h. Approve job posting of Custodian position

i. Approve Speech Fundraiser: Concessions for Speech Meet in March

Motion carried 4-0



1st Reading of District Policies

Chase noted that the following district policies are before the board for their first reading. He asked the board to refer any questions they might have to Mr. Harris.

a. 412 Expense Reimbursement

b. 502 Search of Student Lockers, Desks, Personal Possessions, and Student’s Person

c. 531 The Pledge of Allegiance

d. 612.1 Development of Parental Involvement

Policies for Title I Programs



2nd Reading of District Policies

Backer/LaPlante motion to approve the following policies:

a. 204 School Board Meeting Minutes

b. 209 Code of Ethics

c. 210 Conflict of Interest – School Board Members

d. 211 Criminal or Civil Action Against School District, School Board Member, Employee, or Student

e. 212 School Board Member Development

f. 213 School Board Committees

g. 214 Out-of-State Travel by School Board Members

Motion carried 4-0



New Business

a. Backer/LaPlante motion to approve Business

Manager/Karyl Lyon or Superintendent/Ed Harris to open and manage a checking account to be used for construction & remodeling costs. Signers on the account: Board Chair/Jerry Chase, Board; Treasurer/Lanny Isensee, and Board Clerk/Scott Backer. Motion carried 4-0

b. Board member Greg LaPlante motioned to approve:

Now therefore be it resolved by the School Board Chair of Chatfield Public School District, Chatfield MN, that the levy to be levied in 2016 to be collected in 2017 is set at $2,811,773.06. The clerk of the Chatfield Public School Board is authorized to certify the proposed levy to the County Auditor of Olmsted County, Fillmore County, and Winona County.

General Fund: $1,142,388.73

Community Service: $89,833.80

General Debt Service: $1,579,550.53

TOTAL: $2,811,773.06

Board member F. Mike Touhy seconded the motion. Motion carried 4-0

c. Board member F. Mike Tuohy motioned to approve:



RESOLUTION DISCONTINUING & REDUCING

EDUCATION PROGRAMS AND POSITIONS



WHEREAS, the School Board of Independent School District No. 227 adopted a resolution on December 19, 2016 directing the administration to make recommendations for reductions in programs and positions, and

WHEREAS, said recommendations have been received and considered by the school board,

BE IT RESOLVED, by the School Board of Independent School District No. 227, as follows:

That the following programs and positions, or portions thereof, be discontinued:

1. Elementary Education

2. Secondary Education

WITNESS MY HAND officially as such recording officer the 19th day of December 2016.

/s/Scott Backer

Scott Backer,

School District Clerk

Chatfield Schools, District #227



The motion for adoption of the foregoing resolution was duly seconded by board member Scott Backer and upon vote being taken thereon, the following members voted in favor thereof: Chase, Tuohy, Backer & LaPlante.

The following members voted against: NONE

Whereupon said resolution was declared duly passed and adopted. Motion carried 4-0.



d. Approval of Fall Coaches was tabled until the regular school board meeting scheduled for Jan 9, 2017 pending list of said coaches being made available to Mr. Harris and the School Board.

e. Acceptance & Oath of Office - new board members Amy Jeffers & Katie Priebe have been asked to come in to the District Office this week as neither were available to attend tonight’s meeting.

f. Board member Scott Backer motioned to approve:

Resolution bond proceeds investment management

I hereby certify I am the Clerk for the Chatfield School District of Chatfield, MN (the “District”) duly organized and existing under the laws of the State of Minnesota and the following is a true copy of a resolution duly adopted by the Board of said District at the last meeting held, at which meeting a quorum was present and acting throughout, or by unanimous consent of the Board, and that such resolution has not been rescinded or modified and is in full force and effect.



RESOLVED, that the Board of this District are hereby fully authorized and empowered to open a brokerage account, transfer, endorse, sell, assign, set over and deliver any and all shares of stocks, bonds, debentures, notes, evidences of indebtedness, or other securities now or hereafter standing in the name of or owned by this District, to purchase stocks, bonds, debentures, notes, evidences of indebtedness, and other securities, and to make, execute, and deliver, under the seal of this District, any and all written instruments necessary or proper to effectuate the authority hereby conferred.

I further certify that the authority hereby conferred is consistent with the charter or by-laws of this District. The following is a true and correct list of the authorized persons of this District as of the present date and a record of their signatures;

/s/Edward Harris

Edward Harris

Superintendent



/s/Karyl Lyon

Karyl Lyon

Business Manager



IN WITNESS WHEREOF, I have hereunto set my hand and the seal of said District this 19th day of December, 2016.

/s/Scott Backer

Scott Backer - Clerk



The motion for adoption of the foregoing resolution was duly seconded by board member F. Mike Touhy and upon vote being taken thereon, the following members voted in favor thereof: Chase, Tuohy, Backer & LaPlante.

The following members voted against: NONE

Whereupon said resolution was declared duly passed and adopted. Motion carried 4-0.



g. Board member Greg LaPlante motioned to approve:

RESOLUTION STATING THE INTENTION OF THE SCHOOL BOARD TO ISSUE GENERAL OBLIGATION BONDS TO FINANCE THE ACQUISITION AND BETTERMENT OF SCHOOL SITES AND FACILITIES AND TO FINANCE PROJECTS INCLUDED IN THE DISTRICT’S APPROVED TEN-YEAR FACILITY PLAN; COVENANTING AND OBLIGATING THE DISTRICT TO BE BOUND BY AND TO USE THE PROVISIONS OF MINNESOTA STATUTES, SECTION 126C.55 TO GUARANTEE THE PAYMENT OF THE PRINCIPAL AND INTEREST ON THE BONDS



BE IT RESOLVED by the School Board of Independent School District No. 227, State of Minnesota, as follows:

1. The Board hereby finds and declares that it is necessary and expedient for Independent School District No. 227 (the "District") to issue its fully registered general obligation school building and facilities maintenance bonds (the "Bonds"). The school building component of the Bonds shall be in the total aggregate principal amount of not to exceed $7,015,000 and represents the balance of the bond authority authorized by the voters of the District at the special election held November 8, 2016 for the acquisition and betterment of school sites and facilities. The facilities maintenance component of the Bonds shall be in the total aggregate principal amount of not to exceed $2,675,000 and are issued pursuant to Minnesota Statutes, Section 123B.595, subdivision 5 and Chapter 475, as amended, to fund the costs of the following projects included in its approved ten-year facility plan and related financing costs:

• classroom and locker renovations, window replacement, roofing repairs, and other deferred maintenance projects included in the District's ten-year facility plan approved by the Commissioner of Education

The Bonds would be issued in the total aggregate principal amount of not to exceed $9,690,000. The issuance of the Bonds is hereby authorized.



2. The ten-year facility plan approved by the Board is incorporated in this resolution as though fully specified herein. The administration is authorized and directed to submit to the Commissioner such additional information as may be necessary to secure the approval of the Commissioner for the ten-year facility plan and this bond issuance, as required by Minnesota Statutes, Section 123B.595. The submission of a proposed plan and a request for approval prior to the date of this resolution is ratified and approved in all respects.

3. The District further covenants to comply with all procedures now or hereafter established by the Minnesota Department of Education pursuant to Minnesota Statutes, Section 123B.595 and otherwise to take such actions as necessary to comply with that statute. The chair, clerk, superintendent or business manager is authorized to execute any applicable Minnesota Department of Education forms.

4. The clerk is hereby authorized and directed to cause a notice substantially in the form of the Notice attached hereto as EXHIBIT A and incorporated herein by reference to be published as a legal notice one (1) time in the official newspaper of the District as soon as reasonably practicable after the date of adoption of this resolution, but at least twenty (20) days before the earliest of the solicitation of bids, the issuance of bonds or the final certification of levies. Any publication of said notice prior to the date of adoption of this resolution is hereby ratified and approved in all respects.

5. The Board, having been advised by Ehlers & Associates, Inc., its independent municipal advisor, hereby determines that the Bonds shall be privately sold after receipt of written proposals, as authorized pursuant to Minnesota Statutes, Section 475.60, Subdivision 2, as amended.

6. If the issuance of the Bonds is approved, the Board shall meet at the time and place specified in the Official Statement to receive and consider proposals for the purchase of the Bonds. The terms and provisions specified in the Official Statement are hereby adopted as the terms and conditions of the Bonds and of the sale thereof, and shall be made available to all prospective purchasers of the Bonds. Ehlers & Associates, Inc., is authorized to prepare an Official Statement and to open, read and tabulate the proposals for presentation to the Board.

7. (a) The District hereby covenants and obligates itself to notify the Commissioner of Education of a potential default in the payment of principal and interest on the Bonds and to use the provisions of Minnesota Statutes, Section 126C.55 to guarantee payment of the principal and interest on the Bonds when due. The District further covenants to deposit with the Bond Registrar or any successor paying agent three (3) days prior to the date on which a payment is due an amount sufficient to make that payment or to notify the Commissioner of Education that it will be unable to make all or a portion of that payment. The Bond Registrar for the Bonds is authorized and directed to notify the Commissioner of Education if it becomes aware of a potential default in the payment of principal or interest on the Bonds or if, on the day two (2) business days prior to the date a payment is due on the Bonds, there are insufficient funds to make that payment on deposit with the Bond Registrar. The District understands that as a result of its covenant to be bound by the provisions of Minnesota Statutes, Section 126C.55, the provisions of that section shall be binding as long as any Bonds of this issue remain outstanding.

(b) The District further covenants to comply with all procedures now or hereafter established by the Departments of Management and Budget and Education of the State of Minnesota pursuant to Minnesota Statutes, Section 126C.55, subdivision 2(c) and otherwise to take such actions as necessary to comply with that section. The chair, clerk, superintendent or business manager is authorized to execute any applicable Minnesota Department of Education forms.

EXHIBIT A



NOTICE OF INTENT TO ISSUE GENERAL OBLIGATION BONDS



TO FINANCE THE ACQUISITION AND BETTERMENT OF SCHOOL SITES AND

FACILITIES AND TO FINANCE CERTAIN

PROJECTS INCLUDED IN THE DISTRICT’S TEN-YEAR FACILITY PLAN



INDEPENDENT SCHOOL DISTRICT NO. 227

(CHATFIELD PUBLIC SCHOOLS)

STATE OF MINNESOTA



NOTICE IS HEREBY GIVEN that the School Board of Independent School District No. 227, State of Minnesota (the "District"), adopted a resolution (the "Resolution") on December 19, 2016, stating the intention of the School Board to issue general obligation school building and facilities maintenance bonds (the "Bonds"). The school building component of the Bonds shall be in the total aggregate principal amount of not to exceed $7,015,000 and represents the balance of the bond authority authorized by the voters of the District at the special election held November 8, 2016 for the acquisition and betterment of school sites and facilities. The facilities maintenance component of the Bonds shall be in the aggregate principal amount of not to exceed $2,675,000 and are issued pursuant to Minnesota Statutes, Section 123B.595 and Chapter 475, as amended. The proceeds of the Bonds will be used to fund the costs of the following projects at various District facilities as included in the District's approved ten-year facility plan and related financing costs:

• classroom and locker renovations, window replacement, roofing repairs, and other deferred maintenance projects included in the District's ten-year facility plan approved by the Commissioner of Education

The total amount of District indebtedness as of December 29, 2016, is $21,425,000. If these proposed school building and facilities maintenance Bonds were issued after that date, the total indebtedness of the District at that time would be $31,115,000.



Dated: December 19, 2016

BY ORDER OF THE

SCHOOL BOARD

/s/ Scott Backer

School District Clerk

Independent School

District No. 227

(Chatfield Public Schools)

State of Minnesota

The motion for adoption of the foregoing resolution was duly seconded by board member F. Mike Touhy and upon vote being taken thereon, the following members voted in favor thereof: Chase, Tuohy, Backer & LaPlante.

The following members voted against: NONE

Whereupon said resolution was declared duly passed and adopted. Motion carried 4-0.



h. Touhy/LaPlante motion to approve amended Long-Term Facilities Maintenance (LTFM) Plan. Motion carried 4-0



Calendar of Events

& Adjournment

Chairman Chase reviewed the following upcoming dates and events

• December 23, 2016 – January 2, 2017: No School – Winter Break

• Regular School Board Meetings 2017/7pm HS Media Center: Jan 9, Feb 21, Mar 20, Apr 17, May 15, Jun 19

Tuohy/LaPlante motion to adjourn at 7:50pm. Motion carried 4-0

Respectfully submitted,

/s/ Scott Backer, Clerk