Official School Board Minutes

Regular Meeting of the School Board
January 19, 2021

The regular meeting of the Board of Education of Independent School District 270 was conducted virtually on Tuesday, January 19, 2021. The meeting was called to order at 7:02 p.m.

School Board members present online: Treasurer Steve Adams, Director Fartun Ahmed, Vice Chair Shannon Andreson, Chair Jennifer Bouchard, Director Tanya Khan, and Clerk Katie Pederson. School Board members absent: None

Student Board reps present: Isabella McCoy (10), Angel Riley (11) and Linda Nyakundi (12). Student Board reps absent:  NoneStaff members present:  Superintendent Rhoda Mhiripiri-Reed. Staff members absent:  None

Open Agenda:

Bouchard explained that Open Agenda is facilitated through a designated voicemail box for recorded messages to be played at the meeting. Bouchard noted that no Open Agenda comments were submitted.   

Reports:

Student Board Representatives:

McCoy, Riley and Nyakundi updated Board members on events/activities taking place at Hopkins High School, sharing comments focused on the end of the term and the excitements surrounding returning to school.

Superintendent:

Mhiripiri-Reed highlighted the processes and mitigation plans for returning scholars to school. She also provided updates surrounding the allocations of available COVID-19 vaccines to Hopkins Staff.  

Approval of Agenda:   

Adams moved, Khan seconded, to approve the agenda as presented. Those voting in favor thereof: Adams, Ahmed, Andreson, Khan, Pederson, and Bouchard.  Those opposed: None. Carried.  

Consent Calendar:

Khan moved, Pederson seconded, to approve the Consent Calendar as presented: A) Approval of Minutes — Regular Meeting Conducted on January 5 2021; B) Human Resources — Personnel Updates; C) National School Board Association (NSBA) Membership 2021; D) Purchasing & Procurement System; E) Hopkins High School 2021 Roof Improvement Project. Those voting in favor thereof: Adams, Ahmed, Andreson, Khan, Pederson, and Bouchard. Those opposed: None. Carried. Exhibit “A”

Treasurer’s Report:

Treasurer Adams highlighted expenses of interest. Adams moved, Pederson seconded, to approve financial disbursements in the amount of $1,182,778.10 for the period of December 29, 2020, through January 11, 2021.Those voting in favor thereof: Adams, Ahmed, Andreson, Khan, Pederson, and Bouchard. Those opposed: None. Carried.  Exhibit “B”

Citizen’s Financial Advisory Committee (CFAC):

The CFAC, in conjunction with District administration, provides annual budget parameters for Board consideration. These parameters are in the form of recommendations for use by the Director of Business Services to develop the 2021-22 budget.

Tariro Chapinduka, Director of Business Services, was joined by CFAC member Luke Jacobson to present the report, review the recommendations, and respond to Board member questions. CFAC met with the Board at a workshop preceding the meeting to review the report in more detail.

Jacobson noted that CFAC has met four times since November 2020 to review the financial health of the District. He summarized the report assumptions and recommendations by stating:

In comparison to surrounding districts, Hopkins is showing comparable and possibly better numbers in enrollment decline. Current employment contracts are expected to increase in wages and benefits by 5%. Due to the expense growth and decline in revenues, there is an expected budget shortfall and CFAC continues to recommend that unassigned fund balances are not used to cover this. Without taking corrective action, the balance will quickly fall below the board policy of 6%. Current unassigned fund balance per the June 2020 represented a 7.8% increase from prior years. CFAC will recommend a fund balance closer to 10% while acknowledging the difficulties of increase in our current environment. To help reimagine the district and align with Vision 2031, CFAC recommends maintain the use of the budget projection model and its use to position available resources to support Vision 2031 and other programming.

Director Adams added notes on the difficulty and uncertainty that COVID-19 has caused districts and the deficit in funding from the legislature as well as enrollment. He highlighted that last quarter’s results were up. 

Assumptions and Recommendations for FY22 Budget to the School Board:

• State per student funding in the projection years of FY22 and FY23 is flat based on current available information.
• Projected enrollment is declining in FY22 and the foreseeable future.
• 3.0% annual increase in FY20 AND FY21 in total salaries and wages.
• Fringe benefits to increase by 2% (36% of total compensation) for FY22.
• All other costs to increase at 0% on an annual basis except Utilities and Transportation which will increase at 4%.
• General Fund Unassigned fund balance based on audited FY20 Financial statements is sitting at 7.8%.

Board members shared questions and comments surrounding enrollment and state funding and the tough choices to be made in the next few months. In closing, the Board thanked the CFAC for their hard work and expertise.

Adams moved and Pederson seconded to accept the Citizen’s Financial Advisory Committee (CFAC) report. Those voting in favor thereof: Adams, Ahmed, Andreson, Khan, Pederson, and Bouchard. Those opposed: None. Carried.

HVAC & Pathogen Mitigation Update:

Director Chapinduka was joined by Supervisor of Buildings & Grounds, Kevin Neuman and Health & Safety Coordinator, Jeff Goldy to present Hopkins’ current HVAC & Pathogen Mitigation processes.

Chapinduka noted that the Coronavirus Aid, Relief, and Economic Security (CARES) Act and COVID Relief Fund have played a pivotal role in our district environment and the PPE. Neuman and Goldy provided six main updates as summarized:

1.   COVID-19 Awareness Training - Staff were provided with information on the virus, PPE cleaning, buildings HVAC changes to understand and clarify Hopkins’ measures in place.

2.   Disinfectant Use by Staff - The disinfectant we use is 3M MBS Disinfectant Cleaner Fresh Scent Concentrate 41 (3M #41). Safety and use instructions have been distributed to all staff.

3.   District COVID-19 Mitigation Planning - A formal COVID plan is in place made by district leadership to be used to inform and update planning, communication and return to work/school processes. This is included in the Road Map to Re-Opening available to staff.

4.   HVAC Measures - Hopkins’ HVAC systems are operating as designed and programmed to maximize outdoor air flow since April of 2020. Assessing and walkthroughs of each building will increase as more scholars return to school.

5.   Personal Protective Equipment (PPE) - In compliance with executive orders, MDE and MDH requirements, all staff have access to both face masks and face shields. Other PPE is available as needed (i.e. gloves or gowns). Students are also provided with one cloth face mask.

6.   Plexiglass Barriers - Upon request, clear plexiglass barriers for teachers and staff are available.

Board Member Reports: 

Board members reported on recent educational activities/events in which they have participated.

Anderson moved, Adams seconded, to adjourn the meeting at 8:43 p.m. Those voting in favor thereof: Adams, Ahmed, Andreson, Khan, Pederson, and Bouchard. Those opposed: None. Carried

 

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Katherine Pederson, School Board Clerk