CALL MEETING TO ORDER

Teton County School District #1 Board of Education Regular Meeting

Wednesday, June 9th, 2021 Regular Meeting

EXECUTIVE

PLEDGE OF ALLEGIANCE

JUNE 9, 2021 AGENDA

Regular Meeting - 6:00 PM

TCSD#1 Administration Office

1235 Gregory Lane

Suggested Motion: I move to approve the June 9, 2021 Regular Meeting Agenda as presented. 

SUPERINTENDENT'S REPORT

Superintendent Dr. Gillian Chapman

Update / Report

1. Celebrations

1. Retirees / Service Pin List
2. Track Individual Champions
   1. Girls Sprint Medley Relay - Kate Brigham, Parker Smith, Rebecca Griebel, Carey Ritter
   2. Girls 800 - Kate Brigham
   3. Girls 1600 - Kate Brigham
   4. Girls 4x800 - Kate Brigham, Parker Smith, Jacie Chatham, Zaidee Smith
   5. Boys 4x800 - Mason Wheeler, Brandon Brazil, Ben Williams, Roman Gorlaski
3. Boys Soccer State Champions

2. District Leaders' Report

3. Board Education Moment - Summative Data: ACCESS, ACT, DIBELS 8 with Dr. Swentosky & Karen Wattenmaker

FISCAL MANAGEMENT COMMITTEE REPORT

JANINE BAY TESKE, TRUSTEE

BILL SCARLETT, TRUSTEE

JENNIFER ZUNG, TRUSTEE

1. Budget update
2. DRAFT FY22 Budget
3. DRAFT FY22 Budget - Detail

OTHER REPORTS

Consideration of Long Range Facility Needs

• Jackson Hole Middle School Sixth Grade Pod
• Career Tech Center
• Employee Housing
• Field House 
• Stadium Press Box and Stands Replacement
• Bus Barn Rebuild 

ACTION AGENDA

SPECIAL CAPITAL CONSTRUCTION RESERVE TRANSFER

Executive Summary: The special capital construction reserve for future capacity and suitability upgrades within the Capital Projects Fund was created in 2019 as allowed under W.S. 21-13-504. The recommendation is to revise from capacity and suitability to include employee housing. If approved, a transfer from the TCSD #1 General Fund, not to exceed $2,500,000.00, will be transferred to the capital account for employee housing, capacity, and suitability. 

Rationale: The purpose of the special capital construction reserve for employee housing, capacity, and suitability is to set aside dollars for housing, future replacement and repair of major capital. The appropriation or transfer of funds from the special capital construction reserve for employee housing, capacity, and suitability is at the discretion of the Board of Trustees.

1. Staff Report and Questions for Staff
2. Community Input -

To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 

3. Board Discussion

4. Vote

Suggested Action: I move to approve the Special Capital Construction Reserve transfer, not to exceed $2,500,000.00, as presented.

ACTION AGENDA

FIRST READ ON REVISED POLICY

Executive Summary: Here is an outline of policy EEAEA with suggested revisions. If approved upon first read, second read will be scheduled at the August 11th, 2021 board meeting. 

This new policy will replace the current policies: EEAEA and EEAEA-R.

1. Staff Report and Questions for Staff
2. Community Input -

To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 

3. Board Discussion

4. Vote

Suggested Action: I move to approve policy EEAEA, Transportation Personnel Mandatory Drug and Alcohol Testing, as presented.

ACTION AGENDA

SECOND READ ON REVISED POLICIES

Executive Summary: Here is an outline of policies with suggested revisions. First read of policies was at the April 21st board meeting. Some policies have been updated since first read based upon legislative changes or legal recommendations.

• JRA - Cumulative Student Records
• GBJ - Personnel Records and Files
• BEC - Executive Sessions
• JE - Student Attendance and Truancy
• JEA - Compulsory Attendance Areas
• JF - Student Admissions

1. Staff Report and Questions for Staff
2. Community Input -

To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 

3. Board Discussion

4. Vote

Suggested Action: I move to approve the second read on revised policies JRA, GBJ, BEC, JE, JEA, and JF as presented.

ACTION ITEM

SKATE PARK DESIGN

Executive Summary:  In August 2019, the Board considered a request by Heidi McBride representing the local Skate Park group to expand the Skate Park footprint.  The Board approved the expansion but required the group submit final project plans for approval before starting construction.  In addition, because the Skate Park is located on state land, the District is required to submit an Application For Construction of Improvements to the State before construction begins.  Facilities staff has submitted the necessary application but has yet to receive approval.  Teton County Parks & Recreation Staff is assisting the skate park group with the local planning and permitting process.  The community skate park organization will be responsible for all fundraising/financial responsibilities as well as project management.  Facilities Staff is working closely with the group and will continue to stay up to date with the project through closeout to ensure any District assets impacted by construction are repaired and/or reclaimed.

SLIB Expansion Application Update:  At this time Staff has not received approval from the SLIB Board on the expansion.  Staff expects to receive SLIB staff approval on June 8th.  In order to allow the Skate Park group to move forward with the expansion this summer Staff proposes to move forward in the following manner. 

• TCSD Board takes a vote to approve or deny the final design at tonight's meeting.  Approval would be contingent on a future SLIB staff and Board approval of the expansion.  
• Skate Park Group may choose to move forward at their own risk this summer.

Lease Rate Update:  The current lease rate for the entire parcel, including the District Office, CES, and sports fields is $3,983.50.  The current lease expires in April 2022.  The skate park is proposing to increase the park size by 14,075 square feet at a cost of approximately $400,000.  Because the District has multiple buildings and athletic assets on the leased parcel it would be very difficult to accurately estimate what if any impact the expansion would have on a future lease rate.  The state lease also prohibits subleasing without their approval.

Insurance Update:  The skate park is covered under Teton County's liability coverage so there will be no impact to the District's insurance rates.

1. Staff Report and Questions for Staff
2. Community Input -

To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 

3. Board Discussion

4. Vote

Suggested Action: I move to approve the final design of the Skate Park Expansion with the condition that the State Land and Investment Board approve the request as presented.

ACTION ITEM

SUBLEASE AGREEMENT REQUEST FOR 1540 MARTIN LANE

Executive Summary: At the May 12th board meeting Trustees approved the renewal of a lease extension with MFD Industrial for the district's property at 1540 Martin Lane.  The current tenant has been subleasing to other businesses for several years without board approval as required in the lease agreement.  The tenant is now requesting permission to sublease and has submitted the required formal request.  MFD Industrial has also provided a copy of the sublease agreement with the only subleasee that will continue after July 1st.  It is noted that the sublease agreement is for the full rental amount approved by the Board on May 12th.

1. Staff Report and Questions for Staff
2. Community Input -

To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 

3. Board Discussion

4. Vote

Suggested Action: I move to approve the sublease request from MFD Industrial of 1540 Martin Lane as presented.

ACTION ITEM

TCSD #1 LIABILITY INSURANCE RENEWAL

Executive Summary: TCSD's current liability insurance expires on July 1, 2021.  Two companies responded to our request for proposals. Glatfelter, submitted a renewal proposal which reflects an 8% increase over last year but is nearly $30,000 less than the other proposal received. 

The policy includes coverage for property, including earthquake, crime, inland marine, auto, general liability, educators legal liability, cyber liability and privacy crisis management, and excess liability.  The proposed policy includes stand alone cyber liability and privacy crisis management coverage above and beyond what would be included under the general liability coverage.  

1. Staff Report and Questions for Staff
2. Community Input -

To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 

3. Board Discussion

4. Vote

Suggested Action: I move to approve the renewal of TCSD's liability insurance with Glatfelter Public Practice in an amount not to exceed $393,423.00 as presented.

ACTION ITEM

FIELDTURF TRACK REPAIR CONTRACT

Executive Summary:  On May 19, 2021, TCSD#1 issued a Request for Proposals to repair and resurface the running track at McIntosh Stadium. In response, TCSD#1 received one proposal from Renner Sports a subcontractor of FieldTurf. Staff recommends accepting the proposal and moving forward with Option B for $320,709.00 and contracting with FieldTurf to complete the scope of work. The total cost of the track repair and resurface work is $320,709.00 and will be paid for with Major Maintenance Funds.

1. Staff Report and Questions for Staff
2. Community Input -

To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 

3. Board Discussion

4. Vote

Suggested Action: I move to approve a contract with FieldTurf to repair and resurface the running track, not to exceed $320,709.00, as presented with minor modifications deemed necessary by legal counsel.

ACTION ITEM

COLTER ANNEX DISPOSAL

Executive Summary:  The District would like to demolish or dispose of the Colter Annex Modular Buildings at 1855 High School Road for condition and capacity reasons.  The modular buildings were moved next to Colter Elementary School in 2010 to address capacity issues at the school.  The additional classrooms are no longer needed and the school has sufficient capacity.  The buildings are in poor repair and the district believes maintaining the aging modular buildings for use as storage is not a prudent use of Major Maintenance Funds.  Staff followed the District's Disposal Policy and has advertised the buildings for sale on March 31st and April 7th.  Sealed bids are due to the district on June 3, 2021, and staff will update the Board if any bids are received. 

If no bids are received for the buildings they will be demolished.  Staff is coordinating with the State Construction Department to follow the required procedures and statutes.  The following approvals are required before the district demolishes or disposes of the buildings. 

First, approval from the TCSD Board of Trustees, second, approval from the State Facilities Commission.  SFD advised TCSD staff that because the buildings are modular (with axels and wheels) a special public meeting is not required by statute prior to disposal.  Although a public hearing was not required, Staff felt it was prudent to present this item during the Boards regular meeting.  A request for disposal of the modular buildings will go before SFC Board at their June 24th meeting.  If Staff receives both of the required approvals sale or demolition will begin in July.

1. Staff Report and Questions for Staff
2. Community Input 

To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 

1. Board Discussion
2. Vote

Suggested Action: I move to adjourn into Public Hearing to discuss the Demolition of the Colter Annex Buildings. 

Suggested Action: I move to approve the demolition of the Colter Annex Buildings as presented.

ACTION ITEM

SALE OF COLTER ANNEX BUILDINGS

Executive Summary: Board to consider the sale of the Colter Annex Buildings.   

1. Staff Report and Questions for Staff
2. Community Input -

To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 

3. Board Discussion

4. Vote

Suggested Action: I move to approve the sale of the Colter Annex buildings as presented.

CONSENT AGENDA

STAFFING CONSIDERATIONS AND REPORTS

Executive Summary: The Staffing Considerations Report presents personnel actions for certified staff and/or other TCSD #1 staff which required Board action for the 2020-2021 contract year, or are submitted for informational purposes. 

Suggested Action: I move to approve the Staffing Considerations and Reports as presented. 

CONSENT AGENDA

EXECUTIVE MEETING MINUTES OF APRIL 21, 2021

Suggested Action: I move to approve Executive Meeting Minutes of April 21, 2021 as presented. 

CONSENT AGENDA

EXECUTIVE MEETING MINUTES OF MAY 12, 2021

Suggested Action: I move to approve Executive Meeting Minutes of May 12, 2021 as presented. 

CONSENT AGENDA

EXECUTIVE MEETING MINUTES OF MAY 26, 2021

Suggested Action: I move to approve Executive Meeting Minutes of May 26, 2021 as presented. 

CONSENT AGENDA

MINUTES OF MAY 12, 2021 REGULAR MEETING

The minutes are considered draft until approved by the Board of Trustees.

Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board of Trustees by a single motion. Most of the items listed under the consent agenda have gone through Board subcommittee review and recommendation. Documentation concerning these items has been provided to all Board Trustees and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member.

Suggested Action: I move to approve Minutes of the May 12, 2021 Regular Board Meeting as presented. 

CONSENT AGENDA

EXECUTIVE SESSION

Approval of Executive Session at next regular meeting for the purpose of litigation and personnel discussion.

Suggested Action: I move to approve the request for an Executive Session at the next regular board meeting as presented.

CONSENT AGENDA

MAY 2021 CHECK REGISTER

Executive Summary: Check Register for May 2021 will be presented to the Board of Trustees for approval as a Consent Agenda item. 

The Wyoming Uniform Municipal Fiscal Procedures Act provides the legal basis on which all reporting and accounting of school district funds will be conducted.

Suggested Action: I move to approve the May 2021 check register as presented. 

CONSENT AGENDA

2020-21 EXTENDED SCHOOL YEAR RELATED SERVICES AGREEMENTS 

Executive Summary: Pursuant to W.S. 21-2-501 through W.S. 21-2-502, and Wyoming Rules and Regulations Governing Services for Children with Disabilities, the District, in order to provide appropriate education for its resident school age children with disabilities, desires the Contractor to render the services described in each agreement, and the Contractor is willing to render the services under the terms provided.

Suggested Action: I move to approve the 2020-21 Extended School Year Related Services Agreements as presented.

CONSENT AGENDA

BARKER & ASSOCIATES CONTRACT

Executive Summary:  On March 31, 2021, staff issued a request for bids to replace multiple communication systems at the following schools:

• Intercom Systems: Jackson Hole Middle School (JHMS), Colter Elementary School (CES), Summit Innovation School (SIS)
• Classroom Call in Switches: JHMS, CES and, SIS
• Commons Sound Amplification Systems: JHMS and CES
• Classroom Clocks: JHMS

The systems currently in the schools are well past their useful lifespan and need to be replaced.  The district received one proposal from Barker & Associates for the project.  Staff recommends awarding the contract to Barker & Associates.  The total project cost is $186,245.00.  This project is being paid for using Major Maintenance funds.

Suggested Action:  I move to approve a contract with Barker & Associates, not to exceed $186,245.00, as presented with minor modifications as deemed necessary by legal counsel.

CONSENT AGENDA

WYOMING HIGH SCHOOL ACTIVITIES ASSOCIATION

MEMBERSHIP APPLICATION AND ACTIVITY ENROLLMENT FOR 2021/2022

Executive Summary: Each year the Wyoming High School Activities Association requires approval of the Catastrophic Insurance for participants of all school activities.  Wyoming districts must also provide Membership Application and Activity Enrollment numbers. 

Suggested Action: I move to approve the WHSAA Membership Application and Activity Enrollment for 2021/2022 as presented.

CONSENT AGENDA

WHITE GLOVE PROFESSIONAL CLEANING CONTRACT

Executive Summary:  White Glove Professional Cleaning has been providing custodial services at TCSD#1 for two years. Staff is pleased with their performance and recommends renewing the contract for an additional three years until 2024. White Glove has agreed to extend the contract without raising their rates. Staff made the following minor modifications to the contract including:

• The addition of custodial services at Wilson Elementary School
• The addition of a penalty clause for low or non-performance
• The addition of Force Majeure

Suggested Action: I move to approve the contract with White Glove Professional Cleaning, not to exceed $486,131.50 annually, as presented with minor modification deemed necessary by legal counsel.

ACTION ITEM

MILL LEVY REQUESTS

Executive Summary: Upon board approval, TCSD #1 will submit the following Mill Levy requests to Teton County. 

• .2 C-V Mill Levy Request 
• .2 CWC BOCES Mill Levy Request
• .1 Hot Springs Early Childhood BOCES Mill Levy Request
• .8 TCSD #1 Recreation District Mill Levy Request (Previously approved by this board, May 12, 2021)

Suggested Action: I move to approve the Mill Levy Requests for C-V for .2 mills, CWC BOCES for .2 mills, and Hot Springs Early Childhood BOCES for .1 mills as presented.

PUBLIC COMMENT

The Board of Trustees will receive and/or present written and/or oral communication at this time. A 3-minute time limit will be given to all communications to the Board of Trustees. If the item is scheduled within the agenda, no further discussion will occur at this time.

Policy BEDH-R:  Participation at Board Meetings, Regulation

COMMUNICATIONS TO THE BOARD

WRITTEN CORRESPONDENCE

COMMUNICATIONS FROM THE BOARD

The Board of Trustees may use this time to communicate items from the Trustees to the public. Board of Trustees may respond to recognitions, written communications, e-mail and/or community input.

FUTURE AGENDA ITEMS / SCHEDULING / TOPICS

The Board of Trustees may use this time to discuss requests for futures agenda items, scheduling changes, or topics to be discussed at future regular meetings. 

REVIEW OF MEETING

The Board of Trustees may use this time to discuss this meeting. 

ADVANCED PLANNING

ADJOURNMENT