CALL MEETING TO ORDER

Teton County School District #1 Board of Education Regular Meeting

Wednesday, May 10, 2023 Regular Meeting

EXECUTIVE

Executive Session at 5:00PM Pursuant to W.S. 16-4-405 (a)(ii) on matters concerning a personnel request and W.S. 16-4-405 (a)(iii) on matters concerning litigation

PLEDGE OF ALLEGIANCE

MAY 10, 2023 AGENDA

Regular Meeting - 6:00 PM

TCSD#1 Administration Office

1235 Gregory Lane

Suggested Motion: I move to approve the May 10, 2023 Regular Meeting Agenda as presented. 

SUPERINTENDENT'S REPORT

Superintendent Dr. Gillian Chapman

Update / Report

1. Celebrations

• Staff Appreciation Week
• May 10, 2023 is National School Nurse Day 

2. District Leaders' Report 

3. Educational Moment with Dr. Crisp

• State Board of Education (SBE) Resolution - Standards Reduction 

REPORT

STUDENT SCHOOL BOARD MEMBERS

Fernanda Costilla Correa - 12th Grade

Nicole Checker - 12th Grade

Jasmin Carrillo Granados - 12th Grade

Presentation

FISCAL MANAGEMENT COMMITTEE REPORT

JENNIFER ZUNG, TRUSTEE

KATE MEAD, TRUSTEE

STEPHAN ABRAMS, TRUSTEE

1. Budget update
2. Q4 2022 Economic Analysis Report
3. Prelim FY24 Budget
4. Mill Levy Estimates Review - Added 5/8/2023

OTHER REPORTS

1. Update on Out Of Area Student Policies
   • JF - Student Admissions
   • JF-R - Student Admissions Regulation
   • JFAB - Admission of Non-Resident Students
2. Update on the Capital Improvement Plans (CIP) - Deanna Harger

The Facilities Department maintains a capital improvement plan to coordinate capital projects.  The Department works with administrators, department directors and the superintendent to finalize the program annually.  Attached for your review is the plan for Fiscal Years 2023 to 2027. 

The District receives roughly $2,000,000 in Major Maintenance Funds annually.  Because the Department has been addressing a backlog of deferred maintenance in our facilities, we have been spending more than we are taking in.  Therefore the Major Maintenance Fund Balance has been reduced over the last few years.  The reduced balance has created cash flow challenges.  The majority of projects are completed in the first quarter of the fiscal year, while the funds are allocated over four quarters.  The result is we have to draw down the balance during the construction season and then replenish it over the next three quarters.  However, with careful planning, we are beginning to catch up with deferred maintenance and are slowly transitioning into less expensive planned maintenance of our facilities and assets.  This is evident on the Fund Balance Dashboard, where the Project End Balance will increase by 2027.

This year's plan includes addressing the roofs at Jackson Elementary and Alta Elementary Schools.  A big focus of this summer's work is the Jackson Hole High School, where we plan to install new floor finishes and complete interior painting.  

3. Update from Fund for Public Education on Forever School Capital Campaign - Jennifer Jellen

ACTION AGENDA

TCSD #1 FY24 COMPENSATION PACKAGE

Executive Summary: The annual compensation package for the Teton County School District #1 is presented.

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 TCSD #1 FY24 Compensation Package as presented.

ACTION ITEM

WYDOT REQUEST FOR REDUCED SEWER CONNECTION AND MONTHLY FEES

Cost Fee Analysis added Monday 5/8/2023

Executive Summary: The Wyoming Department of Transportation has submitted a request for TCSD #1 to waive or reduce its connection fees from $6,600 to $4,500 per ERU connection and the monthly use fee from $178 to $45 per month.  Note the current fee structure was established in 2017 before the system was operational and before the Town of Jackson/Teton County School District #1 Connection and Use Agreement was amended.

Matt Ostdiek will be available for any questions related to the Munger Sewer Cost Fee Analysis. 

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 WYDOT request for reduced sewer connection and monthly fees as presented.

ACTION ITEM

TCSD #1 RECREATION DISTRICT MILL LEVY REQUEST
                                     

Executive Summary: TCSD #1 Recreation District requested .9 mill levy this previous year. The Recreation District Board recommends keeping the mill at .9. The trustees are tasked with reviewing the recommended .9 mill levy and making a final recommendation to be presented to the county commissioners. 

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

Summary Action: I move to approve the TCSD #1 Recreation District mill levy request of .9 mills as presented.

ACTION ITEM

HOT SPRINGS EARLY CHILDHOOD MILL LEVY REQUEST
                                     

Executive Summary: Hot Springs Early Childhood BOCES received .1 mills this previous year. The trustees are tasked with reviewing the recommended .1 mill levy and making a final recommendation to be presented to the county commissioners. 

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

Summary Action: I move to approve the Hot Springs Early Childhood BOCES .1 mill levy request as presented. 

ACTION ITEM

CWC BOCES MILL LEVY REQUEST
                                     

Executive Summary: CWC BOCES received .15 mills this previous year. CWC BOCES requests the mill remain at .15 to cover the cost of a new Hospitality/Tourism CTE Teacher at Summit Innovations School. The trustees are tasked with reviewing the recommended .15 mill levy and making a final recommendation to be presented to the county commissioners. 

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

Summary Action: I move to approve the CWC BOCES mill levy request of .15 mills as presented.

ACTION ITEM

REGION V BOCES MILL LEVY REQUEST
                                     

Executive Summary: Region V BOCES received .15 mills this previous year and is requesting an increase to .2 mills this year. In light of the increase in assessed property taxes in Teton County, a .05 mills decrease from last year is recommended. The trustees are tasked with reviewing the recommended .1 mill levy and making a final recommendation to be presented to the county commissioners. 

Dan Mayer is available to answer any questions the Trustees may have. 

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

Summary Action: I move to approve the reduction of the Region V BOCES mill levy request from .15 mills to .1 mills as presented.

ACTION ITEM

2024-2025 & 2025-2026 SCHOOL YEAR CALENDARS

Executive Summary: The 2024-2025 and 2025-2026 school years calendars are based on an after Labor Day start.  Holidays are noted, as is the traditional two-week spring break.  These calendars include a teacher in-service day in October.  Additional details regarding teacher inservice days, Flex Days will be presented to the Board of Trustees at a later date.  The calendars currently include 175 student days and 185 teacher days.  Administration will work with the Superintendent Advisory Council to determine how best to incorporate those additional two days teacher days into both calendars without impacting the start and end days of either school year calendar.  

1. Staff Report and Questions for Staff
2. Community Input - To provide public comment on this agenda item, please step up to the podium or use the Raise Hand function. We will ask all community members in attendance in person to speak first, then we will address those participating online.  
3. Board Discussion
4. Vote

Suggested Action: I move to approve the start/end dates for the 2024-2025 and 2025-2026 school year calendars as presented.

ACTION AGENDA

PERSONNEL REQUEST 

Executive Summary: This is a request for a variance from an employee as discussed in Executive Session.  

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

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 2022-2023 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 12, 2023

uggested Action: I move to approve Executive Meeting Minutes of April 12, 2023 as presented. 

CONSENT AGENDA

MINUTES OF APRIL 12, 2023 REGULAR BOARD 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 April 12, 2023 Regular Board Meeting as presented. 

CONSENT AGENDA

APRIL 2023 CHECK REGISTER

Executive Summary: Check Register for April 2023 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 April 2023 check register as presented. 

CONSENT AGENDA
COMPASS EDVANTAGE PURCHASE ORDER

 
Executive Summary: Compass Edvantage will conduct a 6th-12th grade needs assessment for primarily Multilingual Learners (MLs) and former MLs to identify root causes and potential solutions to the persistent achievement gap that exists, with a primary focus on curriculum, instruction, and school systems. Compass Edvantage will provide completion of a comprehensive review of existing data, prior needs assessments, and program documents. Data will be collected via classroom walk throughs regarding effective instructional practices, teacher and student perception surveys, teacher and student focus group interviews, and individual interviews with building and district leadership. A final report will be submitted by June 30, 2023.

Suggested Action: I move to approve the Compass Edvantage Purchase Order, not to exceed $31,200.00, as presented.

CONSENT AGENDA
SOLUTION TREE, INC. PURCHASE ORDER

 
Executive Summary: The Solution Tree, Inc. purchase agreement for the 2023-24 school year was approved at the TCSD #1 Board Meeting on March 8, 2023. Five additional PLC at Work customized workshop days are proposed as an addendum to this original contract. These additional days include August 18, 2023, September 7, 2023, November 27, 2023, February 20, 2024, and May 21, 2024. The total cost for adding these days is $32,500.00 and the proposed instructor is David Jones.

The PLC at Work associate will work with school and district leadership to customize these sessions based on the participants' current PLC at Work reality. The sessions will focus on deepening participants' understanding of the PLC at Work processes and addressing critical next steps to further their PLC at Work implementation. Each day will build on previous training and strategies provided. 

Suggested Action: I move to approve the Solution Tree Purchase Order, not to exceed $32,500.00, as presented.

CONSENT AGENDA

GRAND STEPS THERAPY SERVICE AGREEMENT

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 the agreement, and the Contractor is willing to render the services under the terms provided.

This agreement with Grand Steps Therapy will provide occupational therapy services for the Extended School Year for 2023/24.

Suggested Action: I move to approve the 2023/2024 Extended School Year Related Services Agreement with Grand Steps Therapy, not to exceed $6,325.00, as presented.

CONSENT AGENDA

TCSD #1 SMART START PLAN

Executive Summary: TCSD #1 was awarded federal ESSER grant funding to support COVID-19 response and impact to schools. A requirement of the grant is that we review and update the Smart Start Plan and present it to the public at least twice each year. We will have to provide these updates through the term of the grant through 2024.    
 

Proposed updates to the current plan include information about COVID testing, updated CDC recommendations for quarantine after exposure, cleaning protocols and communications.
 

Suggested Action: I move to approve the TCSD #1 Smart Start Plan as presented. 

CONSENT AGENDA

GRAND TETON FLOOR & WINDOW COVERINGS CONTRACT

Executive Summary:  The flooring in Jackson Hole High School is at the end of its useful life and needs to be replaced.  The Facilities Department issued a call for bids to replace the classroom and office flooring.  Staff received two bids from Carpets Plus and Grand Teton Floor and Window Coverings.  Grand Teton Floor and Window Coverings was the lowest and recommended bidder.  

Suggested Action: I move to approve the Grand Teton Floor and Windows Contract, not to exceed $574,339.00, as presented with minor modifications deemed necessary by legal counsel.

CONSENT AGENDA

GREENWAY PAINTING CONTRACT

Executive Summary:  The interior of the Jackson Hole High School needs to be repainted.  The Facilities Department issued a call for bids, receiving one proposal from Greenway Painting.  Staff recommends approving the contract with Greenway Painting.

Suggested Action: I move to approve a contract with Greenway Painting, not to exceed $115,920.00, as presented with minor modification deemed necessary by legal counsel.

CONSENT AGENDA

RODAC CONTRACT

Executive Summary:  The roof at JES is reaching the end of its life and needs to be replaced.  This winter, multiple leaks occurred on the North side of the kindergarten wing, disturbing the students and staff.  The Facilities Department became concerned that if the roof is not addressed this summer, further disruptions to students and staff,  along with permanent damage to the interior of the building, may occur.  The Facilities Department requested Rodac inspect the roof and recommend what immediate repairs needed to be made.  Rodac found heavy wear and tear on the north slopes of the roof due to ice dams.  Leaks occurred this winter because of wear and tear and insufficient protection from ice and water along the eaves.  Rodac recommends replacing the roof over the next four years beginning with the north side of the kindergarten wing to maintain a safe and clean environment.  Additionally, the State Facilities Condition Assessment determine sections of the roof to be in poor condition with other sections of the roof to be in fair condition. Rodac submitted a cost to do a phased roof replacement and confirmed they could complete the first phase this summer.  Based on the severity of leaking at the school this winter/spring staff agrees with their assessment and recommends awarding a contract to Rodac, LLC to re-roof the north side of the kindergarten wing of the school.

Suggested Action: I move to approve a contract with Rodac, LLC not to exceed $153,483.00, as presented with minor modifications deemed necessary by legal counsel.

CONSENT AGENDA

RODAC CONTRACT

Executive Summary:  The asphalt shingle roof at Alta Elementary School is failing and needs to be replaced.  Based on the draft School Facility Condition Assessment, which was conducted in October, 2022, the Facilities Department had a replacement scheduled in the future.  However, due to the severity of this winter, multiple leaks occurred and created a disturbance for the students and staff.  The Facilities Department became concerned that if the roof is not addressed this summer, further disruptions to students and staff and damage to the interior of the building.  Rodac LLC inspect the roof and recommend what immediate repairs needed to be made.  Rodac found the entire roof in poor to failing condition and recommends completing a re-roof this summer to maintain a safe and clean environment.  Rodac submitted a cost for the re-roof and confirmed they could complete the work this summer.  Staff agrees with their assessment and recommends awarding a contract to Rodac to re-roof the school. 

Suggested Action: I move to approve a contract with Rodac LLC, not to exceed $179,102.00, as presented with minor modifications deemed necessary by legal counsel.

CONSENT AGENDA

Snake River MEP Contract

Executive Summary:  In 2022, the Facilities Department created a phased plan to replace the 32 aging heat pumps at the Wilson Elementary School that had become unreliable.  Phase I was completed last summer and included replacing 12 classroom heat pumps.  Phase II includes replacing 4 heat pumps located in the gym and hallways.  The Facilities Department issued a call for bids for Phase II and received one proposal from Snake River MEP.  Staff recommends approving the contract with Snake River MEP.

The replacement of the 16 remaining heat pumps will be done as they become non-operational as the are accessible and can be replaced without disrupting the school day like replacement of the classroom or gym and hallway heat pump replacement would do.  Additionally, the 16 new heat pumps provide adequate heat for the time period it would take to replace any of the remaining 16 heat pumps when they fail.    

Suggested Action: I move to approve a contract with Snake River MEP, not to exceed $109,742.00, as presented with minor modifications deemed necessary by legal counsel.

CONSENT AGENDA

FIREPROOFING AND BLEACHER ENCLOSURE PURCHASE ORDER AND AGREEMENT

Executive Summary: When we built the new bleachers the state fire marshal required fireproofing before we could enclose the underneath area for storage.  We now have an approved plan by the state fire marshal to fireproof the area and enclose the area. 

Suggested Action:  I move to approve the owner/contractor agreement with Tutt Construction and purchase order to fireproof and enclose the area under the new bleachers, not to exceed $315,489.00, pending approval from the TCSD #1 Recreation District board.

ACTION AGENDA

PERSONNEL REQUEST 

Executive Summary: This is a letter as discussed in Executive Session.  

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 letter as discussed in Executive Session.

CONSENT AGENDA

BOARD MEMBER TRAVEL

Executive Summary: This travel request is for the purpose of testimony and advocacy at the School Facilities Commission Meeting starting June 6, 2023.  Reimbursements for travel expenses including transportation, hotel and food. 

Suggested Action: I move to approve board member travel as presented.  

CONSENT AGENDA APPROVAL

Suggested Action: I move to approve the Consent Agenda as presented, with minor modifications deemed necessary by legal counsel. 

PUBLIC COMMENT

The Board of Trustees will receive oral communication at this time. A 3-minute time limit will be given to all members of the public that wish to speak. If the item is scheduled within the agenda, no further discussion will occur at this time.

Give your full name before you begin. While we want to hear everything you have to say, it is important to remember that we also want to hear from everyone. Please try to limit your comments to 3 minutes. Address the Board when speaking, not the audience.

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 future 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.

ADJOURNMENT