board of education luncheon meeting monday, … of education luncheon meeting monday, january 28,...

AI - Action Item DI - Discussion Item IO - Information Only

BOARD OF EDUCATION UNIFIED SCHOOL DISTRICT NO. 443 Ford County, Dodge City, Kansas

Board of Education Luncheon Meeting Monday, January 28, 2013

12:00 PM Dodge City High School

2201 Ross Blvd

1. Call to Order

2. Roll Call (AI) 3. Adoption of Agenda (AI) 4. Consent Agenda

A. Approval of Personnel (p. 2) B. Approval of ELA Instructional Materials Adoption (Grades K-5) (p. 3) C. Approval of Vehicle Specifications (pp. 4-8)

(IO/DI) 5. Dodge City High School Report – Jacque Feist

A. Dodge City High School Overview B. Dodge City High School Additional Band Uniforms (pp. 9-10)

(AI) 6. Approval of Dodge City High School Track and Field Specifications (pp. 11-12) (AI) 7. Approval of Agreement for Transfer of Real Estate and Improvements

(Dodge City Civic Center) (pp. 13-22) (IO/DI) 8. Bright Beginnings Program Governance Information – Tami Knedler and

Dianne Wallace (pp. 23-35) 9. Adjourn

1Agenda Page No.

A. Approval of Personnel January 28, 2013

SeparationsStatus Last Name First Name Location Title Assignment End Date

Classified Garcia Esperanza Alternative Education Paraprofessional 1/21/2013

Classified Acosta Carlos Sunnyside Elementary Paraprofessional 1/18/2013

Certified Moore Cindy Dodge City High School English Teacher 5/24/2013

Classified Meadows Cathy Soule Elementary Paraprofessional 1/18/2013

Classified Karen Chavez DHYS Summer School Paraprofessional 6/11/2012

Status Last Name First Name Location Title Assignment Start Date

Classified Solorzano Martha DCMS Cook/Cashier 1/16/2013

Classified Gurubel Marisela DCHS Cook/Cashier 1/14/2013

Classified Cunningham Valerie Northwest Paraprofessional 1/18/2013

TransfersStatus Last Name First Name From New Assignment New Location Start Date

Classified Vela Angel Paraprofessional/Northwest Para- Infant Room daycare Bright Beginnings 1/21/2013

Certified Richins Jason Band Teacher/DCMS Director of Bands DCHS/DCMS/CMS 8/1/2013

Classified Rodriguez Anthony Grounds Keeper/Maintenance Substitute Custodian 1/22/2013

SubstitutesLicense Type Last Name First Name Location Assignment License Date Ending Date

None

Extra DutyStatus Last Name First Name Location Assignment Start End

Classified Rivero Juana Central Elementary Extra Duty-Lunch 3/18/2013 5/23/2013

Classified Gutierrez Sandra Central Elementary Extra Duty Lunch Supervision 1/3/2013 5/23/2013

Status Last Name First Name Location Assignment Employment Retirement

Certified Young Delise Kay Dodge City Middle School 8th Grade Teacher 5/24/2013

Retirements

Appointments

2Agenda Page No.

Board of Education Dodge City Public Schools

Date: January 28, 2013 Subject: Approval of ELA Instructional Materials

Adoption (Grades K-5)

Initiated By: Judy Beedles Miller, Mischel Miller and Amy Loder and Kelly Bolin, co-chairs of the ELA Adoption Committee

Attachments: None

Reviewed By: Administrative Cabinet

BACKGROUND INFORMATION: A curriculum materials adoption cycle has been approved by the Board of Education as a part of the school district’s Curriculum Design Process. This cycle is the basis for annual curriculum materials budgets. CURRENT CONSIDERATIONS: In keeping with the curriculum materials adoption cycle approved by the Board of Education, instructional materials have been piloted and evaluated in ELA classrooms (K-5) during the 2012-13 school year. Teachers and administrative staff reviewed materials and selected resources to pilot. Consultants from the pilot companies supplied materials and conducted professional development to respective instructional staffs. These materials have been reviewed referring to the Common Core State Standards. The standards are divided into Reading, Writing, Speaking and Listening, and Language strands. The processes of communication throughout the CCS are closely connected. For example, some Writing standards require that students be able to write about what they read. Some Speaking and Listening standards set the expectation that students will share findings from their research. To meet the needs of ELA units developed by teachers through the WestEd process the past few years and the iPad initiative, the resources selected for purchase include; Being a Writer, Making Meaning, and Making Meaning Vocabulary for K-5 from Developmental Studies Center. Additional teacher guides will be purchased, not to exceed $100.00 per K-5 staff, to meet the needs of specific reading foundational and vocabulary skills. FINANCIAL CONSIDERATIONS: The cost for the recommended instructional materials, as presented, is not to exceed $203,000 for Developmental Studies Center and $15,000 for teacher guides. Funds are available in the curriculum adoption budget for these expenditures. STAFF RECOMMENDATION: The Board of Education is respectfully requested approve the ELA Instructional Materials Adoption.

RECOMMENDED ACTION: Approval (Second Reading, January 28, 2013) Information (First Reading, January 14, 2013) Discussion

BOARD ACTION: ________________________

3Agenda Page No.

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Date: January 28, 2013

Subject: Approval of Vehicle Specifications

Initiated By: William R. Hammond and Diana Loera

Attachments: Specifications for a Pick-up and Box Truck


BACKGROUND INFORMATION: The Board of Education has previously approved a vehicle replacement cycle from the school district’s Transportation Department. CURRENT CONSIDERATIONS: The Transportation Department is requesting permission to solicit bids for one pickup truck and one box truck. These vehicles are a part of the district’s normal rotation. The recommended purchases will provide for replacement of the Maintenance (Grounds) Department’s pick-up and the Nutrition Department’s box truck. FINANCIAL CONSIDERATIONS: The cost of the maintenance vehicle will be paid from the capital outlay budget. The box truck will be purchased from the nutrition budget. Bids received from vendors will be presented at a future board meeting for approval. STAFF RECOMMENDATION: The Board of Education is respectfully requested to approve specifications for a pick-up truck and box truck, and direct administration to solicit bids. RECOMMENDED ACTION:

Approval Information Discussion

BOARD ACTION: ________________________

4Agenda Page No.

Chassis/Drive

Alternator:

Battery:Brakes:

Differential/Axle:

Front Axle:

Engine:Exhaust:

Fuel System:Recovery HooksSkid Plates:

Steering:Suspension:

Tires:

Tow Package:Transfer Case:

Transmission:

USD 443

(1)3/4 Ton 4X4 Pickup3 Passenger -133" Wheel Base

Minimum Specifications(New Current Model Year)

Train:

160 amps600 CCA with Auxiliary4 Wheel Disc/Antilock

3:73 Ratio, Locking (Single Rear Wheels)Gross Axle Weight Rating 44001b6.0L 365 HP/375 Foot Pounds TorqueAluminized Stainless Steel Muffler and Tail Pipe34 Gallon (Minimum)Front and Rear

RequiredPower

Front: Independent Torsion Bar and Stabilizer BarRear: Multi Leaf

E Rated, All TerrainRequiredElectronically Controlled4 Speed Automatic with Cooler

Exterior:

Bumpers:Cargo Bed:Snow Plow:

Headlamps:Mirrors:

Paint:

Windshield Wipers:

Interior:

Air Bags:Air Conditioning:Console:

Cruise Control:

Door Locks:

Floor Covering:Instrumentation:

Keyless Entry:Mirror:

Power Outlets:

Radio:

Seating:Steering Column:Windows:

Chrome with Rear StepService Bed - Stahl Challenger ST/ (CST II) or EqualBoss/ Sno-way 8' Straight Blade with lightsDual Halogen Composite with Auto Lamp ControlPower and Heated

White

Interval

Driver and PassengerRequiredOverhead with Map LightsElectronic with Indicator

Power with Lockout Protection

Black Rubber

Gauges / Speedometer - Odometer with Trip Setting - Fuel LevelVolt Meter - Engine Temperature - Oil Pressure - Tachometer2 Key FobsInside Rearview, Auto Dimming with Outside Temperature12 volt - Located in Driver's Area

Am/Fm/CD, with Digital ClockCloth, Split Bench, (3 Passenger)Tilt with Shift Interlock

Power

5Agenda Page No.

USD 443 will retain the option of trading in 1 used vehicle for this purchase. Itwill be upto the districts discretion to accept or reject the vehicle as a trade. Any traded vehicle(s)

will be picked up upon delivery.

(M 15) 1992 GMC/C 1500-3 Passenger - Fair Condition - 4.3 LV6 Engine - 69,900Miles- 1GTDC14Z5NE527307

6Agenda Page No.

Chassis/DriveAlternator:

Battery:Brakes:

Differential/Axle:

Front Axle:

Rear Axle:

Engine:Exhaust:

Fuel System:Recovery Hooks:Skid Plates:

Steering:Suspension:

Tires:

Transfer Case:

Transmission:

Exterior:Bumpers:Box Bed:

Lift:

Headlamps:Mirrors:

Paint:

Windshield Wipers:

Interior:

Air Bags:Air Conditioning:Console:

Cruise Control:

Door Locks:

Floor Covering:Instrumentation:

Keyless Entry:Mirror:

Power Outlets:

Radio:

Seating:Steering Column:Windows:

USD 443

(1) 1 Ton Dually Chassis Cab - 4X4 Box Truck3 Passenger - Min159 Wheel Base

Minimum Specifications(New Current Model Year)

Train:160 amps600 CCA with Auxiliary

4 Wheel Disc/Antilock

4:10 Ratio, Locking (Double Rear Wheels)Gross Axle Weight Rating 44001b - 60001bGross Axle Weight Rating 62001b - 98251b6.0L 365 HP/375 Foot Pounds Torque

Aluminized Stainless Steel Mufflerand Tail Pipe34 Gallon (Minimum)Front

RequiredPower

Front: Independent Torsion Bar and Stabilizer BarRear: Multi Leaf

E Rated, All TerrainElectronically Controlled6 Speed Heavy Duty Automatic with Cooler

Chrome

8ft X 12ft Box with Roll Up Door, Cargo Lamps, 12inch Wear Band insidethe box and with 15 D Rings 2 ft apart and 32 inches off the floor.FlipAway Lift - 1600 - 20001b CapacityDual Halogen Composite with Auto Lamp ControlPower and Heated

White

Interval

Driver and PassengerRequiredOverhead with Map LightsElectronic with Indicator

Power with Lockout Protection

Black Rubber

Gauges / Speedometer - Odometer with Trip Setting - Fuel Level - VoltMeter - Engine Temperature - Oil Pressure - Tachometer3 Key FobsInside Rearview, Auto Dimming with Outside Temperature12 volt - Located in Driver's Area

Am/Fm/CD, with Digital ClockCloth, Split Bench, (3 Passenger)Tilt with Shift Interlock

Power

7Agenda Page No.

USD 443 will retain the option of trading in 1 used vehicle for this purchase. Itwill be upto the districts discretion to accept or reject the vehicle as a trade. Any traded vehicle(s)

will be picked up upon delivery.

(M 17) 1995 Chevy/C 3500HD Box Truck - 3 Passenger- Fair Condition - 7.4 L Engine-67,955 Miles- 1GBKC34N0SJ105095

8Agenda Page No.

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Date: January 28, 2013 Subject: Dodge City High School Additional Band Uniforms

Initiated By: Mischel Miller Attachments: Quote from Fruhauf Uniforms


BACKGROUND INFORMATION: Currently, there are 137 students in band at Dodge City High School. At the middle school level, in the 8th grade, there are 101 students in band. Over the past three years, at least 80% of the 8th grade students participate in the high school band program. If this trend holds true, there would be an additional 80 students in band at Dodge City High School for 2013-2014. CURRENT CONSIDERATIONS: At this time, in order to allow for variance in sizes, there are 175 uniforms to fit 137 people. With 191 projected to be in band, there would need for at least 225 uniforms, and it would be safer to have 235. An order would need to be placed in early February in order for these uniforms to arrive by August 2013. The uniforms ordered in 2011 were $550 each. The current quote from Fruhauf Uniforms is $31,275.60, or $521.26 per uniform. FINANCIAL CONSIDERATIONS: Funds for this purchase will need to be identified in one or more of the current budget accounts. STAFF RECOMMENDATION: The Board of Education is respectfully requested to receive this information regarding the purchase of additional band uniforms for Dodge City High School. Approval of this request will be on the agenda for the February 11 Board meeting. RECOMMENDED ACTION:


BOARD ACTION: ________________________

9Agenda Page No.

Fruhauf Uniforms, Inc. • 800 E. Gilbert • Wichita, KS 67211 • 316-263-7500 • FAX Sales:316-263-5550 Purchasing:316-263-4111 •[email protected] Sales Order Number: 12-S38047

0RDERTYPE Quote Number:

Quote

Original Family Owned and OperatedManufacturers of Band Uniforms for Over 100

Years

Sold To: Cust. Lookup: 11B-13353 Ship To:Accounts Payable Mrs. Erica FleemanDodge City USD No. 443 Dodge City HS1000 Second Avenue 2201 Ross Blvd.P.O. Box 460 Dodge City, KS 67801Dodge City, KS 67801-0460

By: Mr. Patrick

Cust. Phone: (620)227-1667

Cust.FAX: (316)204-6093

[email protected]

Special Notes: SHIPPING CHARGES WILL BE CALCULATED AT THE TIME OFSHIPMENT

This Quote is good for 60 days from the date aboveDATE

11/20/2012

TERMS

NET 30

F.O.B.

Wichita, KSP.O. Number SHIP VIA WEIGHT

0 lbs 0 oz

QTY ITEM Size Color DESCRIPTION ETA PRICE AMOUNT

60 11B/13353REGCT/ REG BAND COAT 11B/1 3353 $199.86 $11,991.60

60 11B/13353REGBIB REG BAND BIBBERS 11 B/l 3353 $93.65 $5,619.00

60 11B/13353REGBPL REG BAND BREASTPLATE $97.50 $5,850.00

60 11B/13353REGCAP REG BAND CAPE 11B/1 3353 $72.10 $4,326.00

60 HNGR/BAR/17IN A 1 7 IN HANGER W/ TRS BAR $1.45 $87.00

60 11B/13353REGAU A REG BAND AUSSIE 11 B/1 3353 $39.25 $2,355.00

60 GLV/WHT/CTN/LN A LONG WRISTED WHITE COTTON $2.70 $162.00

60 11B/13353GBAG/ A GARMENT BAG 11 B/1 3353 $14.75 $885.00

Delivery is 120-165 . Days after receipt of PurchaseOrder or Deposit, Measurements, Sample, On a newset of uniforms a Sample Approval is also Required.A 4% Surcharge will be added to all credit card orders.If taxes are applicable, add to total.

Thank you foryour order! We appreciate your business, and hopeyou willtell others about our company.Customer Service

Thank You!

Subtotal:

Sales Tax:

Total:

Prepayments Received

Balance Due

$31,275.60

$0.00

$31,275.60

$31,275.60

10Agenda Page No.

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Subject: Approval of Dodge City High School Track and Field Specifications

Initiated By: William R. Hammond

Attachments: Track and Field Design (Final Specifications will be sent to the Board on Friday, January 25th.) Reviewed By: Administrative Cabinet

BACKGROUND INFORMATION: With district reorganization complete and the impact of a second middle school’s activities program now known, the school district is formulating a master athletic facility plan. The first priority of this plan is to build a track and field at Dodge City High School to relieve practice conflicts at Memorial Stadium. (There are no plans to move varsity football or track competitions from Memorial Stadium, but rather to provide a practice venue, with the possibility of non-varsity competitions.) On November 12, 2012, the Board of Education approved a contract with Schwab-Eaton, P.A. to prepare specifications for the project. CURRENT CONSIDERATIONS: Schwab-Eaton, P.A. has completed the design of the DCHS Track and Field. Final specifications will be sent to the Board on Friday, January 25, 2013 for review, with an electrical addendum to follow on February 13, 2013. FINANCIAL CONSIDERATIONS: There are no financial considerations at this time. STAFF RECOMMENDATION: The Board of Education is respectfully requested to accept the specifications prepared by Schwab-Eaton P.A. for the Dodge City High School Track and Field Project, and to authorize the solicitation of bids. RECOMMENDED ACTION:


BOARD ACTION: ________________________

11Agenda Page No.

Dry'.Lake

12Agenda Page No.

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Date: January 28, 2013 Subject: Approval of Agreement for Transfer of Real Estate and Improvements (Dodge City Civic Center)

Initiated By: William R. Hammond Attachments: Agreement for Transfer of Real Estate and Improvements and Final Plat Information

BACKGROUND INFORMATION: Previously, the Board of Education approved a school district reorganization plan of Elementary K-5, Middle School 6-8, and High School 9-12. The Board further approved the expansion of Comanche as a second middle school. Dodge City Public Schools continue to grow in enrollment, which will cause the district to need additional facilities. The City of Dodge City has completed the United Wireless Arena and Magourik Conference Center which has resulted in fewer events being held at the Civic Center. At the direction of the Board of Education, administration approached the City of Dodge City regarding the transfer of the Civic Center, as well as the property immediately south of the Municipal Swimming Pool, for use in the school district’s current and future academic, athletic, and activities programs. District administration has reviewed improvements to the Civic Center by the City over recent years, and has reviewed a history of utility costs from the City. Jay Gifford, Athletic Director, and Tamie Preston, Activities Director, have considered the current and future use of the Civic Center by the school district. CURRENT CONSIDERATIONS: The Dodge City Commission approved an “Agreement for Transfer of Real Estate and Improvements” at their January 22nd meeting. FINANCIAL CONSIDERATION: The “Agreement for Transfer of Real Estate and Improvements” calls upon the district to pay a $10.00 consideration. USD 443 has provided a survey and plat for this real estate, at an estimated cost of $7,000. There will be a nominal filing fee, estimated under $250, for title work. The school district also has a contingent obligation to pay up to $20,000 for moving the electronic sign, if moved within three years. The City has committed to expend $60,000 for door replacement, if completed in this calendar year. STAFF RECOMMENDATION: The Board of Education is respectfully requested to approve the “Agreement for Transfer of Real Estate and Improvements” and authorize the President of the Board to sign on behalf of the Board of Education. The Board is further requested to authorize the Clerk of the Board to issue a purchase order for the $10.00 consideration.

13Agenda Page No.

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RECOMMENDED ACTION: Approval Information Discussion

BOARD ACTION: ________________________

14Agenda Page No.

1

AGREEMENT FOR TRANSFER OF REAL ESTATE AND IMPROVEMENTS

This Agreement to Transfer Real Estate and Improvements (the “Agreement”) is

made and entered into by and between the City of Dodge City, Kansas, a municipal

corporation (the “City”) and Unified School District No. 443, Ford County, Kansas (the

“District”):

WHEREAS, the City holds legal title to certain real estate and improvements

described below; and

WHEREAS, the District is in need of obtaining real property and improvements

for anticipated future needs within the District; and

WHEREAS, the City is willing to sell, transfer and convey to the District all of

the City’s right, title and interest in and to said certain real estate and improvements,

commonly referred to as the Civic Center and surrounding parking area, (the

“Property”) to be more specifically described in a legal description prepared by

Matthews Land Surveys, resulting from a survey and plat of the premises to be

provided by the District, a copy of which shall be attached to this Agreement, marked

Exhibit A and made in part here of by this reference, and

WHEREAS, such a transfer of ownership would benefit the cooperative needs of both

the City and the District as each moves forward to meet the needs of their common constituents.

NOW, THEREFORE, in consideration of the monies to be paid as agreed

hereunder and the mutual conveyances and promises of the parties, it is agreed as

follows:

15Agenda Page No.

2

1. Transfer: City hereby agrees that effective February 1, 2013, (the

“Effective Date”) it will transfer to the District all of the City’s right, title, and interest

in and to the Property, and District agrees to accept ownership of and responsibility for

the Property in its existing condition “as is, where is”. City makes no warranties or

representations as to the condition of the real estate, buildings, improvements and/or

the equipment and personal property being transferred by this Agreement, nor for its

fitness for any particular use.

2. Easements: District will maintain all existing easements and rights-of-

way reflected on Exhibit A so as to allow continued access to the Property for all legal

and necessary actions on the part of the City.

3. City’s Warranty and Representations: City shall not at anytime

between the date of approval of the Agreement and the Effective Date take any actions

which would in any manner whatsoever encumber, modify, alter, change, or transfer

the City’s present right, title and interest in and to said Property or that would in any

manner whatsoever adversely effect or impact the District’s rights granted by this

Agreement.

4. Exterior Digital Sign: Parties agree that the stand-alone digital sign

which presently stands directly east of the Civic Center building will remain the

property of the City and may remain at its present location until removal becomes

necessary as a result of the District’s use of the property. The parties further agree that

so long as located on the property all content displayed by said sign will be the

responsibility of the City. While located on the property any and all displayed content

16Agenda Page No.

3

shall be consistent with District’s policies for advertising and announcements

appearing on all District property. Should the City choose to relocate the sign the

City’s costs of such relocation at anytime within three (3) years of the Effective Date of

this Agreement will be reimbursed by the District in an amount not to exceed $20,000.

Costs of the City' relocation of the sign after three (3) years from the Effective Date of

this Agreement shall be the sole responsibility of the City with no reimbursement from

the District. If at anytime after 3 years from the Effective Date the District’s use of the

property requires removal of the sign, the City shall either remove the sign at its

expense, or shall abandon the sign, in which case the District shall become the owner

thereof and may remove or demolish the sign at District’s discretion and expense.

5. Consideration for Transfer: As full and adequate consideration for this

Transfer, the District shall pay to the City the sum of Ten dollars ($10.00), receipt of

which is hereby acknowledged by City. The entire Ten dollars ($10.00) consideration

paid hereunder and other commitments of the District as set out herein shall be

accepted by City as full satisfaction of the payment of the purchase price.

6. Existence of Streets: The District understands and agrees that the

roadway commonly referred to as First Street will be platted across the Property in

question and will remain as a public street in generally the same configuration as it

now exists by common usage.

7. Fire Station and Swimming Pool: The parties agree that the municipal

swimming pool and the north fire station are not a part of the Property to be

transferred.

17Agenda Page No.

4

8. Central Avenue Driveway: City hereby conveys to the District any and

all rights of ingress and egress it may have, if any, in and to the use of the existing

entryway from Central Avenue to the Property located in the northeast portion of the

existing parking area.

9. Existing Contracts and Usage: District agrees that it will honor all pre-

existing contracts for usage of the Civic Center and Property to the extent allowable by

state statute, local ordinance and board policy. Further, District will continue to make

the Civic Center available for various public and private activities and events. The

District further agrees that it will in good faith attempt to insure that scheduled events

and activities for the Center and Property will complement, and not compete with

other City and County owned facilities.

10. Exterior Doors: The currently existing doors at the north and south ends

of the Civic Center were scheduled by the City for repair or replacement. Funds in the

amount of $60,000 were included in the Why Not Dodge sales tax budget for 2012 for

that purpose and bids were solicited. The bids received were in excess of the budgeted

funds and the bids were rejected. In light of the District’s intent to continue to utilize

the Civic Center for the next several years in the same manner it has been used in the

past and to protect the public safety, the parties agree that the $60,000 previously

budgeted in the Why Not Dodge budget will be available during the 2013 calendar

year to be applied toward such repair or replacement of the doors should the District

elect to do so. The District shall be responsible for the payment of any expense in

excess of the budgeted amount.

18Agenda Page No.

5

11. Priority of Usage: The Parties agree that the City and County will have

the right to use the Civic Center and Property for meetings and activities conducted by

the City and/or County without rental charges, subject to scheduling availability, until

such time as the District converts the Civic Center to a District attendance center.

12. Recycling Collection Area: The currently existing recycling collection

area located at the southeast corner of the Property will continue to operate at that

location unless and until the usage of the Property changes in such manner that the

continued collection area cannot be sustained.

13. Scoreboard: The presently existing scoreboard present in the Civic

Center will remain with the real property.

14. Vending/Sponsorship Agreements: Any and all currently existing

contracts related to vending and sponsorships at the Civic Center shall be honored by

the District. In the event any such contracts are not honored, the District shall

reimburse the City for any payments required of the City resulting from such action.

15. Personal Property and Equipment: All personal property and

equipment present at the facility and normally used in the operation and maintenance

of the Civic Center shall be transferred to the District by the City unless otherwise

mutually agreed by the parties. The District agrees to make such personal property

and equipment available for use by the City as needed and available.

16. Utilities, Maintenance and Repairs: From and after the Effective Date

the District shall assume and be responsible for the payment of all utilities, insurance,

maintenance, repairs and operational expense of the Civic Center and Property.

19Agenda Page No.

6

17. Binder: This Agreement and the terms and conditions provided herein

shall be binding on the parties hereto, their respective successors, assigns, agents,

employees, boards and commissions as the case may be.

IN WITNESS WHEREOF, the parties have executed this Agreement on the dates

set forth below.

USD No. 443 Board of Education City of Dodge City, Kansas By: Lisa Killion, Chairman Rick Sowers, Mayor ATTEST: Dated this day of January, 2013 By:

Nannette Pogue, City Clerk

Dated and Approved this day of January, 2013

20Agenda Page No.

21Agenda Page No.

22Agenda Page No.

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Subject: Bright Beginnings/Head Start Program Monitoring Visit Preparation

Initiated By: Tami Knedler

Attachments: Governance Information


BACKGROUND INFORMATION: Dodge City USD 443 serves as the sponsoring agency for the federal Head Start program in the community. The Regional Head Start Office in Kansas City is responsible for on-site monitoring visits to each Head Start program. The Dodge City monitoring visit is to be scheduled in the next few weeks or months. CURRENT CONSIDERATIONS: A portion of the monitoring visit will include a review of Program Governance with the Board of Education. In anticipation of this monitoring visit, Head Start staff will be in attendance at this Board meeting to briefly review the information necessary for the Board of Education to know. A copy of this information in included with the agenda, and should be reviewed by Board members prior to the meeting. FINANCIAL CONSIDERATIONS: There are no financial considerations associated with this information. STAFF RECOMMENDATION: The Board of Education is respectfully requested to review the Head Start Governance information and participate in the review/training provided during the Board meeting, in anticipation of the Head Start Monitoring Visit to USD 443. RECOMMENDED ACTION:


BOARD ACTION: ________________________

23Agenda Page No.

Administration for Children and Families | U. S. Department of Health and Human Services

September 27, 2012 1

FY 2013 Office of Head Start

Monitoring Protocol

September 27, 2012

24Agenda Page No.



In FY 2013, the following guides are used by Reviewers:

Interviews Documents Observations Child Files Staff Files

In the OHSMS Software the Guides and Protocol can be customized to reflect the type of program being

reviewed (e.g., center-based, family child care, home-based, migrant), and the types of children or

populations being served by the program (e.g., infants and toddlers, preschool-age children, pregnant

women and new mothers). When targeted questions only apply to a specific program option or

population, an “Applies To” marker will be located below the question (e.g., Applies to: Center-based

programs).

25Agenda Page No.



Program Governance Introduction

Program Governance (GOV) is designed to assess the level in which grantees implement governance

practices that ensure effective oversight of program operations by the governing body and active

participation in decision-making by the Policy Council. Head Start programs must ensure that governing

board and Policy Council are composed of the required members. Members of both groups must receive

training necessary to fulfill their responsibilities, including the opportunity to analyze reports designed

to inform decisions regarding program planning, assessment, design, and overall operations. By

monitoring Program Governance, the OHS is better able to ensure that programs establish practices to

ensure effective oversight and informed decision-making.

Key Indicators of Program Performance

1. Structure and Participation

The program has the required structure and process in place to promote full participation of the governing body and Policy Council.

2. Roles, Responsibilities, and Training

The governing body and Policy Council fulfill all of their responsibilities to ensure the effective oversight of the program.

3. Reporting to Governing Body and Policy Council

The program provides all of the required reports to the governing body and Policy Council to ensure they have the necessary information to make decisions and provide effective oversight of the program.

26Agenda Page No.



Program Governance

Key Indicator #1 – Structure and Participation The program has the required structure and process in place to promote full participation of the governing body and Policy Council.

Compliance Measures Federal Regulations

1.1 The program has a governing body composed of:

At least 1 member with background and expertise in accounting or fiscal management

At least 1 member with background and expertise in Early Childhood Education and Development

At least 1 member who is a licensed attorney familiar with the issues that come before the governing body

Additional members who reflect the community, including parents of formerly or currently enrolled Head Start/Early Head Start children

Other members selected for their expertise in education, business administration, or community affairs

If individuals do not meet the qualifications of Fiscal Management/Accounting, Early Childhood Education and Development, or being a licensed attorney, the program shall use a consultant or other individual with relevant expertise and qualifications.

642(c)(1)(B)(i-iv) 642(c)(1)(B)(vi)

1.2 The program has established a Policy Council, elected by parents of currently enrolled children, whose membership is composed of a majority of parents of children currently enrolled in the program as well as members of the community served by the Head Start agency.

Note: Applies to grantees only

642(c)(2)(B)(i) 642(c)(2)(B)(ii)(I-II)

Targeted Questions—GOV 1.1

Governing Body—Interview

► Determine whether the governing body has the correct composition to provide effective oversight of the Head Start program.

Ensure that the governing body has all of the following:

At least 1 member with fiscal/accounting background and expertise At least 1 member with early childhood education and development background and expertise At least 1 member who is a licensed attorney Members that reflect the community served and includes parents of children who are currently,

or were formerly, enrolled in Head Start programs

If the composition of the governing body does not include individuals with the required qualifications, determine whether the governing body uses consultants or other individuals with relevant expertise and qualifications to meet the composition requirements.

GOV 1.1

27Agenda Page No.



Governing Body—Document

► Ask the program to provide you with documentation to ensure that the required members exist and are an active part of program oversight. Review the documents to confirm that the governing body has the required membership or uses consultants to fill each of the required roles. Specify any missing roles required in board composition in your notes.

GOV 1.1


Policy Council—Interview

► Determine whether the Policy Council has the correct composition to effectively fulfill its roles and responsibilities.

Ask about the selection process. How does the program ensure that the Policy Council meets the composition requirements? Does the Policy Council composition meet the following requirements?

Composed at least 51 percent of parents of children who are currently enrolled in the Head Start agency (including delegate agencies)

Includes at least one member of the at-large community served by the program or any delegate agency

Members elected by parents of children currently enrolled in the program

GOV 1.2

Policy Council—Document

► Based on the information gathered during your Policy Council (PC) interview, ask the program to provide the documents that you need to confirm whether the PC has the appropriate composition, and determine how members are elected.

GOV 1.2

28Agenda Page No.



Program Governance

Key Indicator #2—Roles, Responsibilities and Training The governing body and Policy Council fulfill all of their responsibilities to ensure the effective oversight of the program.


2.1 Members of the governing body and the Policy Council receive appropriate training and technical assistance to ensure that members understand information they receive and can provide effective oversight of, make appropriate decisions for, and participate in programs of the Head Start agency.


642(d)(3)

2.2 The governing body is responsible for required activities and makes decisions pertaining to program administration and operations that include: selecting delegates and service areas; establishing procedures and criteria for recruitment, selection, and enrollment; reviewing all applications for funding; and establishing procedures for selecting Policy Council members.

642(c)(1)(E)(iv)(I-III) 642(c)(1)(E)(iv)(VI)

2.3 The governing body exercises fiscal and legal responsibility and oversight and reviews and approves all major program policies.

642(c)(1)(E)(iv)(V)(aa-cc) 642(c)(1)(E)(iv)(VII)(aa-dd) 642(c)(1)(E)(iv)(VIII) 642(c)(1)(E)(iv)(IX)

2.4 The Policy Council approves and submits decisions about identified program activities to the governing body.


642(c)(2)(A) 642(c)(2)(D)(i-viii)



► Determine whether the Policy Council members receive training that is specific to their roles as PC members and how the training has helped them make decisions about the Head Start program.

GOV 2.1


► Determine whether the governing body receives training that is specific to their roles as governing body members and how the training has helped them make decisions about the Head Start program.

GOV 2.1

29Agenda Page No.




► Ask the program to provide you with documentation of Policy Council training, including:

PC meeting agendas and minutes that describe the training Sign-in sheets to determine who attended

Determine whether your document review confirms what you heard during the interview. Is the training related to the Policy Council’s roles and responsibilities? Did members attend?

If you have additional questions, have the Director identify the appropriate staff person to interview to gather additional evidence.

GOV 2.1


► Ask the program to provide you with documentation of governing body training, including:

Governing body meeting agendas and minutes that describe the training Sign-in sheets to determine who attended

Determine whether your document review confirms what you heard during the interview. Is the training related to the governing body’s roles and responsibilities? Did members attend?

If you have additional questions, have the Director identify the appropriate staff person to interview to gather additional evidence.

GOV 2.1



► Determine whether the governing body exercised responsibility with respect to each of the following:

Establishing procedures and criteria for recruiting, selecting, and enrolling children Selecting delegate agencies, as appropriate Developing procedures for selecting Policy Council members Reviewing applications for funding and amendments to applications for funding

Have members provide examples of how each of these responsibilities have been exercised.

GOV 2.2


► If you were not able to assess the governing body’s role in the listed responsibilities through the governing body interview, ask the program to provide you with the governing body meeting minutes or other documents, as needed, to determine whether the governing body exercised responsibility regarding all of the following:

Establishing procedures and criteria for recruiting, selecting, and enrolling children Selecting delegate agencies, as appropriate Developing procedures for selecting Policy Council members Reviewing applications for funding and amendments to applications for funding

GOV 2.2

30Agenda Page No.





► Determine how the governing body engages in the oversight of the program’s legal and financial decisions. Ascertain how it ensures the fiduciary health and well-being of the program and determine whether it is effective in ensuring the fiscal integrity of the agency.

During your interview, determine how the governing body assumes responsibility for all of the following:

All major financial expenditures of the agency The operating budget of the agency The selection (except when a financial auditor is assigned by the State under State law or is

assigned under local law) of independent financial auditors to report all critical accounting policies and practices to the governing body

The financial audit The agency's progress in carrying out the programmatic and fiscal provisions in the agency's grant

application, including implementation of corrective actions Monitoring of the agency's actions to correct any audit findings and other actions necessary to

comply with applicable laws (including regulations) governing financial statement and accounting practices

GOV 2.3

► Determine how engaged the governing body is in each of the required approval processes:

The annual Self-Assessment Personnel policies of the agency regarding the hiring, evaluation, termination, and compensation

of agency employees Results from monitoring conducted under section 641A(c), including appropriate follow-up

activities Personnel policies and procedures, including policies and procedures regarding the hiring,

evaluation, compensation, and termination of the Executive Director, Head Start Director, Director of Human Resources, Chief Fiscal Officer, and any other person in an equivalent position with the agency

GOV 2.3


► If the governing body interview or a discussion with the Fiscal Reviewer indicates concerns about the oversight of fiscal and legal decisions, review governing body documents as needed.

Determine whether all of the following were reviewed and approved by the governing body:

All major financial expenditures of the agency The operating budget of the agency The selection (except when a financial auditor is assigned by the State under State law or is

assigned under local law) of independent financial auditors to report all critical accounting policies and practices to the governing body

The financial audit

31Agenda Page No.



The agency's progress in carrying out the programmatic and fiscal provisions in the agency's grant application, including implementation of corrective actions

Monitoring of the agency's actions to correct any audit findings and other action necessary to comply with applicable laws (including regulations) governing financial statement and accounting practices

GOV 2.3

► If the governing body interview indicates concerns about the oversight of program operations, review the governing body documents as needed.

Determine whether all of the following were reviewed and approved by the governing body:

The annual Self-Assessment Personnel policies of the agency regarding the hiring, evaluation, termination, and compensation

of agency employees Results from monitoring conducted under section 641A(c), including appropriate follow-up

activities Personnel policies and procedures, including policies and procedures regarding the hiring,

evaluation, compensation, and termination of the Executive Director, Head Start Director, Director of Human Resources, Chief Fiscal Officer, and any other person in an equivalent position with the agency

GOV 2.3



► Determine how the Policy Council engages in the oversight of program operations.

Collect evidence of how members review information from reports to approve decisions about program design and operations and any necessary changes or improvements.

Focus your interview on how the PC is engaged in the approval and submission of decisions to the governing body in each of the following required decision-making areas:

Activities to support the active involvement of parents in supporting program operations, including policies to ensure that the Head Start program is responsive to community and parent needs

Program recruitment, selection, and enrollment priorities Applications for funding and amendments to applications for funding Budget planning for program expenditures, including policies for reimbursement related to and

participation in PC activities By-laws for the operation of the PC Program personnel policies and decisions regarding the employment of program staff, consistent

with 642(c)(1)(E)(iv)(IX), including standards of conduct for program staff, contractors, and volunteers and criteria for the employment and dismissal of program staff

Developing procedures for how members of the PC of the Head Start program are elected Recommendations on the selection of delegate agencies and the service areas for such agencies Program design and operation Planning goals and objectives

GOV 2.4

32Agenda Page No.




► If the Policy Council interview or a discussion with the Fiscal Reviewer, ERSEA Reviewer or FCE Reviewer indicates concerns, ask the program to provide documentation that supports the Policy Council’s active participation and decision-making in the following areas (as appropriate):

Activities to support the active involvement of parents in supporting program operations, including policies to ensure that the Head Start program is responsive to community and parent needs

Program recruitment, selection, and enrollment priorities Applications for funding and amendments to applications for funding Budget planning for program expenditures, including policies for reimbursement related to and

participation in PC activities By-laws for the operation of the PC Program personnel policies and decisions regarding the employment of program staff, consistent

with 642(c)(1)(E)(iv)(IX), including standards of conduct for program staff, contractors, and volunteers and criteria for the employment and dismissal of program staff

Developing procedures for how members of the PC of the Head Start program are elected Recommendations on the selection of delegate agencies and the service areas for such agencies

GOV 2.4

33Agenda Page No.



Program Governance

Key Indicator #3–Reporting to Governing Body and Policy Council The program provides all of the required reports to the governing body and Policy Council to ensure they have the necessary information to make decisions and provide effective oversight of the program.


3.1 Governing body and Policy Council members regularly receive and use information or reports about program planning, policies, and program operations, including:

Monthly financial statements, including credit card expenditures

Monthly program information summaries

Program enrollment reports, including attendance reports for children whose care is partially subsidized by another public agency

Monthly reports of meals and snacks provided through USDA programs

Financial audit

The annual Self-Assessment, including findings related to such assessment

The community-wide strategic planning and needs assessment (i.e., the Community Assessment) of the Head Start agency, including applicable updates

Communication and guidance from the Secretary

Program Information Reports

Note: Applies to grantees only. Single or multiple reports may be used to capture the information listed above.

642(d)(2)(A-I)



► Determine how often the following reports are received by the Policy Council and discuss with the members the quality and usefulness of the reports. Document how often each report is received.

Annual reports:

The financial audit The Self-Assessment, including any findings related to such assessment Program Information Reports (PIRs)

Monthly Reports:

Financial statements, including credit card expenditures (if the program uses credit cards) Program information summaries Program enrollment reports, including attendance reports for children whose care is partially

subsidized by another public agency Reports of meals and snacks provided through programs of the U.S. Department of Agriculture

(USDA)

Additional reports:

34Agenda Page No.



Every 3 years, the community-wide strategic planning and needs assessment (Community Assessment) of the Head Start agency

Applicable current updates from the Secretary (i.e., Program Instructions, Information Memoranda, etc.)

Ask the members whether the reports they received contributed useful and timely information that supported the Policy Council’s decision-making. If the reports are of poor quality and cannot be used by the Policy Council, capture that in your notes.

GOV 3.1


► Determine how often the following reports are received by the governing body and discuss with the members the quality and usefulness of the reports. Document how often each report is received.

Annual reports:

The financial audit The Self-Assessment, including any findings related to such assessment Program Information Reports (PIRs)

Monthly Reports:

Financial statements, including credit card expenditures (if the program uses credit cards) Program information summaries Program enrollment reports, including attendance reports for children whose care is partially

subsidized by another public agency Reports of meals and snacks provided through programs of the U.S. Department of Agriculture

(USDA)

Additional reports:

Every 3 years, the community-wide strategic planning and needs assessment (Community Assessment) of the Head Start agency

Applicable and current updates from the Secretary (i.e., Program Instructions, Information Memoranda, etc.)

Ask members if the reports they received contributed useful and timely information that supported the governing body’s decision-making. If the reports are of poor quality and cannot be used by the governing body, capture that in your notes.

GOV 3.1


► If you identified concerns related to the quality or timeliness of reports during your interview of the governing body, identify documentation that will help you validate this information. Ask the Director for documentation that will help you determine whether reports were provided within the required timeframes and how the governing body was able to use the reports for program design, oversight, or improvement.

GOV 3.1

35Agenda Page No.