SULTAN SCHOOL DISTRICT NO. 311 Regular School Board ...esp.sultan.k12.wa.us/Board/Board...

SULTAN SCHOOL DISTRICT NO. 311 Regular School Board Meeting

Sultan Elementary School Sultan, Washington 98294 Monday, March 16, 2009

Page No.

7:00 p.m. CALL TO ORDER 1. Roll Call

2. Flag Salute 3. Review of Agenda

. AUDIENCE

4. Communications /Audience .....................................................................................................................1 5. Bob Martin City Planner, City of Sultan – Institutional Zoning Changes................................................2

CONSENT AGENDA

6. Approval of Minutes of Regular Board Meeting 2/17/09 and Study Session Meeting 3/02/09 .....................................................................................................................................................3 7. Approval of Certificated & Classified Personnel Report .....................................................................12 8. Approval of March Vouchers & March Payroll ....................................................................................14 9. Approval of Microsoft Giving Campaign donation ...............................................................................15

PRESENTATION 10. Good News .......................................................................................................................................17 11. Student Services Report............................................................................................................................18 12. Association Reports .................................................................................................................................19

BUSINESS 13. Approval of first reading revised Policies/Procedures...........................................................................20

• Revised Policy/Procedure No. 2020 Curriculum Development & Adoption of Instructional Materials

• Revised Policy No. 3421P Removal of Child During School Day • Revised Policy No. 6000 Program Planning, Budget Preparation, Adoption & implementation • New Policy No. 6001 Financial Management Fund Balance

14. Approval of donation to SSD Maintenance Dept. 1984 Ford with attached man lift $2000.00 value...35 15. Approval of Alternative Education curriculum......................................................................................38 16. Approval of request to post a bid for the SES Off-Street Bus Loading Project .....................................40 SUPERINTENDENT’S REPORT 17. Financial Reports & Enrollment ............................................................................................................41 18. Committee/Conference Reports .............................................................................................................42 19. Other .....................................................................................................................................................43

EXECUTIVE SESSION No Yes 20...................................................................................................................................................................44

1. National Security 2. Real Estate Acquisition/selling price 3. Negotiations on a publicly bid contract 4. Complaints/charges against an employee 5. Review the performance of a public employee 6. Qualifications of a candidate for elective office 7. Legal council or enforcement actions litigation or potential litigation

ADJOURNMENT

APPENDIX 21. AP Voucher Register..............................................................................................................................45 22. Financial Report .....................................................................................................................................46

SULTAN SCHOOL DISTRICT No. 311 Sultan, Washington

BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Communications and Audience PERSONNEL INVOLVED: Various BACKGROUND: Time is provided for communications and/or individuals to address the Board. RECOMMENDATION: Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

otion

Second

Aye

Nay

Abstain

Other

Cotterill Fountain Fox Roesler Sumpter

March 16, 2009

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BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Bob Martin, City Planner, City of Sultan presentation

regarding Institutional Zoning Changes PERSONNEL INVOLVED: Presenter Bob Martin BACKGROUND: Time is provided for a presentation regarding institutional zoning changes RECOMMENDATION: Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

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BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Approval of Minutes of Regular and Public Input Board Meetings

• 02/17/2009 Regular Board Meeting • 03/02/2009 Study Session Board Meeting

PERSONNEL INVOLVED: Jackie Whaley BACKGROUND: Upon approval, the minutes represent official actions of the Board of Directors of the Sultan School District No. 311, Snohomish County, Sultan, Washington. Every effort is made to have these recommended minutes accurately portray the proceedings and procedures of the Board of Directors. RECOMMENDATION: It is recommended that the minutes of the 02/17/09 Regular Board Meeting and 03/02/09 Study Session Board Meeting are approved and confirmed by the signature of the Board Chairman and Secretary to the Board. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

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SULTAN SCHOOL DISTRICT NO. 311 MINUTES OF REGULAR SCHOOL BOARD MEETING

FEBRUARY 17, 2009 SULTAN ELEMENTARY SCHOOL LIBRARY

501 DATE STREET, SULTAN, WA 98294 Board Members Present Superintendent Present Craig Roesler Dan Chaplik Tracy Cotterill Russ Sumpter Patty Fountain Board Members Absent Student Rep Present Steve Fox Leslie Losleben Staff Members Present: Layne Anderson, Ian Miller, Dave Moon, Jerry Alles Visitors Present: None Superintendent Chaplik asked that the 2009/2010 draft calendar be discussed as item #18 on the business agenda. Chairman Craig Roesler called the regular board meeting to order at 7:05 p.m. Tracy Cotterill made a motion to approve Consent Agenda as presented:

6) Approval of Minutes of January 20, 2009 regular board meeting and February 2, 2009 public input board meeting.

7) Approval of Certificated & Classified Personnel Report 8) Approval of General Fund Vouchers for Jan. Nos. 180628 through

180771 in the total amount of $385,678.06; Jan. ASB Fund Vouchers 480165 through 480196 in the total amount of $20,483.13; Capital Projects Fund Vouchers Nos. 280025 through 280028 in the total amount of $3,636.44 and Transportation Vehicle Fund No. 980000 in the total amount of $221,322.19.

9) Approval of Startup Water Lease Agreement 2009-2010. Patty Fountain seconded the motion. The motion carried unanimously. The Director of Maintenance position was discussed. Superintendent Chaplik informed the board that the position has been posted and will close on April 6, 2009 with a hire date of June 1, 2009. This schedule will allow for the employee to work with Jerry Alles for one month prior to his retirement date of June 30, 2009. SULTAN ELEMENTARY SCHOOL: Sultan Elementary hosted many parents on Thursday, February 12, for classroom Valentine parties. It is a fun day where children practice saying nice things to all of their classmates, as we acknowledge the positive in everyone by writing compliments on valentines. (It also enhances

Roll Call

Review of Agenda Call to Order Consent Agenda

COTTERILL/ FOUNTAIN UNANIMOUS

• Good News

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Minutes of Regular Board Meeting February 17, 2009 Page 2 students' writing ability and makes writing authentic). On Thursday, February 12, SES teachers took part in their second day of Professional Development 6 Trait Writing from Beth Niemi, Writing coach from NW ESD 189. The focus on writing this year, with the three training days set up throughout the winter, has helped teachers form grade level writing prompts, set days for collegial scoring of student work, and form common rubrics and scoring guides. Primary teachers have been examining students' oral stories as a way to build ideas and organization for writing. They also look carefully at intricate drawings that students make after reflecting on a read aloud picture book, as a way to assess the number of details a child comprehended from the story. There is a very close tie-in with Reading and Writing. Our Blended-ELL classroom teachers have also seen the relevance of the same reflections that the Primary teachers have made with oral story telling coming before the ability to write in a second language. Teachers will work in grade level teams on March 6, (our District's Waiver Day) for further work on all SIP goals and activities in Reading, Math, and Writing. At this time of year, about 2/3 of SIP activities have been accomplished to date. Further SIP goal reflection and planning will take place on our next Staff Development LID day in May. We will invite parents in to review our SIP goals and activities in relationship to our School-wide Title plan and parent participation component. Teachers are busily assessing students in all areas, as they prepare for winter Grade Reports which get sent home in student backpacks on March 4, and teachers meet with parents on March 5. Since there is only one day set aside for parent conferences in March, teachers will be meeting with parents of students who are not at standard in at least one subject or more. We ended the month of January with our Cougar Pride Assembly where we honored a Student of the Month from every classroom and many students who reach academic and citizenship successes. GOLD BAR ELEMENTARY SCHOOL: Missoula Children’s Theatre visit was a great success! All students that auditioned for parts were cast in roles for the play, “Princess and the Pea”. Both performances on January 30th and 31st were well attended by parents, students, staff, and community members. We earned more than enough from our ticket sales to pay for the production and earned additional funds for next year. The cast and crew were fantastic receiving many compliments. Special thanks to Amy Smith, Phyllis Tubbs and our PTA for creating this wonderful opportunity for our students. Science Fair- on February 5th we held our annual Science Fair for our students. They prepared display boards demonstrating an area of science using the Scientific Method. They included title, question, prediction, materials, data, drawings, charts, tables and their conclusions. Approximately seventy of our students participated in this event. Response to Intervention- our team is creating a literacy intervention matrix and assessments for reading to assist students not meeting standards. When completed, we will have an intentional plan for all the reading components; then we will work on completing one for math. Science Foss Kits- our staff and students are enjoying using our science Foss kits. The hands-on materials and activities that are included in the kits have given our students some wonderful science opportunities.

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Minutes of Regular Board Meeting February 17, 2009 Page 3 SULTAN MIDDLE SCHOOL: Parents from both Gold Bar Elementary and Sultan Elementary attended our second open house tour for future parents of Skyhawk students. Parents participated in a tour of the building and had the opportunity to ask questions about our school. We were excited to have twice the number of parents for the tour than we had last time. Venture Out! students participated in Fly Tying with Mr. Caster and Mr. Waldenberg. Students then had an opportunity to cast flies on a local pond. Great fun was had by all. Eighth graders finished the first round of the state mandated classroom-based assessments and classroom-based performance assessments in health and fitness. Our students performed remarkably well! SMS hosted a parent education night in which 53 parents attended a presentation about raising teens in a high stakes world. Guest speaker, Dr. Judy McVittie, used a variety of presentation styles, including role playing, to help parents better deal with the unique needs of teenagers. Quarterly awards assemblies are occurring this week. Wrestling and girls basketball both have their first contest this week. SULTAN HIGH SCHOOL: Five outstanding male and female students have been recognized by the staff for Junior Achievement awards. The honored students are: Girls – Courtney Batts, Cassie Beucherie, Johanna Helm, Clara Martinez, and Christie Schmidt; Boys – Zach Beebe, Sidney Cross, Zach Hall, Justin Swift, and Michael Thot, Ryley Ohlsen has been selected as a recipient of the 2009-2010 Comcast Leaders and Achievers Scholarship. This award (which is a one-time grant of $1000, recognizes high school seniors for commitment to community service, academic achievement, and demonstrated leadership. Nick Naslund has returned from Washington DC. Nick was identified as one of the top 1% high achievers by the National Research Center for College and University Admissions. He was one of only two Washington students selected to participate in the National Youth Leadership Forum on National Security. During a simulation of an international security breech, Nick served as the Director of the CIA. He will be presenting to numerous groups and will be doing a number of interviews in the next few weeks. Paige Day and Sid Cross have been selected as Students of the Week for that past two weeks. Twelve music students have joined Emily Abt in qualifying for state events. Emily earlier qualified for the All-State Choir Festival this month. The twelve member Men’s Ensemble earned a top score at regionals and has qualified for the festival at Central Washington University in April. Tuba soloist, David Vater, also earned a top score and qualified for the festival as an individual. Jordan Nichols and Coach Nate Trichler were both recognized by the Snohomish County Basketball Officials Association for their sportsmanship for the first week in February. In addition, the Daily Herald honored Jordan by naming him as Athlete of the Week and he was named the 2A WIAA/Seattle Times State Athlete of the Week on February 12. The Turk wrestlers won the Cascade Conference Tournament by crowning five champions and scoring 316 points. Sixteen wrestlers qualified for the regional tournament. Garrett and Mikey Varnell and Travis Turner went on to qualify for Mat Classic later this week. The Turk basketball teams have been very strong lately. The boys have won 7 of the last 8 and cinched a district playoff spot. The girls have won 5 of the last 6 and have cinched at least a play-in spot in post-season.

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Minutes of Regular Board Meeting February 17, 2009 Page 4 STUDENT SERVICES: Our new OT, Dianne Hale, is now on board!!!! She has spent the past week visiting with students, teachers and some parents and developing her schedule. WLPT testing for our ELL students is well under way, with almost half completed. Maria Spencer has been able to organize her schedule so as to not need any substitute time to complete these mandated assessments. WASL preparations are coming along. Staff trainings are being scheduled with building coordinators. The Math Leadership Team is finalizing arrangements with the Northwest Regional Education Laboratory to provide professional development for the remainder of this year by means of a consecutive 4-day period of observations, data collections, material review and instructional practices. ASB Representative to the Board of Directors Leslie Losleben addressed the board regarding SHS activities. She reported that boys and girls basketball will be in the playoffs. She also reported that SHS has three wrestlers headed to state. Jordan Nicholes was named athlete of the week along with Nate Trichler as coach of the week! The SHS musical “Music Man” will be March 26, 27 and 28. Superintendent Dan Chaplik presented revised Policies/Procedure No.

• 2020/2020P Curriculum Development & Adoption of Instructional Materials

• 6000 Program Planning , Budget Preparation, Adoption & Implementation

• 6001 Financial Management Fund Balance for first reading. The policies/procedures will be re-presented on March 16, 2009 with the suggested revisions. It was established that the Board of Directors wants to establish a 3% unrestricted fund balance for the 6000 and 6001 policy. Superintendent Dan Chaplik presented revised Policies/Procedure No.

• 2004 Accountability Goals • 2126 HIV/Aids Prevention Education • 3115P Homeless Students: Enrollment Rights & Service • 3124P Removal of Student During School Day • 3126 Child Custody • 4130/4130P Title I Parent Involvement

for second reading and adoption. Tracy Cotterill made a motion to approve the adoption of the Policies/Procedures as presented. Patty Fountain seconded the motion. The motion carried unanimously. Superintendent Dan Chaplik, presented Resolution 08-06 Reduction in Educational Programs for adoption. Superintendent Dan Chaplik presented Resolution 08-06 Reduction in Educational Programs for adoption. Mr. Chaplik informed the Board of Directors that due to publicly announced reductions in State Revenues budgeted for the coming 2009/10 year, and uncertainty concerning levels of State funding, there is an expected lack of financial resources

2nd Reading & Adoption • 2004 • 2126 • 3115P • 3124P • 3126 • 4130/4130P Adoption of Resolution 08-06 Reduction in Educational Programs

Association Reports

First Reading Policy/Procedure • 2020/2020P • 6000 • 6001 Tabled pending corrections will be re-presented in March 2009

COTTERILL/ FOUNTAIN UNANIMOUS COTTERILL/ FOUNTAIN UNANIMOUS

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Minutes of Regular Board Meeting February 17, 2009 Page 5 to maintain the current level of program and services offered by the district for the 2009/10 school year. Because of this, it may be necessary to include certain reductions in educational and support programs this coming year which may result in a reduction in staff, including certificated positions. In order to prepare a viable budget reflecting the reduced funding, Mr. Chaplik recommends that the Board adopt the Resolution 08-06 Reduction in Educational Programs in order to comply with statutory notification requirements to staff affected by the reduction. Tracy Cotterill made a motion to approve Resolution No. 08-06 as presented. Patty Fountain seconded the motion. The motion carried unanimously Superintendent Dan Chaplik presented the out-of-country travel request for the Sultan High School Marching Band to travel to Victoria BC on May 16-18, 2009, for the Queen Victoria Days Festival. Tracy Cotterill made a motion to approve the out-of-country travel as presented. Patty Fountain seconded the motion. The motion carried unanimously. Superintendent Dan Chaplik, presented the overnight travel request for Sultan Elementary to participate in the Cedar Springs Fifth Grade Camp. Sultan Elementary students will travel to Cedar Springs on May 20th and return on May 22nd, 2009. Tracy Cotterill made a motion to approve the overnight travel as presented. Patty Fountain seconded the motion. The motion carried unanimously. Dan Chaplik, Superintendent presented a draft calendar for the 2009/2010 school year. It was decided that weather days would be built into the calendar extending the school year by four days and possibly an August start date. Superintendent Chaplik discussed an August start day with a 2 day week followed by a 3 day week then a 4 day week. Tracy Cotterill asked if Mr. Chaplik could report back to the board of directors the anticipated number of SHS students that would be participating at the Evergreen State Fair for a class. This information, along with two draft calendars, will be presented at the March 2, 2009 study session. Superintendent Chaplik to check with other Superintendents throughout Snohomish County regarding the August start date. Layne Anderson, Director of Fiscal Services presented his financial report for February 2009. He asked if there were any questions regarding the financial reports for the General Fund, ASB Fund, Capital Projects Fund and Transportation Fund. There were none. Layne also presented enrollment history/projection informed to the Board. His objective is to establish the enrollment figure for the 09/10 budget. It was established that 1920 will be the budgeted enrollment for 09/10. The Capital Projects list was also reviewed by Layne along with Superintendent Chaplik and the Board of Directors. It was determined that three Capital Projects be postponed: SHS parking lot project, the SES surveillance project and ___________. It was also asked if the impact monies could be used for the off street bus loading zone at SES. Layne will get a definite answer to the impact funds question before the March study session.

Financials • Budget

Enrollment Number

• Adjusted Capital Projects list

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Minutes of Regular Board Meeting February 17, 2009 Page 6 Russ Sumpter reported back to the Board regarding the Legislative Conference he recently attended in Olympia. Russ informed the board that Budget was the main topic of discussion. There was also some discussion regarding the WASL and the new Superintendent of Public Instruction, Randy Dorn’s direction regarding the WASL. Dan Chaplik, Superintendent informed the board that beginning with the 09/10 school year, new standards will be used; they will be narrower in scope than the currently used standards. He also informed the board that the real push from Randy Dorn is for the WASL to be completely computerized by 2012 and results to be of a diagnostic value and returned to teachers in two to three weeks following testing. Tracy Cotterill moved and Patty Fountain seconded a motion to meet in executive session at 9:55 p.m. Chairman Roesler stated that the board would meet in Executive Session for approximately 10 minutes on personnel. Tracy Cotterill moved and Russ Sumpter seconded to reconvene the regular meeting at 10:05p.m. Being there was no further business Craig Roesler adjourned the meeting at 10:06 p.m. Jackie Whaley Recording Secretary Dan Chaplik, Superintendent Craig Roesler, Chairman

COTTERILL/ FOUNTAIN UNANIMOUS COTTERILL/ SUMPTER UNANIMOUS

Adjournment

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SULTAN SCHOOL DISTRICT NO. 311

MINUTES OF STUDY SESSION BOARD MEETING March 2, 2009

SULTAN ELEMENTARY SCHOOL LIBRARY 501 DATE STREET, SULTAN WA

7:00 PM

Board Members Present Superintendent Present Craig Roesler Dan Chaplik Tracy Cotterill Patty Fountain Russ Sumpter Steve Fox Board Members Absent StudentRep Absent None Leslie Losleben Visitors Present : None Staff Present: Layne Anderson, Dave Moon Laura Moa was present to record the meeting notes as Jackie Whaley was on vacation. Chairman Roesler called the public input meeting to order at 7:06 p.m. None Dan Chaplik, Superintendent reported that the Off-Street Loading Zone Project for SES could not be considered as a mitigation fee funded project and what the ramifications would be if the district went forward with the project. Russ Sumpter stated that the district should use the money for something rather than it remaining in an account not benefiting the district. Tracy Cotterill questioned how long mitigation funds could be held by the district before they are returned to developers? The Capital Projects list was discussed, Chairman, Craig Roesler requested that Superintendent Chaplik check with an architect/engineer on how much it would cost to enlarge the SHS music room rather than upgrading the air handler system in the music room. Chairman Roesler would rather the $275,000 mitigation funds be used for the music room expansion. Chairman Craig Roesler suggested that the district proceed with the Capital Project Log as presented on March 2, 2009 and to move forward with the Field Turf Project. Tracy Cotterill made a motion to proceed with the Capital Project Log and the Field Turf Project as presented. Russ Sumpter seconded the motion. The motion carried unanimously. Superintendent Chaplik handed out a revised 2008/09 calendar with the weather make-up days added on to the end of the school year calendar.

Roll Call

Call To Order Public Input Capital Projects Discussion Approval of Capital Projects Log/Field Turf Calendar

COTTERILL/ SUMPTER UNANIMOUS

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Study Session Board Meeting March 2, 2009 Page 2 The new calendar reflected the last day of school as June 16, 2009, the last staff day as June 17, 2009 with graduation remaining on June 6, 2009. Seniors will be requested to attend post high school planning activities after graduation. Superintendent Chaplik advised the board if there were any additional weather days that the district would apply for a waiver so as to not move graduation from June 6, 2009. During this time Superintendent Chaplik discussed setting the start date for the 2009/10 district calendar, and informed the Board of Directors that the calendar is an item that must be bargained with the unions. Tracy Cotterill inquired as to when negotiations would begin; Superintendent Chaplik reported that he anticipated contact from SEA President Andrea Fuller sometime in March. Superintendent Chaplik also informed the board that SEA would be using a Uniserve representative to represent SEA at the bargaining table. Superintendent Chaplik requested that if SEA is using an outside negotiator that the district also should and would like to use the Dionne & Rorick firm to represent the district during negotiations, Chairman Craig Roesler agreed. Superintendent Chaplik discussed the budget meeting held in Sultan and Gold Bar as very positive. Director Steve Fox attended one of the meetings and reported that the information presented was very well received. Superintendent Chaplik will be speaking to the Sultan Chamber of Commerce next week on the budget topic. Being there was no further business Chairman Roesler adjourned the meeting at 8:50 pm. Jackie Whaley Recording Secretary Dan Chaplik, Superintendent Craig Roesler, Chairman

Adjournment

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BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Approval of Personnel Report – Certificated and Classified PERSONNEL INVOLVED: Dan Chaplik BACKGROUND: All recommendations are made as a result of careful consideration of Board Policy and federal and state law. All staff members selected for employment shall be recommended by the Superintendent. Staff members must receive an affirmative vote from the majority of all members of the board. However, should any board member question the qualifications of an applicant for employment or wants to review the performance of an employee, this item should be transferred to Executive Session. RECOMMENDATION: The administration recommends the Board of Directors approve the Personnel Report as presented. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

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PERSONNEL ACTION REPORTMarch 16, 2009

CLASSIFIED:EMPLOYMENT OFFER:Name Effective Date Position Location ReplacingMilian, Yeimi 3/9/2009 Remainder Only Cashier Server SES Lori Davis

SUPPLEMENTAL CONTRACTName Effective Date Position Location StipendMacDicken, Garth 12/1/08-2/21/09 Asst. Wrestling Coach SHS 2,215.83$ MacDicken, Garth Post Season Asst. Wrestling Coach SHS 165.00$ Pine, Mike Post Season Head Wrestling Coach SHS 500.00$

3/12/2009013


BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Approval of February 2009 AP Vouchers & Warrants Approval of March 2009 Estimated Payroll PERSONNEL INVOLVED: Janie Miller, Accounts Payable Anita Bickler, Payroll BACKGROUND: Upon approval of the warrants dated February 25, 2009, the listing of warrants shall be placed on file as a matter of public record. RECOMMENDATION: The administration recommends the Board of Directors approve the payment of warrants in the following amounts: ACCOUNTS PAYABLE Paydate Fund Voucher Dollars Voucher Numbers Accounts Payable Totals 02/25/09 GEN $ 254,442.87 180772 – 180902 GEN AP TOTAL: $254,442.87 02/25/09 CAP $ 1,784.25 280029 – 280031 CAP AP TOTAL: $ 1,784.25 02/25/09 ASB $ 25,927.13 480197 – 480232 ASB AP TOTAL: $ 25,927.13 02/25/09 TVF $ 58,472.60 980001 – 980001 TVF AP TOTAL: $ 58,472.60 MARCH 2009 ESTIMATED PAYROLL: $TBA Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

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Other

Cotterill

Fountain

Sumpter

Fox

Roesler

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BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Approval of donation from the Microsoft Giving Campaign to

Sultan School District Technology Department. PERSONNEL INVOLVED: Dave Moon BACKGROUND: A $500.04 donation from the Microsoft Giving Campaign will be deposited into the General Fund to purchase technology related services/supplies for the Sultan School District. RECOMMENDATION: The administration recommends that the Board of Directors accept the donation of 500.04 from the Microsoft Giving Campaign as presented. Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

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BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Good News PERSONNEL INVOLVED: Scott Sifferman BACKGROUND: Time is provided for administration to present Good News of the district. RECOMMENDATION: Informational Only Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: NOTES: M

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BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Student Services Report PERSONNEL INVOLVED: Tracey Prpich BACKGROUND: Time is provided for student services to give a report to the Board of Directors. RECOMMENDATION: Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

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BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Association Reports PERSONNEL INVOLVED: Various BACKGROUND: Time is provided for various associations to give reports to the Board of Directors. •Sultan Education Association (SEA) •Public School Employees (PSE) •Teamsters •PTA/Booster Clubs

•Associated Student Body (ASB) RECOMMENDATION: Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: NOTES: M

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BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: First reading:

• Revised Policy/Procedure No. 2020 Curriculum Development & Adoption of Instructional Materials

• Revised Procedure No. 3124 Removal of Student During School Day • Revised Policy No. 6000 Program Planning, Budget Preparation, Adoption

& Implementation • New Policy No. 6001 Financial Management Fund Balance

PERSONNEL INVOLVED: Dan Chaplik/Layne Anderson BACKGROUND: Revised Policy/Procedure No. 2020 Curriculum Development & Adoption of Instructional Materials has been revised to better reflect the district’s current policy procedure regarding Sky Valley Options High School; Policy/Procedure No. 3124 Removal of Student During School Day has been revised to reflect changes as per WSSDA recommendations, Policy No. 6000 Program Planning, Budget Preparation, Adoption & Implementation has been revised to include the board directed fund balance and New Policy 6001 Financial Management Fund Balance will be adopted in order to establish the board directed district fund balance. These recommended revisions have been developed by Dan Chaplik, Superintendent and Layne Anderson Director of Fiscal Services. RECOMMENDATION: The administration recommends that the Board of Directors accept revised Policy/Procedure No. 2020, revised Policy No. 3124, revised Policy No. 6000 and new Policy No. 6001 for 1st reading. The aforementioned Policies/Procedures will be presented for 2nd reading and adoption at the April 20, 2009 board meeting. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

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Policy No. 2020 Instruction

Page 1 of 3

CURRICULUM DEVELOPMENT AND ADOPTION OF INSTRUCTION MATERIALS

COMMUNITY INVOLVEMENT IN DECISION-MAKING It is the policy of the Sultan School District to endorse the concept that community participation in the affairs of the schools is essential if the school systems and the community are to maintain a mutual confidence and respect and work together to improve the quality of education for students. The District, therefore, intends to exert every effort to identify the desires of the community and be responsive, through its actions, to those desires. All citizens are encouraged to express ideas, concerns and judgments about the schools to the school administration, the staff, and to any appointed advisory committee. Residents, who feel they are qualified because of interest, training, experience, or personal characteristics are encouraged to assume an active role in school affairs. From time to time such persons may be invited by the District to act as advisors either individually or in groups (see app. Procedures #2311P). The District and its staff will give serious consideration to the advice received from individuals and community groups interested in schools. ACADEMIC FREEDOM AND RESPONSIBILITY District staff is expected to apply highest standards of professional responsibility within the framework of District policies and administrative procedures and the laws and rules of the State of Washington. Learning is fostered and promoted in an atmosphere in which there is freedom to provide for the free and orderly flow and examination of ideas so that students may gain the skills to gather and synthesize facts, discriminate between fact and opinion, discuss differing viewpoints, analyze problems, and draw conclusions. The information, learn in an environment free from prejudice, and to hold, and express their own opinions without personal prejudice or discrimination. Teachers will exercise professional judgment when presenting subject matter. The appropriateness of the subject matter and maturity of the students shall be considered. Teachers are expected to make professional judgments regarding the selection of methods or techniques to be used. The teacher is expected to maintain a high professional standard of teaching to employ the most effective teaching techniques to meet the District’s mission. INSTRUCTIONAL GOALS The superintendent shall ensure that each school and educational program establish a basis and means for determining and monitoring the District’s mission and the instructional requirements of the state.


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COMPLIANCE PROCEDURES FOR INSTRUCTIONAL GOALS To ensure compliance with the state requirements for teaching the basic skills and work skills and for total instruction hours: A. Each secondary building principal shall: 1. Analyze any proposed course schedule to ensure compliance with the state’s requirements for basic skills, work skills, and total hours of instructional hours. 2. Retain as a permanent record the final schedule of course offerings to verify compliance with state and local requirements. 3. Maintain a record of temporary deviations from the regular schedule, (e.g. assemblies), in order to monitor compliance with instructional requirements. B. Each elementary building principal shall maintain a record of the total hours of instruction for each elementary grade. The record shall identify any instructional activities that do not qualify as basic skills. The elementary building principal shall also ensure that the total instructional time for students is met. C. Each school site is encouraged to pursue continued school improvement through the superintendent and the Board. Any innovations, which would require waivers of district or state regulations, shall be sought. Legal Reference: RCW 28A.150.220 RCW 28A.150.230 STUDENT COMPETENCIES The Board of Directors will determine the competencies to be achieved by students. The professional staff has the responsibility to select and develop instructional materials, develop and implement appropriate teaching methods, and develop an implement authentic assessment measures to ensure that students are attaining the District’s mission. INSTRUCTIONAL MATERIALS Instructional materials shall be selected to assist students in attaining the District’s learning standards. Instructional materials include major instructional material, specialized material, teacher-selected resources for individual classes, student material lists, library materials, and the District’s media collection. Patrons and staff shall be selected by the superintendent or designee to participate in the committees formed to recommend the selection of major instructional materials and to consider citizen requests for removal of any instructional materials (selection of committee): policy 2311P). The instructional materials committee’s role shall be to ensure that the procedural considerations are met prior to making recommendations to the Board.


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The Board of Directors shall approve or disapprove all major instructional materials recommended for selection and any instructional materials recommended for removal. Procedures for instructional materials selections and for receiving, considering, and acting upon written complaints regarding instructional materials shall be developed by the superintendent or the superintendent’s designee. The Board recognizes its’ responsibility for the improvement and growth of the educational program of the schools. To this end, the curriculum shall be evaluated, adopted, and developed on a continuing basis and in accordance with a plan for curriculum growth by District adoption committees. The Superintendent or designee shall select and purchase instructional materials for use at Sky Valley Options High School. The Board finds that the rapidly changing circumstances and unique needs of this program make prior review by the committee unworkable and contrary to the best interests of the students in the program, who benefit from the flexibility of staff to modify learning materials in accordance with student need. Such materials may be selected without initial review by the committee or Board approval, but shall be subject to removal pursuant to the citizen protest procedures set forth in Procedure 2020P. Such materials shall be consistent in quality with those available to the district’s overall student population. Materials determined by the committee and the Board to be inappropriate for use at Sultan High School will not be adopted for use at Sky Valley Options High School.

Cross References: Board Policy 7251 Surplus property Legal References: RCW 28A.405.60 Course of study and regulations 28A.320.230 Instructional materials – Instructional materials committee 28A.150.230 Basic Education Act of 1977 – District School Directors as accountable for proper operation of district – Scope – Responsibilities – Publication of Guide 28.A.640 Sexual Equality Mandated for Public Schools WAC 392-190-055 Textbooks and instructional materials 180-44-10 Responsibilities related to instruction

Adoption Date: June 22, 1998 School District Name: Sultan School District Revised: Classification: Essential

Procedure 2020P

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SELECTION OF INSTRUCTIONAL MATERIALS

1. District Curriculum Adoption Committee A. Membership

1. The CAC shall consist of the following members: 4 Certificated staff 4 Community members 2 Administrators

2. Specialty area adoptions are defined as an area of a particular field of study that is taught

by a specialist, or instructional areas that are not taught district wide. Specialty area adoptions will only occur when there are multiple adoptions happening in the same year. Specialty area adoptions include World Languages, Family & Consumer Sciences, Music, and Electives. These committees shall consist of a minimum of the following members: 2 Certified staff 2 Community members 1 Administrator

The appointed members shall each serve a term that lasts the duration of the adoption.

3. Selection of members

The chairperson of the CAC (appointed by the superintendent with board concurrence) shall advertise any openings on the CAC. The advertisement shall include duties and responsibilities of the CAC members and be sent to community and staff groups within the school district. The CAC chair shall encourage applications and nominate members based upon school geographical location, content balance and community representation, as well as a willingness to serve as indicated on all applications. The district reserves the right to limit committee membership to one member per household to better represent the interests of the community. The CAC chair shall submit the names of persons nominated to the superintendent who is responsible for the recommendation of the committee members to the Board. The appointed members will each serve a term lasting for the duration of the research and ultimate adoption of curriculum materials.

Procedure 2020P

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4. Replacement/Addition of Members

The chair will nominate replacement members if needed to the Superintendent for recommendation to the Board for approval. A quorum shall consist of 2/3 of the members.

B. The duties and responsibilities of the CAC shall include the following:

Month 1 Review curriculum needs in alignment with district goals. Month 2 Gather current reference materials from the national, state and district standards, and from other districts. Month 2 Integrate needs assessment data with standards. Month 3 Complete K-12 curriculum and student competencies. Month 4 Staff review. Public review. Revise curriculum and student competencies as necessary. Month 4 Obtain sample materials from publishers. Utilize approved screening guide to evaluate materials and select top choices. Month 5 Hold public meetings to review the top choices (included evaluation form for public comment). Month 6 Gather feedback from community surveys Make any revisions, if necessary and a final selection of materials. Month 7 Present recommendation to the IMC. Month 8 Define staff development needs for staff in-service. Ongoing Make presentations to the school board of committee progress. Suggested Fast Track Curriculum Adoption Timeline Month 1 Advertise, recruit and select committee members. Month 1-2 Conduct needs assessment of current curriculum. Month 3-4 Define recommendations for proposed curriculum. Month 5 The same procedures would follow the long process except tasks would be completed in the

month of August which include: review state ELARS, review district needs, review current research, obtain sample materials, hold public meetings and gather feedback, make recommendations to the IMC, define professional development, and make presentations to the school board of committee progress.

A course study of which is offered to students shall include a description of:

A. Objectives to be achieved in an outlined scope and sequence by students according to content strands.

B. Materials and/or equipment to be used to reach the objectives; and C. Procedures to be used to evaluate student achievement.

(Description above will address the needs for all students i.e., highly capable, special need students).

Procedure 2020P

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In addition, any proposal for a new course of study must include estimated start up costs and projected annual costs. The superintendent prior to implementation must approve all new courses or major modifications to existing courses. The superintendent, in turn, shall inform the board before the new course or major revision to an existing course is implemented. The superintendent shall establish procedures for curriculum development, which provide for involvement of community representatives and staff members at appropriate times, the annual review of selected areas on a cyclical basis, and any suggested changes that should be made as a result of the curriculum study. Such review shall take place at least once during each seven-year period. The curriculum of the district shall be review on a regularly scheduled basis. The following elements of a curricular are will be studied:

A. The appropriateness of the objectives in relation to district goals. B. The materials and/or equipment. C. The results as determined by formal and informal diagnosis. D. Effective instruction and learning theory, and E. The articulation between grades and schools.

The cycle for curriculum review is as follows: 2007-2008 K-12 Science 2008-2009 6-12 TBD 2009-2010 K-12 TBD 2010-2011 6-12 TBD 2011-2012 K-12 TBD 2012-2013 6-12 TBD 2. District Instructional Materials Committee

A. Membership

1. The IMC shall consist of the following members: 4 Certificated staff 4 Community members 2 Administrators

The appointed members shall each serve terms for the duration of the research and curriculum adoption.

2. Selection of Members

The chairperson of the Curriculum Committee (appointed by the superintendent) shall advertise any opening any opening occurring on the IMC in the spring for the upcoming assigned school year. This advertisement shall include the duties and responsibilities of the IMC chair shall encourage applications and nominate members based upon school geographical location, content balance and community representation, as well as willingness to serve as indicated on all applications.

Procedure 2020P

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3. Replacement/Addition of Members

The chair will nominate replacement members if needed to the superintendent for recommendation to the Board for approval. A quorum shall consist of 2/3 of the members.

B. The duties and responsibilities of the Instructional Materials Committee pertaining to the selection of instructional materials and curriculum shall include the following:

1. A suggested timeline for the instructional materials review by the adoption committees will

be reviewed.

2. Review major instructional material and curriculum recommendations made by the adoption committee or other representative committees will be reviewed, revised, and distributed to staff and community yearly by the Instructional Materials Committee.

3. Ensure that materials selected are consistent with the learning standards of the District and

state.

4. Ensure that the opportunity exists for teachers who will use the materials to participate in selection recommendations.

5. Ensure that the opportunity exists for patrons to review and participate in selection

recommendations.

6. Recommend major selection materials for approval or disapproval to the Board of Directors.

3. Criteria for Selection of Instructional Materials (Goals and Principles).

The following criteria will guide the selection of instructional materials, including but not limited to major selections, specialized materials, teacher selected individual classroom resources, student material list, library materials, and the District media collection: A. Instructional materials and curriculum shall enrich and support students in attaining the District’s K-

12 learning standards, taking into consideration the various instructional needs, developmental abilities, interests, and maturity levels of the students.

B. Instructional materials and curriculum shall include sufficient variety to represent various views of

issues in order that students may develop the skills of analytical thinking and informed decision making.

C. Instructional materials and curriculum shall contribute to the development of an understanding of the

ethnic, cultural, and occupational diversity of the United States and the world.

1. Instructional materials shall objectively present the concerns and build upon the contributions, current and historical of both sexes, and members of several specific religious, ethnic and cultural groups.

Procedure 2020P

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2. Instructional materials shall provide models, which may be used as a vehicle for the development of self-respect and appreciation of cultural differences.

D. Instructional materials and curriculum shall evidence respect for the worth, dignity, and personal

values of every individual.

E. Under certain conditions, it is appropriate to use biased materials in presenting contrasting and differing points of view.

4. Procedures for Selection of Instructional Materials

A. Major Instructional Material recommendations

1. Definition

Instructional materials designed for use by students as principle learning resources in meeting the District’s learning standards shall be recommended by a representative group of teachers and patrons.

2. Criteria

The criteria described in Section II and III shall be used to screen materials before recommending materials for selection.

3. Procedures

a. Prior to recommending instructional materials and curriculum, student Grade Level Expectations will be reviewed and revised as necessary by the appropriate adoption committee. The approved screening guide will be used to evaluate the materials. Public input is sought and encouraged. Community members are not limited to the screening guide as the sole evaluation tool.

b. Committee members are expected to place principle and reason above prejudice in

the selection of materials of the highest quality in order to assure a comprehensive collection appropriate for the instructional program. Instructional materials selected shall include, but are not limited to those which:

Approved Screening Guide

1. Enrich and support the curriculum, taking into consideration the varied instructional needs, developmental abilities, interests, and maturity levels of the students.

2. Stimulate student growth in conceptual thinking, factual knowledge, physical fitness literacy

and ethical standards.

3. Provide sufficient variety so as to present opposing views of controversial issues in order that young citizens may develop the skills of critical analysis and informed decision-making.

Procedure 2020P

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4. Contribute to the development of an understanding of the ethnic, cultural, and occupational

diversity of American life.

5. Present objectively the concerns of and build upon the contributions, current and historical, of both sexes, and members of the several specific religious, ethnic and cultural groups. The district recognizes that under certain conditions biased materials may represent appropriate resources in presenting contrasting and differences, based on respect for the worth, dignity, and personal values of every individual.

The following checklist is provided to help text selectors follow the above criteria. Selections which receive “2” (fair) or “1” (poor) ratings on any items should be avoided. Based Content: 1. Presents more than one viewpoint of controversial issues. 4 3 2 1 N/A 2. Presents minorities realistically. 4 3 2 1 N/A 3. Includes contributions of minority authors. 4 3 2 1 N/A 4. Presents non-stereotypical models. 4 3 2 1 N/A 5. Facilitates the sharing of cultural differences. 4 3 2 1 N/A 6. Promotes the positive nature of differences. 4 3 2 1 N/A 7. Includes the contributions, inventions or discoveries of women. 4 3 2 1 N/A 8. Includes the contributions, inventions or discoveries of women. 4 3 2 1 N/A 9. Presents minorities in a manner that promotes ethnic pride. 4 3 2 1 N/A 10. Facilitates an environment open to discovery and experimentation. 4 3 2 1 N/A

c. The selection recommendations from the adoption committees or building committees’ alternatives shall be submitted to the Instructional Materials Committee for approval. The approved screening guide must accompany the committees’ recommendation of the buildings’ alternative.

d. The Instructional Materials Committee will ensure that the criteria and procedures

have been followed and forward the request for approval by the superintendent and the Board of Directors.

e. The Board of Directors may review selected materials to ensure that the criteria

have been followed.

Procedure 2020P

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Exceptions Trial-use texts of an experimental, pilot nature may be authorized for use by the superintendent for a period of no more than one school year prior to board approval for general use throughout the district. Pursuant to Board Policy 2020, materials adopted for use at Sky Valley Options High school may be selected without initial review by the committee or Board approval due to the rapidly changing circumstances and unique needs of that program, but shall be subject to the removal by the citizen protest procedures set forth herein. Materials determined by the committee and the Board to be inappropriate for use at Sultan High School will not be adopted for use at Sky Valley Options High school unless the Board determines, after IMC review, that special circumstances exist making such materials appropriate in the context in which their use is sought. The Superintendent or designee may purchase other instructional materials from time to time in order to meet other unique needs or rapidly changing circumstances. Such materials shall be subject to the removal and citizen protest procedures set forth herein.

f. The Board of Directors has final approval on major instructional materials used in the district.

B. Specialized Materials

1. Definition

It is expected that the district curriculum adopted materials shall be used whenever possible to meet the adopted scope and sequence of the said curriculum. Specialized materials shall be used to complement but not replace the district curriculum adopted materials. Examples of supplemental materials may include but is not limited to a story from a book other than the class text, a novel, a book of math, library books, brain teasers which are not a part of the curriculum, a video disk, or other media that complement a lesson, a unit, a chapter or the curriculum objectives.

2. Criteria for Selection

The criteria for selection of instructional materials (section III) shall be the basis for the selection of any specialized material (s).

3. Procedures

a. Specialized materials shall be reviewed and recommended by teachers and approved for purchase by the appropriate supervisor.

b. Individual teachers are responsible for the initial selection of these materials. Teachers may choose to have these materials reviewed by the appropriate Materials Committee.

Procedure 2020P

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c. The principal will define a process and ensure that the supplementary materials selected complement the district curriculum adopted materials. The building principal will be responsible for implementing these procedures.

d. Supplementary materials or materials other than major instructional materials shall not require committee approval but are subject to removal and citizen protest procedures.

C. Teacher-selected Resources for Individual Classrooms

1. Definition

Those resources, which are topical or have interest or of value for a short time shall be considered teacher-selected resources for individual classrooms. Example includes articles from a newspaper or a weekly magazine, teacher-made games, pamphlets, media material or resource speakers for a classroom.

2. Criteria

Criteria for selection of instructional materials (section III and IV) shall be the basis for the selection of any teacher resource.

3. Procedures

a. Teacher selected resources shall be reviewed and recommended to the principal by teachers and may be approved for purchase within budget allocation by the appropriate manager.

b. Individual are responsible for the initial selection of these materials. Teachers may choose to have these materials reviewed by the Instructional Materials Committee.

c. The building principal will be responsible for implementing these procedures. D. Student Material Lists 1. Definitions

Any list of items from which students may select items to meet classroom requirements or to enhance learning shall be considered student material lists. Lists may include such items as books, selections from books, magazine articles, films, audio recording, video recording, and computer programs.

2. Criteria

Criteria for selection of instructional materials (Section III and IV) shall be the basis for the selection of any teacher-selected resource.

3. Procedures

a. Student materials lists shall be reviewed and recommended by teachers.

Procedure 2020P

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b. No item on a student materials list shall be interpreted as required reading, viewing or listening.

c. Individual teachers are responsible for the initial selection of these materials.

Teachers may choose to have these materials reviewed by instructional Materials Committee. Teachers shall consult with the building principal. Final responsibility for selection of materials rests with the principal.

E. Library/Media Materials

4. Definitions

Library material, including audio-visual, video recordings, and electronic software or those items accessible through the library media center which provides support for an area of the curriculum, information for independent study or sources for enrichment and recreational interest.

5. Criteria of Selection

Criteria for selection of instructional materials (Section III and IV) shall be the basis for selection of any learning resource.

6. Procedures

a. The primary responsibility for material selection belongs to the library media specialists; Students, teachers, and administrators may participate in the recommendation of materials for purchase. Selection will be based on:

(1) Published evaluations or review; or (2) Recommendation by an adoption committee, instructional material

committee, librarian, individual teacher; or (3) Recommendation by the curriculum department.

7. Donated, Free and Sponsored Materials

Material donated, granted, or sponsored by another entity must meet the same selection of standards as purchased materials prior to being added to the learning resource collection.

5. Review and Reconsideration Process

A. Many issues, in a diverse multi-cultural community are viewed differently. Community and family parameters about appropriateness may vary. Teachers and building principals may not always accurately anticipate when differing views will become an issue, but efforts shall be made to communicate with parents in advance about potentially sensitive course materials so parental wishes for their child can be accommodated.

B. Patrol requests to review instructional materials or materials recommended for selection

Procedure 2020P

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resources for individual classrooms, student material lists, library material, and district media collection shall be made to the principal. Such requests to review materials shall be granted within three working days.

C. Patrons wishing to review materials shall make arrangements to do so by contracting the

building principal and/or the appropriate district administrator.

A citizen wishing to protest use of any instructional materials in the school system must use the form for requesting reconsideration of instructional materials. These forms are available from the district curriculum office. The complainant will deliver the completed request form to the instructional materials committee secretary, who will take the following steps to assure timely consideration of requests.

A. Set a time and place for an open hearing of the complaint by the instructional materials committee. Such hearing shall be within 30 days for the committee secretary’s receipt of the completed request form.

B. Notify the complainant and appropriate staff, including those using the materials of the time

and place of the meeting. Such notification shall include an invitation to present relevant information, oral or written.

C. Assemble such data, including reviews and professional opinions of the materials, the staff

member’s objectives in using the materials, and the specific objections of the complainant, as may be necessary for the committee to properly judge the request for reconsideration.

Hearings of a citizen’s request for reconsideration shall be open to the public. The committee shall consider all matters presented and give reasonable credit to such matters according to weight to which they are reasonably entitled. Decisions shall be my majority vote of the committee. Decisions of the committee shall be delivered in writing to the complainant and affected staff within 10 days.

6. Maintenance and Control of Instructional Materials

A. Textbooks and other instructional materials shall be available for loan upon approval of the teacher or building principal. Students may be required to purchase some specialized materials.

B. The principal or designee shall maintain an accurate building inventory of major

instructional materials, specialized materials, and library media.

C. Students will have materials available to them even during extended absences so that loss of credit does not occur.

Adoption Date: 06.28.99 Revised: 03.24.08: 2.08 Sultan School District No. 311

Procedure 2020P

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CITIZENS REQUEST FOR RECONSIDERATION OF INSTRUCTIONAL MATERIALS

Type of material (library book, magazine, film, textbook, tape, etc.): Title Author Publisher or Producer (if known) Phone Address Patron represents: Him/Herself Organization Identify other group 1. To what material do you object and what is the basis for your objection? 2. Is this material, to your knowledge, on a student reading list? 3. Did you read, hear, or see the entire content? If not, what parts? 4. Is there anything about this material you would recommend? 5. For what age group would you recommend this material? 6. What do you feel might be the result of reading, seeing, or using this material? 7. Can you suggest other materials which might be more appropriate for the same instructional purposes And grade level? 8. What would you suggest your school do about this material?

Do not assign to my child.

Withdraw it from all students as well as from my child.

Seek more suitable materials for this purpose.

(This form should be signed, mailed or taken to the Superintendent.)

Date Signature Building where challenge occurred: Adopting Date: June 22, 1998 School District Name: Sultan School District Revised: 3.24.08

Procedure 3124P

Removal of Student During School Day Schools must exercise a high order of responsibility for the care of students while in school. The removal of a student during the school day may be authorized in accordance with the following procedures:

A. Law enforcement officers, upon proper identification, may remove a student from school without a warrant provided that the law enforcement officer signs a statement that he/she is removing the student from the school. Residential parents should be contacted as soon as possible when a student is taken into custody.

B. Any other agencies must have a written administrative or court order directing the school dis-trict to give custody to them. Proper identification is required before the student shall be re-leased.

C. A student shall be released to the residential parent or the nonresidential parent, unless the residential parent provides the school with a certified copy of a court order restricting and/or prohibiting the student’s contact with the nonresidential parent. When in doubt as to who has custodial rights, school enrollment records must be relied upon as the parents (or guardians) have the burden of furnishing schools with accurate, up-to-date information.

D. The school should always receive notification or authorization from make a reasonable ef-fort to notify the residential parent before releasing the student to a nonresidential parent.

E. Prior written authorization from the residential parent or guardian is required before releasing a student into someone else's custody unless an emergency situation justifies a waiver.

F. Police should be called if a visitor becomes disruptive or abusive.

G. State law requires that school personnel not remove, cause to be removed or allow to be re-moved a student from school grounds during school hours without the consent of the stu-dent’s parent or guardian, unless the employee is the student’s parent or guardian, the em-ployee is providing bus transportation, the employee is supervising an extra-curricular activ-ity and providing transportation for the student, or the student requires transportation for emergency medical care and the parent cannot be contacted. School security personnel may remove a student from school without parental authorization for disciplinary reasons, and anyone officially responding to a 911 emergency call may remove a student without prior pa-rental authorization. School personnel should exercise discretion as to whether the student shall be transported by ambulance or private automobile to a doctor or hospital in case of an emergency, (i.e. acci-dent or illness when the school is unable to reach the parent or their authorized representa-tive).

Date: 10.08 029

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Policy No. 6000 Management Support

PROGRAM PLANNING, BUDGET PREPARATION, ADOPTION AND IMPLEMENTATION

A district's annual budget is tangible evidence of the board's commitment toward fulfilling the aims and objectives of the instructional program and providing for the efficient and effective op-eration of the district. The budget expresses in specific terms the services to be provided, consis-tent with immediate and long-range goals and resources available and establishes priorities within broad program areas such as basic education, other separately funded programs and sup-port services. Each year a budget shall be prepared for the ensuing fiscal year. The budget shall set forth the complete financial plan of the district for the ensuing school year.

Prior to presentation of the proposed budget for adoption, the superintendent shall prepare for the board's study and consideration appropriate documentation supporting his/her recommendations, which shall be designed to meet the needs of students within the limits of anticipated revenues consistent with reasonable management practices. Program planning and budget development shall provide for staff participation and the sharing of information with patrons prior to action by the board.

In addition, the budget should provide for a sufficient cash reserve to assure a positive cashflow and to take care of unanticipated legislative changes and / or emergencies. A minimum unreserved, undesignated fund balance of 4% 3% of the prior year’s expendi-tures should be used for budgeting purposes.

Notice and Conduct of Budget Hearings Upon completion of the proposed district budget for the ensuing school year, notices shall be published in a local paper of general circulation in two successive weeks announcing the date, time and place of the budget hearing as required by law. The notice shall also state that any per-son may appear and be heard for or against any part of such budget. The last notice shall be pub-lished no less than seven days prior to the hearing.

Copies of the proposed budget shall be made available at the district office by July 10th unless the superintendent of public instruction has delayed the date because of the state operating budget was not adopted by June 1st.

The district shall submit one (1) copy of its budget to its educational service district for review and comment.

Budget: Adoption and Filing The budget for the ensuing school year shall be adopted by board resolution following a public hearing. Such action shall be recorded in the official minutes of the board. [First Class District Provision: Copies of the budget as adopted shall be filed with the education service district for review.] [Second Class District Provision: Copies of the budget as adopted shall be filed with the educational service district for review, alteration, and approval by the budget review committee.] Copies of the budget will be filed with the state superintendent of public instruction.

The dates for adoption and filing are as follows: 1st Class Districts: Budget adopted by 8.31 Budget filed with ESD by 9.3

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Budget filed with OSPI by 9.10 2nd Class Districts: Budget adopted by 8.1 Budget forwarded to ESD for review, alteration and approval by budget review

committee by 8.3 Budget review committee approves budget by 8.31 Budget returned to school district and filed with OSPI by 9.10

Budget Implementation The board places responsibility with the superintendent for administering the operating budget, once adopted. All actions of the superintendent in executing the programs and/or activities as set forth in the adopted operating budget are authorized subject to the following provisions:

A. Expenditure of funds for the employment and assignment of staff meet the legal requirements of the state of Washington and adopted board policies;

B. Funds held in reserve accounts (General fund #810-890) for self-insurance and other such contingencies may not be expended unless approved for purposes designated by the board;

C. Complete listing of expenditures for supplies, materials and services is presented for board approval and/or ratification;

D. Purchases are made according to the legal requirements of the state of Washington and adopted board policy;

E. Funds may be transferred between funds as approved in the Annual Budget from one budget classification to another subject to such restrictions as may be imposed by the board and the State of Washington

F. The superintendent shall be responsible for establishing procedures to authorize and control the payroll operations of the district. The board may act on behalf of individual staff to de-duct a certain amount from the staff member's paycheck and remit an agreed amount to a designee of the staff member. No involuntary deduction may be made from the wages of a staff member except for federal income tax, social security, medical aid, and state retirement, or in compliance with a court order such as garnishment; and

G. Financial reports are submitted to the board each month.

Cross References: Board Policy 5005 Employment Board Policy 6213 Reimbursement for Travel Expense Legal References: RCW 28A.300.060 Studies and adoption of classifications

for school district budgets — Publication

28A.320.010 Corporate powers 28A.320.020 Liability for debts and judgments 28A.400.300 Hiring and discharging employees —

Seniority and leave benefits, transfers between school districts

28A.320.090 Preparing & distributing information on district's instructional program,

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operation and maintenance — Limitation

28A.330.100 Additional powers of the board 28A.505 School Districts’ Budgets 28A.505.040 Budget —Notice of completion —

Copies — Review by ESD 28A.505.060 Budget — Hearing and adoption of —

Copies filed with ESDs 28A.505.080 Budget — Disposition of copies 28.505.150 Budgeted expenditures as appropriations

— Interim expenditures — Transfer between budget classes — Liability for nonbudgeted expenditures

28A.510 Apportionment to District — District Accounting

WAC 392-123-054 Time Schedule for Budget

Adoption Date: June 27, 1998 School District Name Sultan Shool District Revised: 10/23/2006 Classification: Priority

032

Policy No. 6001 Fund Balance

FINANCIAL MANAGEMENT

Fund Balance

The Board of Directors of the Sultan School District recognizes the importance of a sufficient fund balance in each of its funds to assure sound financial practices, provide program stability, and obtain excellent bond ratings.

The fund balance in the Debt Service Fund, Transportation Vehicle Fund, Capital Projects Fund and Associated Student Body Fund is primarily a function of the scope of the projects and activities found within the operation of each fund. Stability of revenue and predictability of expenditures in these funds enables the district to establish an appropriate budgeted fund balance.

With regard to the General Fund, the complexities of funding and other economic uncertainties in the operation require a different approach in setting the fund balance level. Some of the uncertainties affecting the fund balance for the General Fund include:

A. Enrollment fluctuations. B. Unanticipated changes in tax and appropriation levels by state and federal agencies. C. Legislative mandates having financial impacts on school systems. D. Passage/failure of voter referendums. E. Financial impacts of labor agreements including arbitration judgments. F. Litigation. G. Energy cost increases and weather related damage. H. Timing differences between the payment of expenditures and receipt of the associated revenue.

To provide stability of the instructional program and comply with sound financial practices, the district will maintain a prudent fund balance level in the General Fund. This will be accomplished through three components of the budgeted fund balance:

1. Reserved Fund Balance 2. Unreserved, Designated for Other Items Fund Balance 3. Unreserved, Undesignated Fund Balance

The reserved fund balance will set aside sufficient funds for inventory and self-insurance reserves, as well as those dictated by grant constraints. This is often the result of contractual agreements. The unreserved, designated for other items fund balance will recognize funds set aside for future purposes, with Board approval. The unreserved undesignated fund balance is the net result of operations and is the compensating source for economic uncertainties. The combined total of the last two of these three unreserved, undesignated reserve account will be targeted at 3% to 5% of the prior year’s expenditures. The fund balance target should be regularly reevaluated by the board of directors for the General Fund with regard to changes in the economic environment over time. This will help ensure that the amount continues to be sufficient to cover the purposes set forth above.

033

Policy No. 6001 Fund Balance

Legal References: RCW 28A 320.070 School District as Self-insured - Authority RCW 28A.505.130 Budget - Requirement for Balancing Estimated Expenditures RCW 28A.505 School District Budgets Adoption Date: District: Sultan School District Revised: Classification: Optional

034


BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Approval of donation from Iron Goat Networks PERSONNEL INVOLVED: Jerry Alles BACKGROUND: Iron Goat Networks, Ryan Spott has donated a 1984 Ford F35 with an attached manlift to the district for use in the maintenance department. The value of the vehicle is estimated at $2,000.00 RECOMMENDATION: The administration recommends that the Board of Directors accept the donation of the 1984 Ford F35 as presented. Informational Only. Additional Information Attached Fiscal Impact/Fund Source: GF BOARD ACTION: NOTES: M

otion

Second

Aye

Nay

Abstain

Other


March 16, 2009

14

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035


BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Approval of Alternative Education Curriculum

PERSONNEL INVOLVED: Dan Chaplik BACKGROUND: As part of the ongoing process of establishing a district Alternative Education Program, new curriculum will be added as needed. All curriculum additions will be presented to the Board of Directors for approval.

RECOMMENDATION: Administration recommends that the Board of Directors accept the addition of curriculum to the Alternative Education Program of the Sultan School District as presented.

Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

otion

Second

Aye

Nay

Abstain

Other


March 16, 2009

15

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038


BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Business Informational Supt.’s Session Action Report AGENDA ITEM: SES Off-Street Bus Loading Zone Project Bid Posting PERSONNEL INVOLVED: Facilities Director Jerry Alles Superintendent Dan Chaplik BACKGROUND: Under the rules that govern school districts contracting out projects, the district is required to bid a job the size of the Sultan Elementary School off-street bus loading zone. Projects over $50,000 must go to formal bid and be awarded by the board. The board must also give approval to post a bid. Administration and consultants will prepare the proper bid documents, specifications, and contracts. This bid proposal will be “on the street” for approximately three weeks. Advertising for this work will appear in local papers, the Everett Herald, and the Daily Journal of Commerce. After bid opening the administration will review the contractors bid, qualification, and the contractor’s ability to be bonded. Reference checks will be completed and following administrative review, the board will be asked to award the bid. The district typically uses a standard AIA contract and may or may not include district supplemental conditions. RECOMMENDATION: The administration recommends that the Board approve the request to post a notice for the acceptance of bids for the Sultan Elementary School Off-Street Bus Loading Zone Project. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

O T I O N

S E C O N D

A Y E

N A Y

A B S T A I N

O T H E R

Cotterill

Fountain

Roesler

Sumpter

Fox

March 16, 2009 16

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BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Financial Reports & Enrollment PERSONNEL INVOLVED: Dan Chaplik/Layne Anderson BACKGROUND: Time is provided for the Board of Directors to review the monthly financial reports. Our 2008/2009 budget FTE is 1970. Budget Report is an appendix. March Enrollment See Spreadsheet next page RECOMMENDATION: Informational only Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

otion

Second

Aye

Nay

Abstain

Other


March 16, 2009

17

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041

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xls


BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Committee/Conference Report PERSONNEL INVOLVED: Various BACKGROUND: Time is provided for conference and committees to give reports to the board of directors. RECOMMENDATION: Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

otion

Second

Aye

Nay

Abstain

Other


March 16, 2009

18

√

042


BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Other Items PERSONNEL INVOLVED: Dan Chaplik BACKGROUND: Time is provided on the agenda for the Superintendent to discuss with the Board of Directors any items, concerns, correspondence, future agenda items and announcements. RECOMMENDATION: Informational only Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

otion

Second

Aye

Nay

Abstain

Other


March 16, 2009

19

√

043

Sultan School District 25000

Budget Development 16000

2009-10 2500010000

Personnel Budgeting 20000Reduction-in-Force 96000Potential Funding Loss Scenario 21% I-728 42% I-728 100% I-728

Scenario 1 Scenario 2 Scenario 3 Beginning Fund Balance Unreserved 595,102$ 595,102$ 595,102$ Revenues 19,941,569$ 19,941,569$ 19,941,569$

ProjectedRevenue Increases 25,000$ 25,000$ 25,000$ Expenditures (20,279,661)$ (20,279,661)$ (20,279,661)$ Projected Decrease in State Funds (201,065)$ (398,277)$ (942,958)$ Projected Inflation Impact (200,000)$ (200,000)$ (200,000)$ Ending Fund Balance Unreserved (119,055)$ (316,267)$ (860,948)$

Targeted Ending Fund Balance Unreserved 608,390$ 608,390$ 608,390$ Reduction Required (727,445)$ (924,657)$ (1,469,337)$

Scenario 1 Scenario 2 Scenario 3Reduction Parameters Avg Cost Certificated Administration 125,000$ $ - $ - $ - Certificated Instruction 67,025$ $ - $ - $ - Classified Administration 85,000$ $ - $ - $ - Classified Unrepresented 50,000$ $ - $ - $ - Classified (PSE) 47,500$ $ - $ - $ - Classified (Teamster) 37,500$ $ - $ - $ - Total NERC's n/a $ 60,500 $ 137,000 $ 188,500 Total Reductions $ 60,500 $ 137,000 $ 188,500

Reduction Remaining <<<<CIS FTE $ (666,945) $ (787,657) $ (1,280,837)

Reductions are necessary in both Staffing and NERCs to attain a balanced budget for 2009-10.

C:\Documents and Settings\jackie.whaley\My Documents\Board\Board Packets\08.09\3.16.09 regular\March 2009-10 Budget Challenge.xlsChallenge_2009-10 1 of 1

3/17/20098:28 AM


BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Executive Session Yes No

1. National Security 2. Real Estate Acquisition/selling price *all action must be in open session 3. Review negotiations on a publicly bid contract 4. Complaints/charges against an employee *Must be in open session at accused’s

request. 5. Review the performance of a public employee or evaluate the qualifications of

an applicant 6. Review qualifications of a candidate for elective office 7. To discuss enforcement action, current or potential litigation and or legal risks

of current practice or proposed action with legal council. PERSONNEL INVOLVED: Board of Directors/Dan Chaplik BACKGROUND: Time is provided for the Board of Directors and Superintendent to meet in Executive Session to discuss the Superintendent’s evaluation for approximately one hour. RECOMMENDATION: Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

otion

Second

Aye

Nay

Abstain

Other


March 16, 2009

20

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044


BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: AP Voucher Register PERSONNEL INVOLVED: Accounts Payable BACKGROUND: AP voucher register is provided for review. RECOMMENDATION: Informational Only. General Fund Capital Projects ASB and Transportation Funds Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

otion

Second

Aye

Nay

Abstain

Other


March 16, 2009

21

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045


BOARD AGENDA ITEM

Meeting Date Agenda Item No. Study Consent Supt.’s Session Action Business Informational Report AGENDA ITEM: Financial Report PERSONNEL INVOLVED: Layne Anderson/Dan Chaplik BACKGROUND: Financial Report is provided as a separate to the Board of Directors for ease of access. RECOMMENDATION: Informational Only. Additional Information Attached Fiscal Impact/Fund Source: BOARD ACTION: NOTES: M

otion

Second

Aye

Nay

Abstain

Other


March 16, 2009

22

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046

SULTAN SCHOOL DISTRICT NO. 311 Regular School Board ...esp.sultan.k12.wa.us/Board/Board...

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Transcript of SULTAN SCHOOL DISTRICT NO. 311 Regular School Board ...esp.sultan.k12.wa.us/Board/Board...