JULY BOARD OF EDUCATION MINUTES

U.S.D. #338 Valley Falls
Board of Education Special Meeting
July 31, 2023
5:30 P.M.

Unofficial Minutes

1. CALL MEETING TO ORDER
The meeting was called to order by Vice-President, Georgia Hollis, at 5:30 P.M in the Library.

Members Present:
Aaron Sprang, Caleb Clark, Jesse Nickelson by phone, Georgia Hollis, Kimberly Kirkham.

Members Absent:
Donny Smith, Jesica Clark

Staff Present:
John Hamon, Dayna Lloyd

Visitors Present:
Jason Crawford

2. ADOPTION OF AGENDA
Motion by Kimberly Kirkham second by Caleb Clark to approve the agenda as presented.
Yes 5 No 0

3. REVIEW BOARD NORMS

4. COMMENTS BY PATRONS AND GUESTS
Jason Crawford, USD 340 Jefferson West Superintendent, spoke regarding the possible rental agreement of
the old Pre-K Room.

5.                 ACTION ITEMS
a.       Motion by Aaron Sprang second by Kimberly Kirkham to hire Linda Gantz as District Office Administrative Assistant
Yes    5           No   0

b.      Motion by Kimberly Kirkham second by Caleb Clark to remove Maddox Gomez as a signor and add Linda Gantz as signor to the Elementary Activity Account, the High School Activity Account, the Self-Funded Health Insurance Account, the District General Account and the Safe Deposit Box. To remove Maddox Gomez and appoint Linda Gantz as the District Treasurer
Yes    5            No   0

c.       Motion by Kimberly Kirkham second by Caleb Clark to the rental agreement with USD 340 Jefferson West for the Old Preschool Room on a temporary basis through December 31, 2023.
Yes   5             No   0

ADJOURNMENT

The meeting was adjourned by the Vice President at 5:57 P.M.

U.S.D. #338 Valley Falls

Board of Education Special Meeting

July 18, 2023

5:30 P.M.

Unofficial Minutes

1. CALL MEETING TO ORDER
The meeting was called to order by President, Donny Smith, at 5:30 P.M in the Library.

Members Present:
Donny Smith, Aaron Sprang, Caleb Clark by phone until arriving at 5:33 P.M., Jesse Nickelson by phone, Georgia Hollis, Kimberly Kirkham.

Members Absent:
Jesica Clark

Staff Present:
John Hamon, Dayna Lloyd, Seth Cooper, Tom Brown.

Visitors Present:
John Kearney arrived at 5:35 P.M.

2. ADOPTION OF AGENDA
Motion by Aaron Sprang second by Kimberly Kirkham to approve the agenda as presented.
Yes 6 No 0

3. REVIEW BOARD NORMS

4. COMMENTS BY PATRONS AND GUESTS
None.

5.                 ACTION ITEMS
a.       Motion by Kimberly Kirkham second by Caleb Clark to accept the Kearney and Son, Inc. bid proposal, to include installation of the concrete pad at the Track/Football field as presented, and to not exceed $23,000.00.
Yes    6           No   0

b.      Motion by Aaron Sprang second by Georgia Hollis to accept the Fisher Tracks, Inc. bid proposal, to include complete base work and cement stabilization at the Track/Football field as presented, and to not exceed $30,000.00.
Yes    6            No   0

c.       Motion by Kimberly Kirkham second by Caleb Clark to accept the Kearney and Son, Inc. bid proposal, to include installation of block wall at the Track/Football field as presented, and to not exceed $54,000.00.
Yes    6            No   0

d.      Motion by Kimberly Kirkham second by Caleb Clark to accept the Kearney and Son, Inc. bid proposal, to include installation of fencing for the Track at the Track/Football field as presented, and to not exceed $20,000.00.
Yes    6           No   0

ADJOURNMENT

The meeting was adjourned by the President at 6:21 P.M.

U.S.D. #338 Valley Falls
Board of Education Meeting
July 10, 2023
6:30 P.M.

Unofficial Minutes

1. CALL MEETING TO ORDER
The meeting was called to order by President, Donny Smith, at 6:30 P.M. at the track/football field.

Members Present:
Donny Smith, Aaron Sprang, Caleb Clark, Jesica Clark, Jesse Nickelson arrived at 6:34 P.M., Georgia Hollis, Kimberly Kirkham.

Staff Present:
John Hamon, Dayna Lloyd, Cheryl Brosa, Seth Cooper, Tom Brown, Wyatt Hofstra, Shelly Johnson and Cary Brosa.

Visitors Present:
None

The meeting was recessed at 7:17 P.M. and set to resume in the library at 7:23 P.M.

The meeting was resumed in the library at 7:31 P.M.

2. ADOPTION OF AGENDA

Motion by Jesica Clark second by Georgia Hollis to approve the agenda as amended.

Yes 7 No 0

3. REVIEW BOARD NORMS

4.                  COMMENTS BY PATRONS AND GUESTS
None.

5.                  CONSENT AGENDA
a.   Approve Minutes of previous meetings.
b.    Approve Treasurer’s Report and Approval of Warrants.
c.       Receive Keystone’s Board Meeting Minutes.
d.      There was no CCC Minutes.
e.       There was no Recreation Commission Minutes.
f.        Approve Destruction of 2017-2018 District old records.
g.      Receive resignations of Maddox Gomez as District Office Administrative Assistant and Wyatt Hofstra as Sophomore Class Sponsor.
h.      Approve Hiring (Pending KBI and drug screen checks).
i.        Kayla Thayer- Head MS Girls Basketball
ii.         Jaden Courter -Asst. HS Girls Basketball
            iii.        Tina Roberts- Asst. HS Cheer
iv.          Braylan Heineken - MS Cheer Ast (Co-Head), Sophomore Class Sponsor
i.        Receive Principal’s Reports – none.
j.        Appointments and Designations
i.         Approve the designation of Dayna Lloyd as Clerk of the Board.
ii.      Approve the designation of Brenda Lloyd as Deputy Clerk of the Board.
iii.    Approve Maddox Gomez as District Treasurer.
iv.     Approve the Valley Falls School District Organizational Chart.
v.         Approve the appointment of John Hamon as Food Service Representative.
vi.       Approve the appointment of John Hamon as Hearing Officer for Free and Reduced Price Meal Application
Appeals.
vii.    Approve the appointment of Maddox Gomez as Freedom of Information Officer.
viii. Approve the appointment of John Hamon as the Compliance Coordinator for Federal Programs.
ix.   Approve the designation of Dayna Lloyd as the KPERS Representative.
x.   Approve to establish the mileage rate for reimbursement of private vehicles at .655 cents per mile.
xi.   Approve to establish petty cash limits as follows: Prek-8 is $500.00; high school is $1000.00; central office is
$700.00.
xii. Approve to establish the high school athletic start-up is $10,000; and middle school athletic start-up is
$8,000.00.
xiii. Approve to adopt guidelines for activity funds and all school and gate receipts as follows: each school
secretary, clerk and treasurer will have a security bond; the Superintendent will sign all activity fund purchase
orders; no reimbursements will be made to staff without a proper receipt; and all funds should be deposited at
least once weekly.
xiv. Approve the appointment of Susan Grey as the official activity funds for
       the Elementary and Greg Morgan for the High School.
xv. Approve Kendall Bank as the official depository for the school district funds.
xvi. Approved the authorization of early payment of bills – approval of consent agenda would continue to allow
Board Clerk to pay bills early which would result in a late fee if not paid; and/or would result in a discount.
xvii.        Adopt the 1,116 hour calendar.
xviii.    Approve to designate Susan Grey, Elementary and Greg Morgan, High School, as the truancy officers for
the 2023-24 school year.
xix.   Approve to designate the Valley Falls Vindicator as the Official  newspaper for school notices.
xx.     Approve to designate John Hamon as the compliance coordinator for Federal Anti-Discrimination Laws
Including Title VI, Title VII,   Title IX, and Section 504 (ADA).
xxi.    Approve to designate Susan Grey as the coordinator for the homeless children.
xxii.     Approve the insurance companies for 2023-24 school year as follows:
                           Student Insurance - First Agency; KSHSAA catastrophe insurance; KASB
                           Workers’ Compensation Insurance.
          xxiii.   Approve Susan Grey and Greg Morgan as the District Hearing Officers.
k.      Approve to accept the Schools for Quality Education quote as received.
l.        Adopt Resolution Waiver for Generally Accepted Accounting Principles as presented.
m.    Approve the Board Meeting Dates for 2023-24 will be the 2nd Monday of each month with the exception of March 4, 2024 which will change due to spring break.

Motion by Georgia Hollis second by Jesica Clark to approve the consent agenda as presented.
Yes 7 No 0

Old Business:

6. The Board received Superintendent’s report from John Hamon regarding bond update, budget update, negotiations, open enrollment and classrooms.

New Business

7.                  Information Items
a.       The Board did not receive any written communications.
b.      The Board received Board Committee Report from Keystone. Foundation and Curriculum Coordinator Council
have not met.

8.                  Discussion Items
There were no discussion items.

9.                  Action Items

a. Motion by Aaron Sprang second by Georgia Hollis to approve the concrete bids for track/football field as presented not to exceed $24,000.
Yes 7 No 0

b. Motion by Georgia Hollis second by Kimberly Kirkham to approve fees for 23-24 school year as presented.
Yes 7 No 0

c. Motion by Jesica Clark second by Georgia Hollis to approve coaches handbook as presented.
Yes 7 No 0

d. Motion by Jesica Clark second by Kimberly Kirkham to approve June 2023 Updated KASB policies and forms with the exception of JBCC as presented.
Yes 7          No       0

e.   Motion by Kimberly Kirkham second by Georgia Hollis to approve the milk bid as presented.
Yes 7          No       0

f.    Motion by Georgia Hollis second by Aaron Sprang to approve the following authorized signors on the Kendall Bank accounts:
Elementary Activity Account: Susan Grey, Brenda Lloyd, Dayna Lloyd, Cary Brosa and Maddox Gomez.
High School Activity Account: Dayna Lloyd, Greg Morgan, Stacy Cervantez, Maddox Gomez.
Self-Funded Insurance Account: Donny Smith, Dayna Lloyd, Cary Brosa, Becky Nickelson and Jordan Hale.
District General Account: Donny Smith, Maddox Gomez, Cary Brosa, Becky Nickelson and Jordan Hale.
District Safe Deposit Authorized Personnel: John Hamon, Maddox Gomez and Dayna Lloyd
Yes 7          No       0

g. Motion by Aaron Sprang second by Jesica Clark to approve USD 338 State Assessment Review for Needs Assessment, PK-8 Needs Assessment and VFHS Needs Assessment.
Yes 7           No       0

h. Motion by Georgia Hollis second by Jesse Nickelson to approve the FCCLA Take AIM trip as presented
Yes 7          No       0

i.    Motion by Georgia Hollis second by Jesica Clark to go into executive session beginning at 8:17 PM to discuss matters of negotiations and contracts for the 2023-2024 school year pursuant to the exception relating to negotiations under KOMA, K.S.A. 75-4319 et seq. The board will reconvene in this room at 8:22 PM.
Yes 7           No       0

The Board meeting returned to open session at 8:22 PM