SSC Board of Directors
Wednesday, September 23, 2015
Document 9
Southeast Service Cooperative Board of Directors
Regular Board Meeting
5:30 PM, Wednesday, September 23, 2015
Wood Lake Meeting Center – Cedar Room
Finance Committee meets at 5:00 PM prior to the Board meeting for monthly financial review. Committee: Treasurer Sue Phillips, Chairwoman Carol Cravath, Vice-Chair Tess Kruger, Mary Blair-Hoeft, Brian Grudem
Draft Agenda and Materials – Item 7.2 added 9-16-2015
1. Call to Order by Chairwoman Carol Cravath.
2. Consent Agenda
Agenda Document 9
Minutes of Meetings August 12 and 19 Documents 10 and 11
Balance Sheets, Revenue/Expense July and August Documents 12 A-B-C-D, 13 A-B-C-D
Bills July and August Documents 14 and 15
2015-2016 Annual Plan Document 16
Superintendent Advisory Committee Meeting Summary Attachments A and O
Board Norms – Adoption Attachment B
2015-2016 Board/Superintendents Advisory Committee Roster Attachment C
3. Instructional Services
Services Update Report Attachment D
Upcoming Professional Development Sessions Attachment E
MN School Climate Policy Institute Attachment F
Center of Excellence: Introduce Regional Center of Excellence Director Jane Drennan
and Special Education Advocate Sonia Smith
4. Administrative Services
5. Health & Benefits
Local Government Health Pool Membership - Goodhue County eff 1/1/2016
School Health Pool Membership Withdrawal – Glenville-Emmons eff 9/1/2015
6. Operations
Personnel: Hire Wood Lake Meeting Center Assistant
Personnel Committee Recommendation, Job Description and Hiring
Organizational Assistant Attachments G and H
Board Elections Schedule and Process Attachments I and J
Strategic Planning – Debriefing of August Session Attachments K and L
Meeting Center Update Attachment M
Schedule Policies Committee
Schedule ByLaws Committee
7. Information and Communications
Board Sharing: new initiatives, opportunities, challenges in our organizations
2016 Legislative Session – Issues/Priorities Attachment N
8. Next Meeting
Regular Meeting Wednesday, October 28, 2015 at SSC at 5:30 PM.
Finance Committee meeting at 5:00 PM, preceding Board meeting.
NOTE: Suzanne has an all-day School Climate Improvement Training in St. Cloud that day and an Insurance Coalition meeting the following two days in Baxter, MN. Consider participating in Board meeting via distance technology? (If this doesn’t work, I will leave St. Cloud early to attend the Board meeting in person.)
Proposed Agenda – Item 7.2 added 9-16-2015
Agenda Topic / Action /1. CALL TO ORDER
1.1. Determination of Quorum – Board Chair Carol Cravath. / Chair Action
2. CONSENT AGENDA
The following items are part of the consent agenda action, unless a Board member requests that an item be addressed independently:
· Agenda – Document 9
· Minutes of Last Board Meeting – Documents 10 and 11 (August 12 and 19)
· Treasurer’s Report - Documents 12 A-B-C July and 13 A-B-C August
o Balance Sheet General (01) revenue over expense July $98,060 and August $54,345
o Balance Sheet Insurance Fund (09) revenue over expense July $(17,906) and August $148,738
o Balance Sheet SEMNET revenue over expense July $50,054 and August $50,884
o Accounts Receivable July $751,924 and August $282,821
o Bills – Documents 14 and 15 bills and payroll totaling July $886,977.35 and August $584,793.15
· Annual Plan 2015-2016 – Document 16 is our synopsis of the 2015-2016 Annual Plan, which must be officially filed with the State in September. The strategic plan is an ongoing document which contains much more up-to-date information throughout the year.
· Superintendents Advisory Committee – Attachment A is the summary of the SAC’s August 19 meeting, Attachment O is the summary of the SAC’s September 22 meeting.
· Board Norms – Attachment B is the draft set of norms we introduced at the May meeting.
· Board/SAC Roster 2015-2016 – Attachment C
MOTION: ______move, ______second to approve and accept the items on the consent agenda: Meeting agenda, meeting minutes, Treasurer’s and Finance Committee report, bills, 2015-2016 Annual Plan, Superintendent Advisory Committee meetings, Board meeting norms, and current Board/SAC roster. / MOTION
3. INSTRUCTIONAL SUPPORT SERVICES
3.1. Monthly Report - Update report is Attachment D. / Information
3.2. Upcoming Professional Development Events. Attachment E is an announcement of the offerings coming up in the next few weeks. / Information
3.3. MN School Climate Policy Institute – Please refer to Attachment F for information about the institute for school officials on Thursday, October 29 at St. Cloud State University Atwood Memorial Center. Kari Kubicek will represent SSC and the MN Service Cooperatives at this institute. We are hoping to see several southeast School Districts also attending. / Information
3.4. Center of Excellence: Introduce Regional Center of Excellence Director Jane Drennan and Special Education Advocate Sonia Smith. Jane and Sonia will be at the meeting / Information
3.5. Other Instructional Services Business
4. ADMINISTRATIVE SUPPORT SERVICES
4.1. Other Administrative Services Business and Information
5. HEALTH & BENEFITS SERVICES
5.1. Local Government Health Insurance Pool Membership – Goodhue County. I recommend the following action:
MOTION: ______move, ______second to accept and approve the application of Goodhue County for SSC membership and the joint powers application for participation in the Local Government Health Insurance Pool, effective January 1, 2016. / MOTION
5.2. School Health Insurance Pool – Withdrawal. While we received late, inadequate notice of withdrawal by Glenville-Emmons Public Schools, this failure to meet our joint powers agreement wasn’t caused by the school district/employer, but rather by late action by an employee union group with a decision to join PEIP after the required period to notify the employer and withdraw from the pool. We have no practical recourse at this time, so I recommend the following action:
MOTION: ______move, ______second to accept the withdrawal of Glenville-Emmons Public Schools from the SSC School Health Insurance Pool effective 9/1/2015. / MOTION
5.3. Other Health & Benefits Business
6. OPERATIONS
6.1. Personnel: Hire Wood Lake Meeting Center Assistant. We were fortunate to have a strong pool of applicants for this position, and two candidates rose to the top very quickly. Unanimously, our search committee chose Donna Dickison for this position. With WLMC business picking up, we got Donna on board right after Labor Day, and she jumped right into her responsibilities. I recommend the following action:
MOTION: ______move, ______second to approve the hiring of Donna Dickison as Wood Lake Meeting Center Assistant effective September 8, 2015 at an hourly rate commensurate with the SSC wage guidelines and benefit plan. / MOTION
6.2. Personnel: Approve New Position Descriptions and Hire Organizational Assistant. Pursuant to Board action at the August 12, 2015 meeting, the Personnel Committee assisted with finalizing the job descriptions for Organizational Assistant (Attachment G) and for Development/Innovations Specialist (Attachment H). You will recall that our action included opening the Development position and starting an immediate search, and to convert the accounting temp position held by Sue Haddad for the past 20 months into an employment position. This means we need the following two motions:
MOTION: ______move, ______second to approve the position descriptions for two newly created jobs: Organizational Assistant and Development/Innovation Specialist.
MOTION: ______move, ______second to approve the hiring of Susan Haddad as Organizational Assistant effective September 24, 2015 at a flexible full time equivalency ranging from .8 to 1.0 FTE at an hourly rate commensurate with the SSC wage guidelines and benefit plan. / MOTIONS
6.3. Board Elections Schedule and Process. Following is the proposed SSC Board of Directors 2015 Elections Schedule and Process for Board of Directors positions starting January 1, 2016. Attachments I and J are the Education Category and Local Government Category nomination announcements and petition forms.
Two positions will be open this year:
· Education Positions – One position in a new 4-year term January 1, 2016 – December 31, 2019, following the completion of the term held by Marilyn Syverson, who replaced Stephen Rosenthal for the remaining one year of that position.
· Government Position – One position in a new 4-year term January 1, 2016 – December 31, 2019, following the completion of the term held by Susan Phillips.
Following is a current roster, with the open positions highlighted in red print:
Name and Member Agency Term Expires 12/31
CATEGORY 1: Education Term
Mike Christensen, Red Wing #256 2018
Carol Cravath, Plainview-Elgin Millville #2899 2017
Brian Grudem, Zumbrota-Mazeppa #2805 2018
Beth Lawson Stewartville #534 2017
Al Nelson, Wabasha-Kellogg #811 2016
Molly Rieke-Hofschulte, Dover-Eyota #533 2016
Marilyn Syverson, Kenyon-Wanamingo #2172
(filling one-year vacancy left by Stephen Rosenthal) 2015
CATEGORY 2: Local Government
Theressa A. Arrick-Kruger. Houston County 2016
Mary Blair-Hoeft. City of Byron 2017
Susan Phillips, Retired from Freeborn County 2015
______move, ______second to establish the 2015 election schedule (for 1/1/2016 Board service) as follows:
a) Nominations to be opened Thursday, September 24 and close Friday, November 6.
b) The ballots will be prepared and sent to local Boards on or about Monday, November 9.
c) Election ballots to be received at the Southeast Service Cooperative by Tuesday, December 29.
d) Canvassing Committee to meet at 4:30 PM on the day of the regular December Board meeting (currently scheduled for Wednesday, December 30).
e) Elections will be confirmed by the Southeast Service Cooperative Board at its regular December meeting. / MOTION
6.4. 2015-2016 Strategic Planning. We will debrief the August 19 strategic planning with two sets of materials: Attachment K 2015-2016 Big Questions and Bold Steps Diagram and Attachment L 2015-2016 Compiled Strategic Planning Notes. / Information and Discussion
6.5. Meeting Center Update. Amy is providing Attachment M to keep the Board updated on meeting center business development and marketing. / Information
6.6. Committee Meetings. We should look at dates to re-convene the Policies Committee(Brian Grudem, Mike Christensen, Marilyn Syverson, Beth Lawson, Carol Cravath) and start the work of the ByLaws Committee (Marilyn Syverson, Mike Christensen, Al Nelson, Beth Lawson). / Schedule meetings
6.7. Other Operations Items
7. INFORMATION AND COMMUNICATIONS
7.1. Board Sharing: new initiatives, opportunities, challenges in our organizations. / Information
7.2. 2016 Legislative Session – Issues/Priorities. Attachment N is a memo from lobbyist Sam Walseth regarding possible priorities in legislative issue this year affecting both local government and education. / Information
7.3. Other Information Items / Information
8. NEXT MEETING AND ADJOURNMENT
Regular Meeting Wednesday, October 28, 2015 at SSC at 5:30 PM.
Finance Committee meeting at 5:00 PM, preceding Board meeting.
NOTE: Suzanne has an all-day School Climate Improvement Training in St. Cloud that day and an Insurance Coalition meeting the following two days in Baxter, MN. Consider participating in Board meeting via distance technology? (If this doesn’t work, I will leave St. Cloud early to attend the Board meeting in person.)
MOTION: ______move, ______second to adjourn the meeting. / MOTION
Calendar on next page
CALENDAR
2015 Board Meeting Schedule – Meetings are located in the Wood Lake Meeting Center at Southeast Service cooperative and start at 5:30 PM unless otherwise noted.
Wednesday, February 25, 2015Wednesday, March 25
Wednesday, April 22
Wednesday, May 27
Wednesday, June 24
July – No meeting
Wednesday, August 12 (CCOGA renewal)
Wednesday, August 19 - third Wednesday - Strategic Planning Session
Wednesday, September 23 / Wednesday, October 28
Tuesday, November 17 – third Tuesday
Wednesday, December 30 - fifth Wednesday. Christmas holiday is Thurs-Fri, December 24-25 and New Year’s Eve is Thursday, Dec 31.
Wednesday, January 27, 2016 – ANNUAL ORGANIZATIONAL MEETING. May need to reschedule to fifth Wed January 30 depending on AESA Legislative Platform Planning meeting
Association of Education Service Agencies Conference – December 2-5, 2015, New Orleans (SSC Board Member Tess Kruger and AAC member Rachel Udstuen are attending, along with Carol Cravath and staff.)
MSC Board Meetings:
SSC Board of Directors Agenda – September 23, 2015 Page 1
· Mike Christensen elected at the June 2014 Board meeting to a four-year term on the MSC Board July 1, 2014 through June 30, 2018.
· Mary Blair elected at the June 2015 Board meeting to a four-year term on the MSC Board July 10, 2015 through June 30, 2019.
Thursday July 9, 2014 at 8:00 am, during MSC Board Conference, RadissonBlu, Mall of America
MN Service Cooperatives Board Conference 2015 – Wed-Fri, July 8-9-10, hosted by Southeast Service Cooperative at Radisson Blue, Mall of America, Bloomington, MN.
MN Service Cooperatives Board Conference 2016 – Wed-Fri, July 13-14-15, hosted by Northeast Service Cooperative at Canal Park, Duluth, MN.
SSC Board of Directors Agenda – September 23, 2015 Page 1