MINUTES OF MEETING
MOORESVILLE CONSOLIDATED SCHOOL CORPORATION
A regular meeting of the Board of School Trustees of the Mooresville Consolidated School Corporation was held in the Education Center Auditorium, 11 W. Carlisle Street, on Tuesday, January 11, 2011 at 6:30 p.m. The Chairman after calling the meeting to order noted the presence of the following: Dr. Bill Roberson, Mr. Matt Swindle, Mr. Perry King, and Mr. Randy Davis. Mr. Ron Wright was not present. The Chairman noting the presence of a quorum declared the meeting duly constituted.
Dr. Roberson led the board members and the audience in the Pledge of Allegiance.
The Chairman asked if the board members had read the minutes of December 14, 2010. Noting that all members had read the minutes the Chairman asked if there were any additions or corrections to the minutes of December 14, 2010. Mr. King stated he had a correction on page two approving the $100 donation from Mr. Muston. Mr. Davis made a motion to approve the donation and the minutes stated that he seconded the motion also, but Mr. Swindle seconded the motion to approve the $100 donation. Correction was made on the December 14, 2011 minutes and upon motion by Mr. King and seconded by Mr. Swindle, the minutes were approved. Motion carried 4-0.
The board members then examined the claims that were submitted for payment. After due consideration and upon motion by Mr. Davis and seconded by Mr. King, the following claims were approved for payment:
Payroll – December 23, 2010 & January 7, 2011
Claim Nos: 26 (24803) – 1 (24841)
Warrant Nos: 87603-87802 DD# 15892-16278
87805-87954 DD# 16279-16644
Vendors – January 11, 2011
Claim Nos: 24782-24969
Warrant Nos: 5978-6148
Motion carried 4-0.
The first item on the agenda was the update on the QZAB at Newby and Northwood Elementary schools. Dr. Roberson stated QZAB stands for Qualified Zone Academy Bonds which are federal dollars and is interest free that we applied for through the State of Indiana. To qualify for the QZAB, your school must have 35% or more of students on the Free and Reduced Lunch Program and have a 10% match from 501C3 or private entities. He stated that we received $2,000,000 each for Newby and Northwood and will use this money for new HVAC systems at each school. Dr. Roberson stated that in order to solve the deficit, we need to save on energy anywhere we can and provide a good educational environment to the staff and students and this school board is devoted to good indoor air quality. Both elementary schools have unit ventilator units from the old system which are very loud. Technology has caught up in the last few years and the result is better indoor air quality, quieter and energy efficiency. Each school will receive $2,000,000 interest free and we will schedule into the debt so as not to raise taxes. We will be paying principal only which will be spread out over approximately 15 years and will present this at a future board meeting when everything has been resolved. Dr. Roberson stated that 10% of the $4,000,000 is $400,000 and our community has matched $756,132.71 which is almost double the 10%. He stated that we have a volunteerism culture growing in our county and school district including churches and junior leagues volunteering labor. We are very thankful we have received the $756,132.71 match and all work will take place this summer and hope to have all of it in place by the beginning of school in August. Dr. Roberson stated that there will be board meetings where we will have to have hearings and approve resolutions. He stated the team we used last year for the bonds was Ice Miller and City Securities is the Underwriter and if consensus of the board, we will use the same team and we will advertise for qualifications or proposals. The consensus of the board was to use the same team. Dr. Roberson stated that the middle school currently has a project going on with QSCB. The QZAB will be a Performance Contract which is an energy savings guarantee contract and if we do not get the guaranteed energy savings, the company will pay us. Mr. Davis made a motion to advertise for qualifications or proposals, seconded by Mr. King. Motion carried 4-0. Dr. Roberson stated that only certain companies can do this who have to be qualified providers through the Commerce Department in the State of Indiana. He also stated there will be a committee established and the committee will decide which company we will use. Mr. Lindsay stated that he is pleased with the board for continuous improvement and thanked Dr. Roberson for bringing the QZAB money to our attention. Mr. Lindsay stated that this is a big morale booster for staff, administrators, students and community.
Dr. Moore presented a Bus Lease Resolution with Indiana Bond Bank he would like to continue. He stated that we will work with the Indiana Bond Bank and Regions Bank which has been done for the past several years. He stated that we will purchase two busses and will defer on one bus until it becomes available. The interest rate on the lease is 3.2% and the amount is $202,505 for the two busses plus options of defibrillators and tires. There will be three annual payments of $70,602. Dr. Moore stated that if we continue to do a three-year rotation instead of a five-year rotation, we will save money and the delivery of busses will be sometime in March. Mr. Davis made a motion to approve the Bus Lease Resolution with the Indiana Bond Bank and Regions Bank, seconded by Mr. Swindle. Motion carried 4-0.
The next item on the agenda was an update on strategic planning. Mr. Lindsay stated that we began in July with three out of five members new on the school board.
Mr. Ron Wright arrived at this time.
Mr. Lindsay stated that from the new board, we have created four Executive Advisory Teams which are: Academics, Communications, Facilities, and Finance. The Executive Advisory Teams have made recommendations to the board, have had audits from these teams and in-house audits for on-going strategic planning. Last Thursday, the Leadership Team met, extended into Friday with teachers and community members, and Saturday the school board had a work session for strategic planning. All three days were outstanding and helped us drill down the Strategic Map for 2011-2013. Mr. Lindsay stated that we have begun to identify priority goal objectives to help us accomplish each of the six board goals:
With the Leadership Team, we will continue to work on these goals, strategize the plan, will expand within the whole school team, have ongoing meetings and continue to work on this and to put the plan into action. The Executive Advisory Teams will continue to meet with us for quarterly reviews and special projects. The staff is back in our buildings to communicate with others and on Monday, January 17, we will launch 2011 – Mooresville, Indiana – this is our time! We have to have a plan which will be an ongoing living document. The strategic map will help us prioritize and resource our most essential areas. Academic achievement needs to be at a higher level, but this will be done with less funding and volunteerism. Dr. Roberson stated we have to do more with the funding we have so volunteerism is important and we can maximize our dollars and get more done. He also stated school improvement is a journey – not a destination because we never get there since there is always more to do. This will be an ongoing process and will be posted on the website where you will be able to see what we need to do and what we will try to do each year. If we concentrate on the four things, we will make much needed improvement in our schools.
The first item on the agenda under new business was the annual meeting of the Board of Finance. Dr. Roberson stated, by statute, we have to establish a Board of Finance to approve certain things that come from the Assistant Superintendent for Business. Mr. King made a motion to approve the Board of Finance as the current school board and elect the same officers for the Board of Finance as the current school board, seconded by Mr. Davis. Motion carried 5-0.
Dr. Moore presented the Board of Finance with the 2010 Investment Report. He stated $73,120.80 was earned as interest for 2010. He also stated we did not have any CD’s, U.S. Treasury Bills, premium savings account, repurchase agreements or money markets, therefore, we had no investment income. Interest is way down and we will look at other options. Our primary checking account is with Citizen’s Bank, but we also have money at M & I and First Merchants. We will seek quotes on interest rates on anything we do other than checking. Citizens Bank, M & I, First Merchants and Home Bank are designated as depositories. We are studying M & I because of recently being purchased by a different bank and M & I has started charging us fees which we have not been charged before. Dr. Roberson stated that interest has really changed because the Education Center was purchased and renovated with interest money. Mr. Davis made a motion to accept the finance report, seconded by Mr. Swindle. Motion carried 5-0.
Mr. King made a motion to leave the Board of Finance meeting, seconded by Mr. Swindle. Motion carried 5‑0.
Upon resuming the regular board meeting, Dr. Moore asked the board to approve the annual resolutions related to the budgetary process. Two resolutions that have been approved in the past and are: Transfer of Appropriations which gives the Treasurer approval to transfer appropriations from one major budget classification to another and between funds as necessary (as long as it does not increase the overall budget) and Interest Earned which allows CPF interest to be transferred to the General Fund. Dr. Roberson stated that when funds are moved from one fund to another, it is because of cash flow purposes so we do not have to borrow. Mr. King made a motion to approve the Transfer of Appropriations Resolution and the Interest Earned Resolution, seconded by Mr. Davis. Motion carried 5-0.
Dr. Moore asked the board for the annual permission to pre-pay certain claims such as utility bills during the month prior to the board meeting in order to avoid late charges. He also stated that these claims are always included on the monthly claims list. Mr. Wright made a motion to pre-pay claims to avoid penalties, seconded by Mr. Davis. Motion carried 5-0. Dr. Roberson asked that a note be made on the claims list that it was pre‑paid.
Dr. Moore asked the board for permission to borrow from the Indiana Bond Bank. He stated that many schools have to borrow from the Indiana Bond Bank for cash flow purposes. In the past, we have borrowed for CPF Fund, Debt Service Fund, and the Transportation Fund but this year the Transportation Fund is not necessary because of purchasing only three busses and the lease has been worked out and the payments come due at a later date. We will borrow $544,031 for CPF and $1,189,949 for Debt Service Fund. We borrow from the Bond Bank at a low interest rate, usually 3% or below, but the percentage is not known until everything is finalized. Dr. Moore stated that a resolution and an anticipation warrant needed to be approved tonight and the resolution becomes part of the advanced funding for the Bond Bank. The warrant purchase agreement and resolution says that we are buying a warrant and paying off the warrant when our tax money comes in. Dr. Roberson stated that we are very appreciative that Indiana does this and we are also very appreciative of the Morgan County elected officials because they are on task and we receive our property tax money and payments on time. Dr. Roberson stated that these are called tax anticipation warrants – we borrow for that cash and when we receive our tax money, we pay the warrants. Mr. King made a motion to approve the resolution to be part of the advanced funding program of the Indiana Bond Bank, seconded by Mr. Swindle. Motion carried 5-0. Mr. Wright made a motion to approve a warrant purchase agreement where we are buying tax anticipation warrants through the Indiana Bond Bank, seconded by Mr. Swindle. Motion carried 5-0.
Mr. Lindsay stated that this is the first reading for a school board policy on media relations. This draft of the policy has been shared with principals, directors, and teachers leaders. Some of the recommendations were made by the Communications Executive Advisory Team. Mr. Lindsay stated that it is important for us to have a media protocol. MCTA has seen the document and has had the opportunity for input. Mr. Lindsay stated that we will bring the proposed Media Relations Policy with any changes to the February board meeting for approval.
Mr. Lindsay asked the board for approval of Personnel Report #1-11 and the revised copy had changes or additions highlighted in yellow. Mr. Davis made a motion to approve Personnel Report #1-11, seconded by Mr. Swindle. Motion carried 5-0.
Dr. Roberson stated that in July, Matt Swindle was appointed to the Park Board. The Park Board appointment is done in January, but an appointment was necessary in July, 2010 due to the board appointment leaving the board. Dr. Roberson stated that Mr. Swindle is representing us as the President. Mr. King made a motion for Swindle to continue on the Park Board, seconded by Mr. Davis. Motion carried 5-0.
Mr. Lindsay reminded the board of the Teacher In-Service on Monday, January 17 with Dr. Willard Daggett. He stated this day will not be used as a make-up day if the weather gets bad and a cancellation is necessary. Mr. Lindsay stated the public is invited to the in-service and that Dr. Daggett is a national expert on school reform. He also stated this will be a thought-provoking day, an inspiring day and he is optimistic that 2011 will be Mooresville’s year. Dr. Roberson stated that Dr. Tony Bennett, Superintendent of Public Instruction for Indiana, has been invited.
Dr. Roberson stated that several months ago, IASBO asked him to attend a conference on indoor air quality in Washington, D.C. He stated that IASBO has said they would like to partner with us but is unsure what this means. Dr. Roberson stated that he and Jim Patrick, Director of Maintenance, will be attending the conference in Washington, D.C.
The next school board meeting will be on Tuesday, February 8, 2011 at 6:30 p.m. at the Education Center.
There being no further business to come before the board and upon motion by Mr. King, seconded by
Mr. Swindle, the meeting was adjourned. Motion carried 5-0.
Attest: Respectfully submitted,