001Community School Board of Directors to order. The time is 6:47. Um, it's Monday, October 20th, 2025. The regular monthly meeting of the board of directors of the Fairfield Community School District to be held at 6:30 p.m. on the 3rd Monday of each month. The meeting is open to the public and the public is encouraged to attend. Time is provided in the meeting for public input. The mission of the Fairfield Community School Board of Directors is we empower all students to achieve their highest potential through strong relationships, collaboration, and accountability. The vision of the Fairfield Community School Board of Directors is a destination district where we all belong, learn, and grow. >> Roll call, please. >> Got it. >> Mark Porter, >> here. >> Ty Ward, >> here. Chrissy Kessle >> absent. Mayell Robbins >> here.
002>> Mark Thornton >> here. >> Deborah Williamson >> here. >> Dave East >> here. >> Great. Are there any changes to the agenda as presented? >> I have none. >> I don't either. >> Great. Uh, is there a motion to approve the agenda? >> So, move. >> Second. Moved by Ty, seconded by Deborah. Um, any discussion? Seeing none. Um all in favor >> I >> opposed. Motion carries. >> All right. So we'll move next into our committee reports. Each committee chair will share a two to three minute update connected with their work and we'll begin with policy Mark Thornton. >> Yeah. So we didn't meet this month. I had surgery and was out. So we just kind of pushed that out. Um so we'll meet on the 7th of November. you usually on Saturday or
003Friday. Um, do you want me to cover for Christie since she's out or you gonna wait till I get to? >> Um, sure. We want you to go ahead and cover HR. >> Sure. So, we met on last Wednesday on the 15th. Uh, we did a quick overview of some more PAR um, focus on what the plan is for them and some different we did X-rays that Evan did for us that the Paras leaders also did. Um, so there'll be some more coming out of that of just different options of what we can do for them to improve their situation and how to make them feel more valued. Um, so that'll be coming out here soon. And then we also did a quick touch base on the um, insurance. Um, so all that looks pretty
004good so far. Evans and team are still figuring that out of what that looks like being self-funded. And then they're also doing a survey coming up here soon as well uh to get some more feedback of things that aren't going well, going well, uh things that we might have missed. So that'll be got on Friday. So >> Okay. Yeah. Good. Um so that's pretty much what we covered on that one. >> Great. Thanks. >> All right, let's move on to Tai with strategic planning. >> Sure. And my laptop's not being cooperative right now, so um yeah, so we talked about the district strategic plan. Um, we were talking about having a focus u maybe on some of our priorities or some of the things that are in there. Um, and kind of getting some feedback
005from the new board members as they come on to, you know, see what they would like to see us kind of focus on and kind of look at as a part of our district strategic plan. Um, just for a priority sake. Um, we talked about the bond vote. Obviously, that's a big part of what's going on in the strategic planning right now. um the town halls that we just had one and uh they seem to be going good. Um could get more people to them. That's kind of the one big feedback we always talk about getting more people here, more people in informed about what's going on. Um and you talked about the push committee and you know their kind of final weeks of heading up before the vote. Um there was a SCAK meeting.
006Uh I wasn't able to attend but uh sounds like it went up good. Um they got through two of the priorities that they were trying to get through. Um we'll continue that work at the next SCAK meeting. Um and uh Zach's going to bring some uh tangible examples of what uh for the first priorities. >> Yeah. >> Just really making sure that the SCA committee understands um what it is we're doing um that aligns with the specific priority. So y then the rest of we just kind of talked about kind of moving forward with the strate strategic planning just some of the other things that we could uh be focusing on and kind of talking about you know AI homeschool you know all the different you know expanding prek all those kind of big idea
007things that uh you know district might want to look at academy that was a big one too talked about that for a while >> great >> that's about it >> thanks uh let's move on to finance with Dave Okay. Um, so the finance committee met on Friday, October 17th at 10:00 a.m. Uh, the independent auditor's report was reviewed with the auditing partner Alex Bar of Bar and Company. Uh, the a summary of opinions, economic factors, budgetary comparison, and schedule of findings were discussed. It was noted that there were uh there was an unfavorable budget variance. Expenditures exceeded amended certified budget amounts in the non-instruction and other expenditure items. But due to the immaterial nature of those unfavorable budget variances for the year ending June 30th, 2025, the committee by unanimous consent recommended recommends that the
008current procedure for amending the fiscal year budget remain in place and Evan Martin will give a more detailed brief on the audit when it comes later in the meeting for our approval. >> Great. Thanks, Dave. That's it. Mark, sorry. >> Uh, facilities, we did not meet this month. I apologize. I wasn't able to make it work with my harvest schedule, but I think we'll talk about some of that later. It was primarily just going to entail talking about our uh 5-year capital improvement plan. So, yep. Then I've got a small update from Tristan. >> Oh, great. >> Hey y'all. Tristan here for text. Right now, I'm probably singing at the choir concert. There's been a lot going on. Sports have been going well so far. Football's two and five. Cross country's been doing great. Speaking
009of really well, next Saturday we send some people to audition for all state choir and as part of that group I think we've all been giving our best. Esports is also flying along catching win after win. I think this fall has we've all learned the importance of teamwork and I know that I sure have. Anyway, hope this is uh some insights into what is going on with our students. So until next time, thanks for listening. >> Thank you Tristan. >> All right. Um, so that's all the committees. Let's move on to focus on learning. Zach is going to share. >> Yeah, we've got two components I wanted to hit on uh briefly during our focus on learning and we're going to start with the Iowa school performance profile. Uh just a brief overview and again
010I know um you guys have seen this, it's been shared with you, but from a public standpoint making sure we get this information out as well. So anybody can access the Iowa school performance profile through the Department of Education's website. Um it's very simple to to select a year and then you can search by district or by by school name and it'll bring you to um a pretty comprehensive site. Next slide. So what the department of education uses to justify this score this number are all of these things. So assessment participation the composite over all of the ISAS assessments specifically to science math and ELA attendance growth chronic absenteeism the ELPA composite which is for English language learners graduation rate at four years graduation rate at 5 years growth specifically in math growth specifically in
011ELA and then proficiency in science math and ELA and then the post-secary readiness index and the post-secondary readiness college credit index so That's what's used to justify this the score or the points. There's also other metrics, next slide, that we have access to, but we don't it doesn't get counted in this overall score. Again, um some things that we look at in here, postsecary enrollment, staff retention, um educator effectiveness, those are some some data points that we may look at, but they're not used in the overall score. Good so far. Next one. So, here's where we're um you're looking at in regards to these ratings. You look you look at one, two, three, four, five, six different um ratings. There's priority, needs improvement, acceptable, commendable, high performing, and exceptional. Of the number of schools, 1.88
012are exceptional in the state, almost exclusively um elementary schools. There's no high schools and maybe one or two. There might be one high school, but then the rest are all elementary, maybe a middle here and there. Um, and you can kind of see down down down the way what that looks like as far as the percentage of schools. So then you'll see our ratings. Next slide. High school was commendable. Middle school needs improvement. I'll hit on that in just a little bit. Pence Elementary acceptable. Washington Elementary acceptable. And the the unique thing about this is Washington since they don't give the ISAS the data that is used is the the third and fourth grade ISAS data for Washington. Now there's other components obviously in those metrics that are very specific to Washington but overall that's
013how that looks. Next one. So here's some highlights when you think about um yeah some things that we as a a district really um did well on. Again, that little diamond is the state average. You can s you can see we are at or above state average for for growth and proficiency above in ELA proficiency at 77.65, well above the state average. One that's not on here that I wanted to hit on too was the um that ELPA one that I alluded to earlier. So, if you think about the number of students that we have that are considered English English language learners, um our goal is to obviously get them to a spot where they don't need that that service anymore or that support. And we had a a really high number of students um
014that were able to is just under 80% um which again was over 20 20 points higher than uh the state average of 58.38. Next slide. Those numbers there are those for as a district as well. >> That's the whole district. >> So that's all the grades. >> That's the whole district. Good question. Yeah, that's third through 12. So these were some takeaways that we had shared in a couple different ways already both in-house and out of house. Um but one of the huge celebrations was seeing the high school um overall composite score go from 5265 to 662 um earning that commendable designation. Again, the proficiency across all core content areas. When you think about ELA, math and science, again, this is just that one test and science only tests fifth grade, eighth grade, and sophomores,
015right? But we saw growth in all of those. That's proficiency. Graduation uh rate five-year again up significantly. And then the particip participation in workbased learning, a big part of that had to do with how we were coding things. we weren't coding things properly before. And so as we got that done and that's why there was such a large jump there. Um if that makes sense. >> It was some of the classes and and things that kids were taking or doing. Next slide. Um yeah, I wanted to hit on the middle school. Um, so the actual their actual score of 60.78 would be considered acceptable, but because they were targeted year one specifically for students with disabilities, the IEPs, they drop you down a category, which is why we got bumped down. This happened last year
016um with Pence and Washington, if you remember, and it was very similar targeted year one students with disabilities. So, we've already started the process of what this looks like to create a school improvement plan with the state. Um we actually have a workshop in November where we'll come back together and then uh Carly will assemble a team um that will actually work with the A.E.A. uh to really create what's called the SAMI which is this um school improvement model um to address the the specific areas. So that's kind of what the next steps look like for the middle school. What I would say the middle school has been the most um on top of like looking at this data just because they're they want to get get this plan going. We haven't d d d
017d d d d d d d d d d d d d d d d d dug in as hard or in-depth at the other buildings um yet. So yeah, questions um specific to the Iowa school performance profile. One thing I you know wanted to highlight again that that ELA proficiency at 77 and a half or whatever it was 77.8 I mean that's that's really good and our goal is to get to 85% by 2030. So >> question Zach. >> Yeah. Um, have you looked at comp any comparisons with schools in our conference in southeast Iowa? Any benchmarking schools? How do we compare in that way? >> Yeah, I think when you when you talk about comparing, um, it's it's kind of hard to to say, hey, we're, you know, we want to compare to
018all these different schools to see where we fall. But, um, as a person that, you know, likes to kind of see that, yes, I have I have done that. And it's pretty clear that we're by far um not maybe not by far, but specifically with the NIA, we're higher than anybody within our region in southeast Iowa for sure in our in the Southeast Conference and then our neighboring schools as well. Um similar with science, math, we're pretty pretty much about the same and that that's an area that we've already identified as a space um that we need to continue to improve on. So, good question. >> Thank you. I think last year when we looked at this because last year was the first year they did a lot of this category rating drop and all
019that kind of stuff. >> It wasn't the first year that they did that. They just changed it. So they changed the amount of points and numbers that go with each one of those metrics if that makes sense. >> But I remember when I was doing a comparison with all the schools around us, I didn't see a high school that wasn't a needs improvement. I think I think everyone around us was in needs improvement, including us. Right. >> Our high school was targeted specifically for IP students. as um Pence and Washington. I just forgot to say the high school. Yeah. >> And then around us though, I don't think any of the districts around us, they were all targeted as well in the high school is what what I saw from >> Okay. Yeah. I I
020don't remember if if we had, you know, intentionally looked at that or not. >> So, yeah, I love the fact that we're not targeted anymore there. That's >> the high school. Yeah. >> Um the next piece, unless there's other questions with this, >> the only question I had was the one that were below the state average. >> Yep. I forget was it math or science? >> Math >> proficiency wise, right? >> I know it's hard to tie it all the way back, but is there looks at like the curriculum that we have or anything like that to make sure that we can try and get that up? I mean, I'm sure there's a whole plan and it's hard to to target one thing and say, well, it's our curriculum that's driving that down or whatever.
021Is there a specific action item or you're still digging into that to figure out? >> Yeah. So what what we've done at the for sure at the K4 level is not so much core specifically but more on the intervention side during core. So, we still have core, but as part of that block of time that our we're trying to intentionally grouping kids specifically that need more, let's say it's fact fluency or um like what's the word? Autis uh it's like um being able to just answer, you know, it's like fact fluency. It's just another another word that I can't remember the how to say it though. So, starts with an A. >> Yeah. And those are called out in the other report that you gave us, right? >> Correct. >> Call those out. Okay. >>
022Yep. >> Yeah. Makes sense. >> And that's the one we'll jump into next. >> Okay. >> And this one you all had access to electronically. I think I shared it with you. Um it'll be up on the screen as well. Next one. Sorry, John. The um the 2025 district update, the Google doc. >> Oh, okay. [Applause] through the paces back there. >> Yeah. So, um, I know part of, you know, what what we had shared or what I had shared and what you guys were looking for some type of a an update a few times a year just connected to our our goals at the building level, how they um connect to their plan on a page. So, again, I'm not going to read every single one of these things, but could you just zoom
023in maybe a little bit, John? Like one, give me 150 maybe. Just go view >> zoom. Boom. Yep. So, the goals on the left again, we've got two um goals connected specifically to uh student connectedness and and graduation. And then the third one was really more connected to uh our PLC process. So, you can see there 22 current students that are in an internship. um the areas that they're in, healthcare, construction, architecture, and then other career paths. We've got 19 kids enrolled for the second trimester and 16 and try three. Those will most likely go up as we continue to to move forward. Uh 71 kids in concurrent enrollment classes this trimester, 45 students um inmies, 24 in uh online courses through seven kids in AP online. Currently have 312 kids uh in fine arts
024or athletics. This does not include the clubs. Um we didn't get that. I'll I'll have that information either um in the the winter update or um sooner once we get it all compiled. This the the next thing um column um just looking at you know what what we're using data wise um our student assistance team at the high school. One thing we identified was the number of dropouts um that just haven't been connected because they could have dropped out at different times throughout the last four or five years. um really reaching out to figure out if if there's something we can do to to bring them back in in some capacity. So, that's something that that they've been looking at. We added a new intervention that we've never had at the secondary level before. Um
025couple times a week during seminar, uh smart goals teams, uh CLTs have created those, uh and for the most part, the high schools are very similar trying to prioritize all of the content standards by the 7th of November. We meet um again on Fridays. That's part of our work. Um but that's what that's looked like at the high school. And then leader in me again kind of in year I would say twoish um at the high school specifically. Um you can see again there's there's a piece of seminar we're using for that as well. Um connected to the seven seven habits. >> When did they how does that get implemented into the day for them? >> Yeah. So it's during seminar and seminar is part of the academic day. I think it's 25 or 30
026minutes. Um, and there's each Friday they don't have it with early out, but so two of the days are designated for interventions. So we use like a request system for kids that maybe need to reassess or miss something or need to be retaught. So teachers will have kids come to them to help them through that or with that. And then um the other days are specifically tied to leader and me um lessons connected to the seven habits. >> It's basically one of the periods. >> Yeah. >> Just smaller and less less time. >> So, for the internship, uh 22 kids doing it. Is it harder to find kids to that want to do an internship or businesses that'll take them? >> Um I would have to ask to to give you a full-blown I can
027definitely check. Um I would guess it's probably kids, but I don't know that for sure. And that data feels like a really nice point to talk to Donovan group about and kind of put it out there somehow and >> for sure >> make sense to people when they see oh this kid is doing this internship we're able to do some of that. >> Yeah, I think that'd be a pretty easy step. >> I think it's pretty easy thing for everyone to get to rally around too. It's pretty awesome. >> Good on the high school. Jump to the middle school. I >> think it was second one down there. on again we have three goals uh that directly align with with our district goals 100% of students growing a sense of belonging and then middle school
028similar to the high school also has that goal that all of the standards will be prioritized and articulated clearly so the data that that's here is is all proficiency data so this is based on the tests that we use both MAP and CBM MR at the fifth grade level and sixth grade level. You can see where we're at. Again, this is not comparatively to the spring or same kids. This is just right now our current fifth, sixth, seventh, and eighth graders where they're at proficiency wise in these spaces. >> And there'll be data on this at three points during the year. >> Yep. Okay. >> So then the winner will see exactly it'll be a similar document. Probably add a comparison so you can kind of see what that looks like when we share it.
029Is there just the comprehension now for numbers, but is there a way to get the growth? I mean, may be hard for this because you don't have another one to compare it to. >> No, we should be able to. And um I think we'll keep it separated though. So, we see how how many the percent of kids that are proficient, but then we could also see the percent of kids that grew. Maybe not to the level that they should, but they still showed growth and they're not yet proficient. Does that make sense? >> Yeah. And that would also include the kids that were already proficient that are still proficient >> or do would we want that separate? So if I have a highly let's say advanced proficient kid on this maybe didn't grow where they
030should have but they're still really would that would you want that to be in with that growth percentage category? Does that make sense what I'm asking? >> Yeah. I think it's just tied to that first one. It's we're going for growth. to like with these we can't tell if we're making it or not. >> All this is all this is is proficient. >> Yeah. >> Yep. >> Yeah. I think we'd want it we'd want to see if all kids did grow even if they were already proficient. >> Yeah. >> So if if they were already proficient and didn't grow, we wouldn't count them in the growth percentage. Correct. >> Yeah. >> Yep. Makes sense. >> That's kind of what we had talked about too. >> Yeah. That way we know of a certain quadrant or
031whatever percentage of kids is not getting address. I guess we wouldn't really know but it might help in >> we would in in house. Yeah, at the building level for sure. Um yeah so again looking at the data this is something that um specifically the the formal data data that we have to use that doesn't get looked at every single week but what does get looked at data wise is the formative assessments that are happening week to week within those teams whether it's whether it's um content or otherwise uh interventions again um Monday through Thursday four days a week all of them have an academic focus um even if it's an extension group smart goal very similar with our CLTs developed connected to um kind of a share out on the seventh and then leader
032and me middle schools much farther along than the high school um one of the new things they're implementing is the trust huddles um which is student led and and so far it's been going pretty Well, >> any other questions connected to the middle school? >> Will we at some point have a metric on like a participation, belonging, like how many kids are involved in an activity? >> Yes. >> Later in the year maybe. >> Yeah. I just didn't ask him for one this time. >> It's early. I'll get that for sure. [Music] Pence. Um again, 100% goals. If we look at the data specifically with there's the word I was looking for. See it? Automaticity. >> This is new this year. Of course, that's made up. >> Look it up. I had to look it
033up, too. Um, >> what does it mean? >> It's like the the ability to recall quickly. How many how quickly can you recall 2 * 2, 4 + 5, 6 * 4? Well, that that's what that is. And it's new because there's been this huge there's been a pretty big cry of hey we need we really need kids to understand math facts because the way that I would say math has um I don't say been taught but some of the newer curriculum with math it's it has taken that that part has taken a little bit of a backseat but it's really it's hurt our younger kids in the long run too. So that's why this is something we have to >> um we have to assess now. Uh so yeah this would be again this
034is all just the fall proficiency numbers and then this is not andor this should just be growth Sorry, I wanted that separated. So, this would be from the spring to the fall, the percent that grew. So, even with that time off, >> what was the percentage of kids that grew? Does that make sense? >> Yeah, that that'll be different. You know, that summer gap versus like a growth from to winter different And again, some some things that we're doing at Penn um our our principles, you know, filled this out and kind of shared it at an admin table, but um content teams meet regularly um specific to this data that's required through fast and fast bridge um met on the 26th, but you can see that uh again the real work happens weekly in those
035CLT meetings, in their their grade level meetings um with the with the work that's happening day-to-day, not just these um these one-time assessments in the the fall, winter, and spring. Um obviously, you know, we have to provide these reading plans and math plans, which will start in January. Again, this is all part of what the state's asking us to do. Um that we share with with families. Um you can see we added that 20 minutes of math fluency work at the the beginning of all of our math blocks and that was again based on kind of feedback from um what we've been seeing with with students skill level. Um and tier one obviously that's not as intense, not maybe as frequent. The duration may may not be as long. Tier two is going to be
036more title groups. They'll start on the 15th. Um and then tier three interventions, you know, specifically with maybe an IEP, um special education that started early right right when school started for the most part. And um yeah, so far there's been a lot of celebrations there at Pence um specifically with our behavior goals. The way that we've restructured um some of our programming for for kids that have IEPs with behavior goals. Yeah, Pence by far probably is the I would say the farthest and along most welloiled machine. Um the middle school's in a good spot too. Um Washington's definitely making um great strides and the high schools um working hard at as well. But um yeah, the accountability partners is is a new piece um for the leader in me um work at the middle
037school or at Pence. Um and that starts in a couple weeks. Last pause for questions quick. I know we're getting a little long here. >> The only one that >> I still have to wrap my head around is that first two goals because this is what we ran into last time when they all presented on their numbers >> is the andor and then it gets really confusing and so we're going to report on both mush together and so >> and we separated as long as we >> separate them. >> Yes. Okay. >> And that's what I want to make sure that we continue to do. >> Okay. >> So, uh question on Pence Zach or Mr. Wall. Um so you've intimated I mean there more detailed plan um a lot of a lot of effort
038a lot of growth at pence that we've noted we know now that Mrs. Jones is taking a step back for what's the succession plan to keep this going? Yeah. So, um, with her absence, um, starting the end of this week on Friday, um, I'll step into more of a day-to-day operations, um, just support standpoint. Our instructional and coach will really take the lead on the majority of this work connected to the plan on a page, strategic um, the goals. Uh, and she'll continue to do that. She's been heavily involved in that with um, Mrs. Jones, but I'll probably be a part of some of those planning meetings and communication as well. So essentially, I'll set up um shop there every morning. I'll I'll come here, check in, and I'll get there by 7:30 hopefully to
039to be there for at least the first hour or two. Um and then kind of, you know, based on the schedule with different meetings and things, I'll be jumping around. Um but ultimately, that's our plan as it sits currently. So to keep this momentum going. >> Yep. >> Thank you. >> Yeah. Uh yeah. And then Washington um really, you know, from a data standpoint that we report out on is again fast with reading and math. Um these are the current proficiency levels for them. When you look at again the the MTSS multi-tered system of support that's very I mean it's the same as um those are intervent that's the intervention time right so um tier one tier two tier three that's all part of MTSS MTSS would be the the broader um bigger kind of
040overarching um what that looks like and so like at the high school that MTSS part of a tier two or tier one intervention would be that seminar time which we hadn't had before. Um but again you can read through u we've got all of our groups in place. Um again smart goals um teams have developed those um the specific I would say K four smart goals look different than five 56 68 612 um just because they were a little bit farther along from the prioritizing uh standpoint. So they didn't have to get that work done as intentionally because it already had been done. Um yeah, and then they've they've really jumped in with leader and me as well um using using feedback from that uh survey that they gave last year to really continue to
041um align their their building wide goals and and um leadership teams um with their plan on a page. And how are we going to measure number three, a connection to a trusted adult? >> All all that we've been using is um a survey that our school counselor gives and it's really a um what's the word? >> Subjective. >> Yeah, not subjective. I mean, the kids will look at a picture and they'll say where they fall on that on that picture if they can't articulate it >> um with those different questions. There's only like 10 questions. That's all we've got in place currently. So, >> and that that has already um been given, but we still haven't we still have some kids that aren't finished yet. So, we should have something connected to that for sure
042um that I can share out on next time. Thanks, John. Next month, we'll have our instructional coaches here for Focus on Learning. Uh they're going to share just a couple different things with you guys specific to their role um as it sits and how they support teachers and then some of the work that they're they've been leading and being a part of. So, they'll be here next next month. Do you think we could also have attendance for the first trimester at some point too? I know we were tracking that last year, but Yep. >> It's not exactly on the goals. >> Uh 14th. Is that the last? I think that's the end of the first trimester. >> Maybe December. >> We might be able to get it by that. I mean, should we should be
043able to. >> Okay. >> Thanks. That was great. >> Thanks, sir. >> You bet. >> All right. Moving along to our consent agenda. Do I hear a motion to approve the consent agenda as presented? >> So move second. >> All right. Um it's been moved by Dave and seconded by Mark Thornton. Any discussion? All in favor? >> I >> opposed. Motion carries. Moving along to public participation. Do we have any public participation tonight? >> No participation. >> No, no participation. So, we'll move along to move on to new business. Um, new business 7.1. Do I hear a motion to approve board policies at the second reading? >> So, moved. >> Second. Moved by Mark Porter and seconded by Ty. Is there any discussion on the policies at the second reading? >> There anything here we
044need to be mindful of, Mr. Thornton? >> No, just some minor tweaks and some revamps on nothing crazy. >> All right. Any further discussion? All in favor? >> Opposed? Motion carries. Okay. 7.2. Do I hear a motion to approve the fiscal year 26 capital improvements project as presented? >> So moved. >> Second. >> Moved by Deborah, seconded by Mark Porter. Um, any discussion here? You want to get into this a little bit? >> Just what it is. Any questions? >> Can you fill us in, Evan? >> Yep. I'd be happy to. Let me pull up. So, the summary page looks very similar to last year. I don't want to go too in depth of that, but that's just all of our recurring costs. You know, that's our websites, that's our firewalls, that's our landscaping, um
045our marketing, so forth onward. So, that didn't really change a whole lot this year. Um, but some of the things I wanted to kind of highlight for FY26 is >> the Apple lease was probably the only thing that wasn't on there from years in past. Correct. Or did we have one then too? >> There was one is it expired and then I just put in the new dollars amount. So the summer page is all it paid with the new dollar figures with all the renewals. >> Um relatively the same. But what I really wanted to take a few moments to um get into is FY26. We call them summer projects, but not all of them are going to be summer projects. So in front of you, you'll see items highlighted orange. So that falls below
046the kind of $10,000 threshold. Those are projects that we can be doing throughout the year. So, some of the things on there are um some seamless gutters, um some repainting, um a couple of rooms need some new carpet that's just kind of unfolding um at Washington Elementary. Um there's some brick breaking off of some of our brick buildings. So, this that's going to get replaced throughout the year. Um and one of the big projects that um Matt Tyler, new director of operations, identified that he really wants to complete is making sure all of our water fountains now have the bottle fills on it. Um there's some different grants that we're still looking at. A lot of times, um, Delta Dental of Iowa comes out with grants to get one or two a year. Uh, that's
047how we've been currently doing it, but he really felt it was time to make sure all those are up to speed. So, he's going to be working on that throughout the year. Um, different from the last 5-year cap capital improvement plan that you guys approved last year or some changes were highlighted yellow in the document. So, those are some things either moved up or found additions. So, um, a new school sign at Washington. So, if you're driving towards Washington, as you can see, like the middle school has a sign up front, the high school has a sign up front, Pence has a sign out front, Washington's on the side behind the fence or by the playground. So, we really wanted to find a way to make sure everyone knew that was a elementary school there
048and just kind of highlight where that location is. Um, replace outdoor basketball asphalt. So, throughout the winter, some of our asphalt is coming up on um at the Pence playground specifically. It's bubbling. It's a trip hazard as identified as part of one of our insurance audits. Um so Matt thought it would be great to get that done this year. Um an asphalt walking path. So if you remember around Pence, there's that dirt track that the kids run around and it's used all the time at recess. They we thought it'd be really nice to put like a um walking path around that or asphalted or rubberized track to have the kids have a more safe spot and not have to be constantly pouring gravel. So those are some of the big changes at Pence. And then
049the only big change at the high school is we were having some water um treatment issues or testing that he's done and we need to install a new water treatment system. So that was a thing that got moved up from previous years to be taken this year. Other than that, if it's not highlighted, that was the same items that were identified in previous years. It's just the summer's projects. >> So the water treatment at the high school, what exactly does that entail? I mean, is that just for everything throughout the building then? >> So, essentially any water that comes in is going to go through this system so that all the stuff that it flows through, it won't >> make it worse. And for whatever reason, this last thing with our air conditioning, right, that
050what we had to replace shouldn't have been as bad as it was, the corrosion and all of the >> So, you think the water's creating corrosion some of the pipes? >> Our pipes are also older at the high school, so it's just trying to preserve those pipes to to create the future. So through the AC analysis, those pipes kind of broke, leaked, caused a flood. I don't know. >> And I think there used to be one there and it just never got fixed after it broke. And so it would be replacing that whole filtration system. >> So, >> but it was there, I'm pretty sure. >> Who is that going to be ordered through then? >> No idea. >> So yeah, so once you guys approve this plan, so to speak, Matt is going to
051be working on getting the three bids and then a buy. So, a lot of those bids will be coming at future meetings, but this is just the first step of, hey, are we okay with these projects >> for this year if the answer is yes by the board, we'll be hitting the market to try to get three different bids. So, >> just 75,000, but that's a little sticker shock there. So, I'm just kind of >> It definitely is, but I told aim a little bit high just to make sure we don't have a bunch of change orders come before the board in the >> I don't know how much it would be. No idea. >> Sure. >> Wow. I mean, I know it's a big system, but still it's >> a lot of money. have
052a lot of money on the Washington sign. Is that just to move the sign? >> No. So, he wants to maybe he's thinking LEDs. He's just kind of shopping around right now. Just different products that really >> um enhance that building. So, he's looking at different corners of different places up front. I don't if you think Pence, they have that one where you can like display >> messages. He's looking at some stuff like that versus just the lettering on the side of the building that says Okay. >> Washington Elementary. And the track that's gravel now that you're looking at um changing to I think you said asphalt that's at the middle school. It's >> at Pence. >> Yep. >> Asphalt. So expensive. >> It's >> Yes. So um part of that project you'll see on
053the plan it's $15,000 of district money. Um but throughout the years that building has fundraised to do some of these improvements. So, we agreed to a um this was a collaborative effort. Matt met with a lot of the principles and stuff as well that the total cost was probably4,000, but there's fundraising dollars that the Pence building would like to use some of their fundraising to help purchase that. >> When do they use it? Do they go out and walk around or >> Yeah, during their recess or PE time? Sometimes they run it for >> physical education. Sometimes just out of recess. Kids are constantly walking around. I've seen some cool trails that have like story book kind of kiosks, too. So, I mean, that would be an additional thing, but just >> it would be
054more valuable in my mind, I guess, if we could figure out. >> Yeah. Could there be something >> an academic kind of too? Maybe you could get more money from a grant for it too if there was like a >> library fundraising dollars. >> We could use that part or something like that >> called like story book walks or something like that. >> Yeah. Mention that. So, once we approve this plan, um, are we just approving going ahead ahead and getting all the bids for it or for anything over 10,000, do we still have to prove that once the time comes to do it or where are we at with that? >> Yeah. So, anything that's not highlighted on here that's still over that dollar amount still has to come to the board table. >>
055Okay. >> Y for sure. Like the big one at the high school with the the sound and light stuff, that's going to be a big project that we'll have to get, you know, a lot of input on from that department, but then also um get get bids for it. I just want to make make certain that anything over 10,000 we still have room to approve that as they come. So >> for sure. >> Y >> and this is for this coming year. So a lot of >> ideally we would get all this done by school 20 fall of 26. Yep. >> Uh Evan what question on the funding? >> Yes sir. >> So what's the funding sources? Uh and >> yeah absolutely. So, this plan um presented in front of you for the FY26, what
056I just kind of went over in a little bit more detail, is 100% PEP revenue. Um so, this is the first year our new dollar30 levy took place. Um actually, we had about $200,000 worth of carryover last year. So, this is 100% ple >> funded. And you'll notice, I mean, when you look at this plan, what do you not see on here? >> Middle school. >> The middle school, right? So, depending on what happens November 4th, that could >> change us. change this a little bit, right? And and do we look at um that save bond right away capacity to to get after some big projects at the middle school and renovate like heck over the next, you know, year and a half, two years? Um do we use some of the ple for that?
057So that'll be a decision I think that's going to have to come to the board table as well. Um regard you know regarding where where that vote ends up um falling >> if that have we made like a a priority list at the middle school if it fails because obviously first of all if it passes we still have to get the middle school for four years right so we have to keep it or three years keep it functional but then if it fails obviously >> revamp re revitalize all of it. Yeah >> because I think at that point we're going to start getting pretty serious. >> Yeah. My my opinion would be we look at the dollars that we have available with the save bonding and do as much as we can to prioritize um
058the use of those those dollars. Um so it'd be getting the team together to really hash that out >> because at that point seems like we're have to probably start getting pretty serious about you know tending to things. >> I would say it needs to be added you know to to this now right? >> Yeah. >> We'll cross that bridge in three weeks. >> Hopefully not. All right. Any other discussion? Some >> unless we can get rid of roofs. >> We can roof >> everything every time we turn around. We're replacing our roofs. >> All right. We have a motion on the table to approve the fiscal year 26 capital improvement projects as presented. All in favor? >> I opposed. Motion carries. We'll move along to 7.3. Our uh do I hear a motion to
059approve the fiscal year 25 audit draft as presented? >> Is it moved? >> Second. >> All right. Moved by Mark Thornton and seconded by Ty Ward. Any discussion here? Evan, I believe you're going to share a little. >> Yeah. So, if you have it in front of you, you have not seen kind of what um the auditor went over with the finance committee that Dave alluded >> to um when did we meet? Friday. >> Yes. >> So, I just kind of want to walk through um this is what the auditor shared with the finance committee, but I want to share it with the whole board um before you guys approve this draft. So, if you guys approve the draft, it'll go to final and this little sent off to the state auditor. Um so, the
060first page in front of you, it's the independent auditor's report. So what's highlighted yellow is the type of opinion you can get for a fiscal year audit. So we receive unmodified opinions across the board which is the highest rating you can get um for a fiscal year audit besides one area we receive a qualified opinion. And what that qualified opinion ties to is our educational foundation um funds that we receive. So since they are a primary entity of serving the school but our auditor does not audit that foundation they issue a qualified opinion because they did not perform the audit. That doesn't mean anything negative is happening. Just means that he cannot give an opinion because he did not perform the audit of that foundation. >> And the reason that the foundation was brought into
061the school district's audit like this was at some point the board wanted that to happen. And so that that's why it's there. Even though this auditor doesn't audit, they've got their own audit auditor. So, >> so across the board, I think that's a really positive. We receive the best ratings we can as a modified opinion from our auditors. Flipping to the next page, um the next highlighted area on the back there is kind of the economic factors bearing on the district's future. Um there's just a I mean there's one two three four five bullet points there but I think there's three that are really important to um highlight at this time and the first one being um open enrollment out of the district has decreased from fiscal year 2024 to fiscal year 2025 indicating improvement
062in student retention. So that seems weird as economic factors bearing on the district's future. That doesn't have to be a negative can also be a positive. So now we've have more kids staying in. Um, Zach will talk a little bit more, I believe, in his superintendent report about our enrollment um, trends, but as kids stay, that generates more dollars. So, he just wants to make sure that we're aware that, hey, we do have more, um, money that we have to making sure we're taking into our account. Um the second or the third bullet point on there um he noted um it was kind of a little bit more of a comment necessarily fine in years past we moved to technic factors this year but he saw that we were addressing or trying to address was
063the district facilities are aging and increasing and increasingly require repairs and maintenance. Um these capital needs place ongoing pressure on the district's financial resources and may require additional long-term planning to address. >> Yep. So essentially what he's indicating there is, hey, all of our facilities are different ages, but as you can see on the previous item, that was $1 million that we could afford this year of repairs going into Pence, Washington, and High School. We still have the middle school. We have a lot of other expensive needs out there. So with our agent facilities comes high cost, so he just wants us to keep that at the front of our mind. that he does know that we're running a bond campaign and there's some several contingency plans that we could talk through through finance or
064facilities if need be as well. Um the last bullet point I kind of want to highlight under that um was the last one which is for fiscal year 2025. Um he just reiterated the state of Iowa approved a 2.5 increase in supplemental state aid. However, this rate falls below the national consumer price index increase of approximately 3%. He also saw our budget forecast ties to 3% so he's not really nervous but he wanted to make it aware that the state gave us 2.5% new money CPI is currently at 3% just the law of numbers that just doesn't add up. So he just wants to make sure we're not going to get into a fiscal cliff in the future and that we're forecasting properly. Again the forecast model is not part of an audit. So that's
065why that becomes a factor of um >> yeah and just reminder how we are forecasting what we're using. >> Yep. So we used 2% SSA in our forecast model and we used 3% increase expenses. So we got 2.5 last year. So that's additional money that we weren't planning in the forecast and we did increase everything by 3%. So our forecast model should still align but again the auditor does not see what we're forecasting just wants to make us aware. Um kind of the last area or last couple areas I want to highlight. So if we go to page 68, it's the um summary of independent auditor results. Again, there's A through G. Um some ones I kind of want to touch base on. The first one being um well A was unmodified opinions, but I
066highlighted that on the first page, but item number B, it reads, "No material weaknesses in internal control over financial reporting were disclosed by the audit of the financial statements." What that means is our internal controls, our segregations of duties um had no material weaknesses. He did inform us. Um correct me if I'm wrong, Dave. He said about 82% of the schools in the state of Iowa are receiving a comment or finding on that, but we were not one of those schools this year. Last year, we did have that comment. As you know, we had to make that audit adjustment. So, we did rectify that issue. So I want to publicly thank you guys and everyone else that helped us get to that segregation of duties and that material weakness um taken care of. Um second
067one it kind of reads the same is D. No material weakness and internal control over the major program were disclosed with audit of financial statements. So that means that's the transfers of funds. That's your actual dollars to think about. So first one segregations and duties how we all lot the jobs of all of our staff accounting department HR teachers um this one's more tied to funds so there was no weaknesses in save dollars getting transfer general fund and not getting transferred back general fund getting transfer to save not getting transferred back in fact we had no inter fund borrowing that was new this year at all so there's no weaknesses in that um process so again last year we had a commentfinding in that category So, we had no material weaknesses this year. So, that's
068a big thank you to everyone that I'll just get to that spot. Um, and then there F is the another big one. The audit did not disclose any findings which were required to be reported in accordance with the uniform guidance section 200.516 which is a legal term of he's not going to be essentially having to call in state auditors getting a second opinion getting a second audit having something on the federal level that would have to come in and relook at us for uh mishap of something we're doing on the county side. So none of those findings have to go to a higher source. they should be able to take his opinion and get it published in accordance to the law. So, um that was kind of the independent auditor results that I want to
069highlight. And the last section is right on the back of that is we did have one finding. Um Dave alluded to it. So, if you guys remember in May, we did a public hearing about amendment before the board. The auditors look at it by line item, not total budget. So we did not exceed our total overall general fund budget but we did by 0.008% exceed um our non-instructional category and other expenditures. Um so what that means is we did spend in instruction but then we slightly overspend by 08% on a $29 million budget in these other categories. So he went by line item so he has to highlight that in there. Um, as we talked about that pretty substantially in finance, as Dave alluded to, our current amendment process seemed fit by that finance committee.
070So, I will plan again in May to bring any amendments if needed before the board through that proper avenue. Um, those are the big things I really wanted to highlight on the audit, but I'm open for any other questions. I would just highlight as well if you look at IVH25 the certified enrollment um there was a variance in the certified enrollment that was understated by three. So what that equates to is we'll have actually have to add that on to this year's certified enrollment. So we were already already plus whatever 3.35 then it'll actually look like we're plus six which those three were from the year that we just under under stated and then down to the supplementary waiting as well. um that data was overstated by 1.113. So that'll also be an adjustment on
071certified count 2025. >> And that means that we will be getting more uh dollars tied to those >> for the understated. Yes. For that three for the overstated that 1.113 that would be um you know 10. That'd be the other way. >> Right. >> Overall we're ahead. >> Correct. Correct. >> Out two. So, I'll take any year uh under stay or needing more money coming to us than having to return money back. So, and that's very very common. Um kids moving out so quick or you just missed someone on account >> or somebody a district may have had it coded incorrectly and when they go through the whole process. >> Yeah. >> Is there any questions on that audit? All right. Yeah, it seems like a great audit. So, thank you. >> Yeah, I'd like
072to say a great job. >> Yeah. >> Thanks for giving us such a clean audit. >> I I'd like to say I was going to say this in my highlights, but I um I want to commend both as the finance chair, I want to commend both Zach and and Evan for their work. Um we had some serious material weaknesses at least two years ago and they showed up again this time. and all those have been corrected and we can be very confident that the financial statements and the financial reporting that we get reflects the actual financial position of the district and we can make quality decisions based on that. And so I was very pleased meeting with the auditor and and uh having unmodified uh opinions in all those areas is very very very good.
073So, thank you very much. Thank you. >> All right. So, we have a motion on the table to approve the fiscal year 25 audit draft as presented. All in favor? >> I >> opposed. Motion carries. All right. Um, if we is everyone do we need to take a short recess? Should we get close to it first? Okay. I just wanted to double check. >> All right. Uh, do I hear uh do I have a motion to enter closed session under in accordance to Iowa code 21.51A to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that governmental body's possession for continued receipt of federal funds. >> So move >> second. >> Could you repeat that? Moved by
074Deborah, a second pass. Easy for you to say. >> Um, uh, I think this is a roll call vote. >> It's a roll call. >> So, uh, in order to enter close session, we'll have a roll call vote. Any discussion before I move in? >> Okay. Roll call vote, please. >> Mark Porter, >> yes. >> Ty Ward, >> hi. >> Mayor Robbins, >> yes. >> Mark Thorne, >> yes. >> Der Williamson, >> yes. >> Dave East, >> yes. Chrissy Kessle's still absent. We enter close session at 7:45. >> Do we want Does anyone need a threem minute recess if >> if we could? >> Okay. So, we'll take a three minute >> take a b break. Yes. All right. Uh, do I hear a motion uh on the open enrollment request? >> I do have
075a motion. I move that the board approve the open enrollment request, noting that although the application was filed late and does not meet the criteria for pervasive harassment as defined by Iowa Code Section 280.28, 28. The board is approving the the request consistent with the parents wishes. >> Is there a second? >> Second. >> Uh, all in favor? >> Roll call, please. >> Roll call is requested. Mark Porter, >> yes. >> Ty Ward, >> yes. >> Megan Robbins, >> yes. >> Mark Thornton, >> yes. >> Deborah Williamson, >> yes. >> Dave, >> no. passes 51. Christy Castle absent. >> All right. Um we'll move into superintendent updates. >> Yeah. Um wanted to share this publicly. I've communicated it with our staff and u some other people as well, but our certified enrollment what generates um
076money for us is up for the first time in in quite a while. So if you look back historically, we've been down 30 some kids, 30 some kids, 46 kids, 49 kids, and again, not heads or, you know, kind of that butts and seats kind of mindset, but um the certified enrollment standpoint, we're um above zero. So that's a a really good celebration. Our headcount is up as well. So the actual number of students um we have more than we did last year um from an actual body standpoint in our uh building. So that's a positive. Um, we are working on a communitywide mailer that's going to go out to all of our residents in the district, all of our business owners in the district, all businesses. Um, this is something that is going to,
077uh, be mailed out three times a year to just really make sure that that our community understands and knows where we're at as a district, what's going on, what we might need, um, those types of things. So, uh, that'll be something that will go out mid November before Thanksgiving for sure. We're kind of working on what we're going to call it um from a kind of catchy name standpoint, but um yeah, I think you alluded to this or in the HR committee update earlier, but really looking at how we can can better um pay and uh recognize our um specifically our employees. We're starting with pairs, but that'll continue with all of our hourly um employees um throughout the course of the year. And then another thing I I think that's really important to to
078to share and highlight is our schedule C um wage scale for all of our extra service contracts for um coaching or sponsor sponsoring activities. Um we are looking to upend that as well. So we're working with our um union to to create um one that would be again probably one of the best in our area. So, um, if I'm a head coach, if I'm, um, student council sponsor, I'm getting paid more to do that here than I am anywhere else. So, um, that should be done and and solidified by January, I'm guessing. All I got. >> All right, let's move along to highlights. Um, we start with Ty towards the end. Yeah, I uh I guess my highlight's going to be um some of the stuff he is talking about, which is kind of cheap
079because he just said it, but uh really excited for the open enrollment uh for the enrollment numbers going up. Um that's uh it's been a long time coming. Uh you know, hopefully we're at the bottom of that curve and we're heading our way up now, which is great. Um and uh yeah, the the PAR wage scale and the coaches um it's a long time coming. Um, ever since I've been on the board, we've been talking about uh trying to get more money in their hands. Um, and I'm really glad that we're finally tackling that and we have a plan to move forward. Um, you know, the uh the school districts that have newer buildings and everything are at a competitive advantage for us from because we have older buildings and we spend general fund dollars
080on stuff and we take our time at schoolboard meetings talking about facilities way too much. And uh I'm glad that uh you know we're on our way to honoring you know some of our employees and getting them more money. >> Next time >> um well I've already said you know sort of my highlight of course is the is the positive outcome in our audit. Um it was after a couple of years of material weaknesses and in internal controls um we've it seemed to have uh wrestled that to the ground and on our positive aspect and we can rely on the uh financial reports and our financial statements to give us a a true picture of the financial health of the district and we can make good decisions based upon loves. Um, and so I want
081to just once again thank Zach and Evan for for all their work and uh was very pleased with that. So that's one of my highlights and I'd just like to say I hope everyone had a nice Columbus day including everybody in the district. >> Thank you. >> Deborah highlight for me is the independent auditor's report. It's a great happy news. Thanks, >> Porter. >> Yeah, I've got several. Usually I do. Um, you know, first of all, of course, the enrollment numbers being up. You know, it's something that we've been working towards for several years now. And overall, just to see those numbers up is great. And then to see positive numbers from the audit, you know, obviously that was a struggle for us, you know, on this board. You know, getting the results that we
082want to see for the last for the for the first couple years. So, I really like the positive momentum that we're seeing there. And then, of course, uh my last highlight is is this. It will be Tai and Deborah's last full meeting, you know. So, it's been fun getting to know Deborah the last couple years. It's been fun getting to know Ty for four years now. I >> Then why is your highlight you don't get to hang out with me anymore? >> Was that again? >> Then why is your highlight you don't get to hang out with me? >> I know. But seriously, >> what I was going to get ready to say is I met Ty four years ago at our first debate, you know, and didn't realize that we were going to get
083to spend so many meetings together. And uh while it is the last meeting of my current term, as long as I can muster together a few votes here in November, it sounds like I'm at a pretty good chance of being on here for another four years. So, I'm halfway through as long as I stop at 8. So, >> thanks, Mark Thornton. >> I'll go back to the start of the meeting with the Iowa Performance, whatever that site is called. uh seeing some of the the increased results there. Um at the same time as we see some of those increase, I think it's a challenge for the board to understand some of our goals to continue to make that go high. So to understand what all the that other report that Zach gave us for the
084building's goals so we can get our head around the quick check-ins to know do changes need to happen or does it look like we're on the right trajectory? Um uh so yeah, just continue to improve our kids' discourse. >> Yeah. Yeah. I can't think of anything new to say. So again, thank you Zach and Evan, you know, for this the unmodified opinions from the auditor. It's great news that we're looking really good there. Um, and then I really appreciate just, you know, having such a focus on learning where we're seeing, you know, improvement and we kind of we're starting to know what to look for more, which I feel like it took a little while to get there and it's tied to our strategic plan. So, it just feels like things are coming together in
085in a way that is, you know, really forward moving and will be that destination district. All right. I hear a motion to adjurnn. >> So moved. Come on. Get second. Second. >> All in favor? >> I. >> We are. >> Thank you. Thanks everybody.