001for you. Why would the going to go ahead and call the meeting to order. Welcome to the August 10th, 2023 Indian Hill Board of Education meeting. I will now call the meeting to order. If we could have the roll call, please. >> Mrs. Zikoltz, >> here. >> Mr. Marks. >> Mrs. Singh, >> here. >> Mr. Summerall >> present. >> Mr. Tullles >> here. >> Okay. If we could have the we need to adopt the agenda from the regular meeting agenda. May I get a first? >> So moved. >> Second. >> All in favor? >> I. Okay. Let's do the pledge of allegiance, please. To the flag of the United States of America and to the stands nationy and justice for all. >> Thank you. Okay. Item five, public commentary. Mr. Davis, do we have any
002public commentary this evening? >> There is none this evening. >> Okay. If let's go on to number six, correspondence recognition announcements. >> Welcome back board members. It's been a busy summer. Nice to see everybody and our guests that are here tonight. Thank you for being here. Um couple of wonderful celebrations that we want to talk about tonight. Uh our students and our adults have been very busy this summer as always doing some amazing things. Um, we have a couple of staff members, Erica Sites, Elizabeth Reebush, and Betsy Henning, who all spent a lot of time this summer earning a very important technology credential for the district called ISTY certification. Uh, these are recognized national certificates in technology leadership and instruction and programming. So, very proud of all of our staff members for putting that time
003in as part of this personalized professional learning that they're doing. also want to celebrate studentan Gandhi's award of outstanding youth and philanthropy from movers and makers Cincinnati 2023 national philanthropy day. Ashan founded music on the court where Ashan and his brother teach music during the summer to students who would otherwise not have access. Um just an amazing young person here who's trying to do leadership activities. I think this is the third or fourth time we've talked about Ashan in the last year. Uh continues to show leadership in really creative and amazing ways. We also want to celebrate student Jason Xiao, who we're going to bring here in person in September because he just set a national championship record in the 100 meter freestyle with a time of 4939, becoming the fifth fastest 15 to 16
004year old in the history of the United States. That is amazing. Jason has been very busy competing at a very high level uh doing national swim tournaments all summer long. So, we'll let him rest and catch his breath and then we'll hopefully get him here in person in September. Mr. Nichols is not with us this evening. Um, but uh we do have our project team here and Mr. Paycheck is going to lead us through a little bit of a celebratory um uh presentation here tonight as we get ready to open some amazing facilities that have been built new and renovated on campus. And I think it's time that we show the public some of the images that they're going to get to see live in a couple of weeks. So, Mr. Payekch, you could just
005tell me what you want me to do here and I'll move this along as we go. >> Thank you very much. Again, thanks for having us here again this evening. Uh, as Mr. Kcki said, uh, it's amazing the amount of progress that's been made over the past couple months since the last time we were here to update. Um, obviously for those who've driven by and seen the projects on the exterior, you've seen a lot of progress. We're going to go through a few things on the inside. You want to go to the first one there, Kirk? um you know, our usual slides about just where we've been and what we're doing. And we'll have a chance to kind of uh look back at some of these things when we get toward the end of the
006projects, but um you know, really one quick shout out to for the the project team. I know Skansa many are here tonight and the work they've been doing on these project sites and the construction, keeping these projects on schedule and obviously the district, the administrative team. um Kirk and Mick and Jim, Melissa and the whole and all the principles and and the the work they've been doing with all of the uh construction personnel out on the sites as well has been pretty remarkable. So, uh at the middle school, I'm just looking at the overall site and with the parking lots, the building, a lot of the focus here is really at this point getting the building final and closed. Um starting to kind of pull back into the building. A lot of interior work happening.
007Obviously, you can't see on the outside. Um but just that that building continues to to progress. um it won't be completed here till a little bit later in the fall. Um but I think just the uh the amount of progress that's been made again over the past couple months uh on the back side as we look at the exterior conditions and the outstanding uh outside spaces that'll that'll be uh available for students once these projects are opened uh continues to progress as well. There's some service drives around the back, piping, utilities, all those kind of things. If you go to the next one, uh the connector between the two buildings, again, you see a lot of the pavement work that's been progressing. uh metal panels and things going on to the building. If you go
008to the next shot, I kind of have a closeup of that connector and um you know, I think just the uh the opportunity that's going to have for the community, some of the spaces within the building as well. We had a chance to tour with the foundation the other day and some of the district administrators and their their spaces. So, those are also coming along really well. And again, just starting to get an idea of the scale and the size of the project and how that's going to look when it's all said and done. If we go inside the building, uh the village green, which is that main central hub of the middle school, grand stair again starting to take shape. Uh the second floor, a lot of the framing that's going up. Um getting
009trying to get starting to get a feel for the size and scale of that. The neighborhoods, right? Those are going to be the main places where all the students are going to be hanging out. These outdoor spaces are going to be really remarkable. You start to see that on the right hand side and kind of the views out um into the landscape. Uh in the high school, there's also been a lot of work going on over the summer. uh the band room. Uh there were several upgrades done to that with finishes and some systems and storage. There was also orchestra um some new spaces that were uh provided for um for small groups and ensemble that are also will be completed here over the next couple weeks. All new furniture in the high school when
010you have a chance to walk through the classrooms, these common spaces and just providing a lot more flexibility and opportunities for learning within the high school. that was that's already a great building, but a lot of that's been done here over the past couple months as well that'll really transform those spaces. >> Just a a cliff note on that. The furniture at the high school, this is the first time this building has ever had new furniture. When the high school was a new facility, that was not a part of the plan at the time. They did not buy new furniture. So, this is the first time the building's had new furniture and students and staff members, faculty members helped plan the furnishings that you will see in almost every room so that really the teachers
011could come up with a plan that works best for their content and for their students. So, really exciting to see how these spaces are are now being filled. Uh we go over the elementary school and uh again this uh these projects are going to be completed here over the next week or so before school starts. So they're nearing completion. The site, the campus, you're starting to see some of the parking lots um being completed in front of the new addition, sidewalks, new pavement, striping, um the playground spaces. We'll see some pictures here in a minute. So really taking shape. The addition itself uh is nearing completion with that parking lot and drop off. This shows the uh the outside where the new entrances will be to that that wing. U when we go inside the
012building, this is the connector. So when you go from the existing building into the new and again when you have a chance to walk through it, there's quite a a dramatic change from what what's there now versus um some of these new spaces and really looking for opportunities for um students to learn in different ways. the village green um eyab these corridor spaces are nearing completion as well and um furniture starting to go in finish is starting to be finished up um the steam the STEM lab IAB space uh furniture that space has actually been used here over the past week or so but again just looking at the the kinds of things that those spaces are going to provide for students arts art labs um you see some of the graphics that are going
013in the hallways um and then the gymnasium itself the auditorium There's still some rigging and and curtains and some AV equipment that'll be going in here soon. U but just again that particular space and and something that that school didn't have before and for the district in general having a whole another large recreation space, performance space. Uh the playground I know was a was a big uh focus on this project. >> This may be the most popular picture for many people >> and uh it's dry and uh new equipment. There's some spaces around the building you can see there on the lower right. I think there'll also be opportunities for students just to be outside and engage in different ways. So that's also nearing completion. Primary school similar. Um some overall shots. The next slide.
014Uh again you see some of the parking lots that have been uh redone and painted. The new addition the walking areas p the landscape spaces all that is um is just about completed and getting finished up. The new entrance has been done for a little while but there's been some other pieces and parts that have been added on. um to the new entrances. Um that's been in use, but you can again see that starting to take shape and that's um that's finishing up new reception space. Um very happy with how that's turned out. I think everybody's been excited that this new kind of welcoming environment uh with some security upgrades with the reception desk. Um >> there was a big IH put up on the wall today, too. >> Yeah, there was. Yeah, that just
015that didn't quite make the photo, but some additional graphics and branding. Um Village Green, this is also kind of taking on some more shape over the last day or two. um they're out there finishing this space up. But um in person, it's much more dramatic with the lighting and again just waiting for uh students to come in and be able to actually um be in these spaces and explore. Auditorium, again, there's some rigging, curtains, maybe equipment that's still going to be installed here soon, but all new seating and again quite a dramatic transformation of that space um that'll be used by students in the primary school, but I think for the district in general be a really nice space for for performances and events. >> Mrs. Watson has requested that all the polyurethane be ready
016for Monday so that she can then move back into her space. >> Uh additional playground areas at the primary school, new equipment, like I say, um all new all new surfacing out in that space and also very transformative. Um, so I think in general, as I mentioned, the the primary, the elementary, the high school, transportation, all those spaces are on schedule to be completed here over the next week or so, right before school starts. Um, middle school will follow. Um, that's going to be finishing up here in the fall. Um, so you'll see a lot more activity kind of pushing back into that area. Scans kind of finishes up these other projects. But, um, but really, like I say, remarkable what's happened over the summer. Um, the whole project team, the administration, staff, the board,
017um, really get these projects to where they where they are now. I think the community is going to be really excited. Um the students obviously um they move in here over the next week and um as we continue kind of pushing through to get the middle school done. So >> Chris, just as a a talking point uh for anybody who might be paying attention to the public, uh what we were informed this week was that pending some inspections next week. We should be able to call our transportation building, our primary school, and our elementary school projects substantially complete by the end of next week. >> That's correct. Yeah. And like I said mentioned parts of the high school as well fall in that category. >> Excellent. Excellent. Any questions or comments from the board before
018we move on? >> I see some great opportunities on that flat roof >> some aerial. Yeah. >> Thank you. Appreciate it. Thanks for all the project members. Appreciate all your work this summer. Mr. Summer, I'll move on to the superintendent report if that's okay. >> Yes. Thank you. >> So, tonight under 7A and B, we have the approval. >> Oh, yeah. >> I need a remote. >> Uh, under 7 A and B, we have the approval of some annual handbooks. Uh those are for our athletics and staff. These are uh updated annually to reflect changes in board policies and guidelines. Um item C, we have another resolution declaring impracticability of transportation offering payment to parents in lie of transportation. This is the first part of that. Um Mr. Davis can take care take care of
019the next part if it's approved. Uh and then under letter D, we have several personnel actions, tuition reimbursements, professional meetings. Um, if you look at D1 through 6D, uh, there are some approval of some staff contracts, mostly aids here, some personal service contracts for fall, uh, supplementals, and some professional learning approvals. We also have several retirements or resignations um, due to either a retirement or some aid changes. Um, and that takes us through 6D. So, if there are no questions, I would ask the board entertain 7 A D uh 7 A through D6D. >> Okay. May I have a motion to accept the superintendent's report? >> I will make a motion to accept the superintendent report items 7A through D6. >> D6. >> Yeah, we have a second. >> Second, >> Mr. Tullus. Yes, >>
020Mrs. Zikoltz. >> I >> Mrs. Singh. >> Yes, >> Mr. Summer. >> I. >> Thank you. >> Okay, let's move to the treasures report. Mr. Davis, >> under my report for this evening, I have to um item A is to approve the minutes from the uh June 27th regular meeting as well as the June 14th special meeting. Uh the financial reports for the month ending July 31st, 2023. Um we also have a uh OC reporting requirement for commercial paper that we invest in. Um those attachments were part of the packet. Uh we do this on an annual basis and then I report those to the auditor of state before August 31st. I'd like the uh the approval to pay now and then invoices. We have three of those. Item E is to approve the following
021contracts for the 2324 school year. Um just a couple that I would like to make note of. Um you'll notice the change orders for the energy performance project. Um that was the project that was in place with energy optimizers. Uh we talked about as that project was coming to a conclusion of making the controls part of that that that particular package to put that in with the new construction and get the district an entirely new controls package instead of trying to uh update the old ones, have different systems. Um so we found that to be more would be a more efficient path. Um Moes Engineering provided the uh engineering part of that in order to make that happen. So those are the two two change orders you'll see there for the energy project. And then
022we have uh the rest of that money will be going back into the construction project to pay for those upgraded controls. Item five, touch on that one. Um you'll see that scanning of records. Uh what that was is when we moved out of the middle school, we had nearly three entire rooms full of records. Uh most of them were permanent records. So in order to save on costs of moving those from one place to another and then back again and then all of the creating that space in a new building, uh we went ahead, we got a company that that took them out for us. They moved them out. They did all the scanning and now all of these records are part of a permanent database that's on our on our system. And then they
023were shredded. Yes. Item F is the approval of school year change funds. We have uh $5,000 for the athletic department and a thousand for the cafeteria. We also ask that there's several um different uh activities throughout the year that we get smaller change orders for uh weekend events, things like that. And then that money goes right back into the bank. Uh item G is the approval of a transfer of $170,000 from the general fund to athletics for general operations of the athletic department. Uh we ask the transfer of $140,000 from the general fund to athletics facility set aside for athletic turf replacement. Um you'll note that the turf was replaced at Shaun Field this year. It looks absolutely gorgeous. And then we also have the softball and baseball infields um that will need to be
024turfed here soon um as part of our analyze [Music] how much money we need going forward based on how much time we estimate the new fields will last and begin to ch we'll probably update this number for the set aside at that point. Um, item I is the approval of the FY24 permanent appropriations resolution. And then item J is the acceptance of donations. Uh, we have two of them this month from the foundation. It goes to the athletic department for football strength and conditioning. A donation of $13,000. And then a donation from Beacon Orthopedics to our athletic department to buy staff shirts in the amount of $5,485. As always, we appreciate everybody who is willing to donate to the district to help supplement the great things we do here. With that, if there are any
025questions, I'll be happy to take those. If there are none, I would like to uh submit my reports. Items A through J for approval. >> Okay, seeing there's no questions, may I have a motion to accept the treasures report? >> Move to accept the treasures report. Um item 8 A through J. Second. >> Okay. >> Mrs. Iicult. >> I. >> Mr. Tullus. >> I. >> Mrs. Singh. >> Yes. >> Mr. Summer. >> Hi. >> Thank you, Mr. Davis. Okay. Item nine. Other business by the board. Is there any other business this evening? >> Just a couple comments if that's okay before we adjourn. Two things. Um, board members. First, I'd like to give a big thank you for all the work done this summer by our director of operations and human resources, Jim Nichols. I
026know Jim's not here tonight. I wish he was. Um, but he's having some well-deserved time uh outside of the district, and he has been working tirelessly to make sure that our safety, security, and operations are ready to go for the new school year in all of our renovated spaces. It's truly amazing the amount of work he's put in and what he does. Um, and aside from all the general work on the construction project, uh, what Melissa and Jim have done together with our team of principles to ensure that furniture is ready to go, um, that we got everything we ordered, um, that the punch list is as small as possible. Uh, their eyes are on everything. So again, to Dr. Stewart, thank you. And to Mr. Nichols, a big thank you. I also want to
027thank uh the entire team including Eric Seamini who's in the back and Heather Hickden, uh Amy Clark and Melissa for all the time and effort they put in to help plan a wonderful event this Saturday uh for the Clark family uh as we uh remember Jeff Clark uh our lost faculty member. Uh it will be a wonderful event Saturday for anybody who can attend and our team has put a lot of time and effort into this to make it right and uh we just welcome everybody to participate that can. I think it'll be a special uh evening to celebrate the life of Jeff Clark. Uh and with that, the last thing is we have some amazing openings of school coming and I hope that all of our community can come and celebrate with us as
028we open our new wing at the elementary school and our newly renovated primary building. Come and see these spaces at the high school. And we're going to kick off an amazing school year uh the week of the 21st. So, look forward to seeing everybody soon. Uh we've got a home football, a home soccer game Friday night. We've got home football the following Friday and uh Braves Palooa at the park and before you know it, it'll be time for all the students to roll back in and we can't wait. That's all. Thank you. >> Thank you for the comments, Dr. Stewart. Again, thank you for all the time and effort you put in this summer. It's been a major undertaking and I know there's many people involved and we'll thank Jim Nichols when we see him
029next month. So, any other questions, items? Okay, seeing none, I'd like to adjourn the meeting. May I get a motion? >> So moved. >> Second. >> All in favor? >> I >> Thank you, everyone.