Facilities and Support Services Agendas:

SUPPORT SERVICES

DUBUQUE COMMUNITY SCHOOL DISTRICT 

NOTICE OF PUBLIC MEETING

You are hereby notified that the Dubuque Community School District Support Services Committee will meet at 3:30 p.m. on the 8 thday of May, 2012, at the Dubuque Community School District, Board Room, 2300 Chaney Road,Dubuque, Iowa 52001.

The meeting’s tentative agenda is as follows:

• Review Approved Minutes from Support Services Committee Meeting of April 3, 2012 *
• Approve Agenda for May 8, 2012, Meeting
• Update on New Food and Nutrition Guidelines
• Review Annual Contract with Northeast Iowa Community College for 2012-13 PAVE Program *
• Review Purchase of Materials for New Language Arts Curriculum *
• Update on Non-renewal of Membership with the Iowa Association of School Boards
• Review Amended Certified Budget Document *
• Review ERP Contract
• Other Administrative Items
• Board Member Concerns
• Set Tentative Date for Next Support Services Committee Meetings

(suggest Tuesday, June 12, 2012, at 3:30 p.m., Dubuque Community School District, Board Room)

• Adjournment

* Materials attached

Persons wishing to address the Board at this meeting should indicate their desire to do so with the School Board Secretary not later than two hours prior to the meeting, either by personal, written or telephonic request.

DUBUQUE COMMUNITY SCHOOL DISTRICT

2300 Chaney Road

Dubuque, Iowa 52001-3095

Phone: 563/552-3000 Fax: 563/552-3026

By: ____________________________________

Secretary, Board of Education

Date: May 3, 2012

FACILITES

DUBUQUE COMMUNITY SCHOOL DISTRICT 

NOTICE OF PUBLIC MEETING

You are hereby notified that the Dubuque Community School District Facilities Committee will meet at 4:30 p.m. on the 8 thday of May, 2012, at the Dubuque Community School District, Board Room, 2300 Chaney Road,Dubuque, Iowa 52001.

The meeting’s tentative agenda is as follows:

• Review Approved Minutes from Facilities Committee Meeting of April 3, 2012 *
• Approve Agenda for May 8, 2012, Meeting
• Review Donation to Lincoln Elementary School from City of Dubuque’s Love Your Block Grant *
• Review Donation from the City of Dubuque for Playground Equipment *
• Review Bids for Replacement Truck for Buildings and Grounds Department *
• Recommendation for Senior High School Small Gym Floor
• Review Additional Construction Costs for Sageville Elementary School Elevator / Entrance / Office Remodel Project
• Discuss Green Clean Schools
• Review Policy 10101, Community Use of School Buildings *
• Discuss Using Dubuque Soccer Complex Fields for Football Practice
• Discuss High School Baseball and Softball Fields
• Update on Current District Projects
• Dalzell Field Renovation
• Hempstead High School Renovation
• Kennedy Elementary School Addition and Renovation
• Sageville Elementary School Remodel and Air Conditioning
• Washington Middle School Renovation
• Jones Renovation
• Transportation Building Roof Replacement
• Summer Projects
• Other Administrative Items
• Board Member Concerns
• Set Tentative Date for Next Facilities Committee Meetings

(suggest Tuesday, June 12, 2012, at 4:30 p.m., Dubuque Community School District, Board Room)

• Adjournment

* Materials attached

Persons wishing to address the Board at this meeting should indicate their desire to do so with the School Board Secretary not later than two hours prior to the meeting, either by personal, written or telephonic request.

DUBUQUE COMMUNITY SCHOOL DISTRICT

2300 Chaney Road

Dubuque, Iowa 52001-3095

Phone: 563/552-3000 Fax: 563/552-3026

By: ____________________________________

Secretary, Board of Education

Date: May 3, 2012

DUBUQUE COMMUNITY SCHOOL DISTRICT

Facilities Committee

BOARD COMMITTEE MINUTES

This form is used by all multimember committees established by the Board of Education. Before any meeting is held, be sure you have met the requirements of Chapter 1037 Laws of the 67 th G.A., 1978 Session, Official Meetings Open to Public.

Complete the Following Before Starting the Meeting

• Date agenda was posted for meeting: March 29, 2012
• Date media were faxed agenda: March 29, 2012
• Media who were faxed an agenda: Radio Stations KATF, KDTH, KIKR, KUNI, and KGRR; Television Stations KWWL, KCRG, and KGAN; Newspapers Telegraph Herald, Des Moines Register, and Cedar Rapids Gazette; and Chamber of Commerce.
• Board Committee: Facilities Committee
• Date and Time of Meeting: April 3, 2012, 4:30 p.m.
• Place of Meeting: The Forum Board Room
• Attach agenda to this form. Verify that a copy of the agenda has been filed with the Secretary of the Board and the Administrator holding the Committee meeting.

If any of the above data does not comply with the open meeting law, do not begin the meeting.

Members present: Tom Barton, Otto Krueger, Mike Donohue. District representatives present: Kevin Kelleher, Rick Till, Bill Burkhart, Mike Friend, Rick Colpitts, and Joni Lucas. Guests: Kevin Timmerman, Ken Johnson.

Mr. Barton called the meeting to order at 4:30 p.m.

• Minutes of March 6, 2012 Meeting

Reviewed as approved.

• Agenda for April 3, 2012 Meeting

Approved.

3. Senior High School Small Gym Floor

Kevin Timmerman addressed the Committee with his opinion that Senior High School is the worst 4A basketball facility. The small gym floor is a safety hazard. He estimates it would cost $80,000 or less to provide a wood floor, similar to Washington and Jefferson. He provided documentation from other coaches. He indicated that people are willing to make donations to assist with this project. He also brought up the issue of a curtain, more basketball hoops, and improved lighting in Nora Gym. Principal Colpitts indicated that a plan is in place for a custodian to use the floor scrubber twice a day on the small gym floor, which has assisted with the dust and slipperiness of the surface. This floor is not a competition floor, yet games are played on it. Senior students deserve a gym they can be proud of. Mr. Burkhart reported that since February, when the twice daily scrubbing plan was implemented, there have been no complaints that he is aware of. After discussion, it was determined that the Buildings & Grounds Department will work with Principal Colpitts to evaluate the safety of the small gym floor and the other items suggested by Mr. Timmerman, and bring a recommendation to the next Facilities meeting.

4. Summer Projects

Kennedy Gym Roof Insulation – Geisler Brothers Co. was the low bidder at $38,950.00 for a 30 year roof.

Senior Gym Impaction Ceiling – Klauer Construction was the low bidder with a base bid of $59,950.00.

Senior Roof Insulation Replacement – Jim Giese Commercial Roofing was the low bidder at $123,928.00.

• Marshall Tuck Pointing and Window Sealant Project

Mr. Friend is recommending that the District reject all bids on this project. After further review, it is determined that the moisture problem must be addressed before determining how much tuck pointing is needed. The District will re-bid this project.

• Dalzell Field Project

Mr. Johnson indicated that there were no irregularities in this bidding process. Portzen Construction was the low bidder in the base bid amount of $8,994,000.00. Straka Johnson recommends that Portzen Construction be awarded the project.

• Transportation Department Roof Replacement Project

Initial bids were rejected, the scope of the project narrowed, and the project re-bid. Giese Roofing was the low bidder at $109,990.50. It is recommended to accept this bid. EMC Insurance will cover this cost.

• Update on Hempstead High School Renovation Project

Mr. Krueger reported on the status. The committee meets weekly. The cafeteria was discussed last week. CTE (industrial arts) was discussed this week. Auditorium seating is still not determined. A pool consultant will be on-site to evaluate the pool.

• Update on Dalzell Field

A groundbreaking has been scheduled for April 15, 2012, at 6:00 p.m.. Portzen Construction wants to begin the project on April 16.

• Kennedy Addition and Renovation Project

The kick off meeting is April 17 at 1:00 p.m. at the Forum.

• PPEL and LOSST Reports

Mr. Kelleher reviewed these project planning reports, which are also used in the preparation of the Aid & Levy.

• Other Items

Mr. Burkhart proposes to extend the sanitary sewer to the new concession stand at Senior. Quotes were received at a cost of approximately $12,000.

Dubuque Soccer Complex – District officials will need to negotiate with the Soccer Alliance regarding the use of the fields for football practice. This item will be put on the next Facilities Committee agenda.

The next meeting was scheduled for May 8, 2012, at 4:30 p.m.

The meeting adjourned at 5:32 p.m.

Joni Lucas, Secretary

Board of Education

DUBUQUE COMMUNITY SCHOOL DISTRICT

Support Services Committee

BOARD COMMITTEE MINUTES

This form is used by all multimember committees established by the Board of Education. Before any meeting is held, be sure you have met the requirements of Chapter 1037 Laws of the 67 th G.A., 1978 Session, Official Meetings Open to Public.

Complete the Following Before Starting the Meeting

• Date agenda was posted for meeting: March 29, 2012
• Date media were faxed agenda: March 29, 2012
• Media who were faxed an agenda: Radio Stations KATF, KDTH, KIKR, KUNI, and KGRR; Television Stations KWWL, KCRG, and KGAN; Newspapers Telegraph Herald, Des Moines Register, and Cedar Rapids Gazette; and Chamber of Commerce.
• Board Committee: Support Services Committee
• Date and Time of Meeting: April 3, 2012, 5:30 p.m.
• Place of Meeting: Forum Board Room
• Attach agenda to this form. Verify that a copy of the agenda has been filed with the Secretary of the Board and the Administrator holding the Committee meeting.

If any of the above data does not comply with the open meeting law, do not begin the meeting.

Members present: Otto Krueger, Mike Donohue, Tom Barton. District representatives present: Kevin Kelleher, Rick Till, Stan Rheingans, and Joni Lucas.

Mr. Donohue called the meeting to order at 5:33 p.m.

• Minutes of March 6, 2012, Meeting

Reviewed.

• Agenda for April 3, 2012, Meeting

Approved.

3. Ratification of Agreements

Mr. Rheingans reviewed the following tentative agreements:

Bus Driver/Bus Attendant – salary and benefits increase = 3.42%

Maintenance – salary and benefits increase = 3.98%

Secretaries – salary and benefits increase = 3.95%

Service Employees – salary and benefits increase = 3.98%

Dubuque Education Association – salary and benefits increase = 4.0%

4. Amendment to Financial Advisory Services Agreement with Piper Jaffray & Co.

Mr. Kelleher reviewed the Amendment to Financial Services Agreement. The original Agreement was signed in April of 2009.

• Certified Budget Proposal for FY 2012-13

Mr. Kelleher reviewed the Certified Budget Proposal. This proposal includes a reduction in the school tax rate of $1.48 due to a decrease in the cash reserve levy. The goal of three months of expenditures (cash reserve levy) has been achieved.

• Update on Financial Projections

Mr. Kelleher provided a brief summary of the unspent authorized budget (unspent balance).

• Other Items

Mr. Kelleher reported that he received a letter from Jason Glass with regards to special education billing issues. The state auditors’ office has been directed to conduct an audit to determine what costs are allowable. During the audit process, the DOE shall allow Hillcrest to bill as they currently have been, until an official determination has been made.

The next meeting was scheduled for May 8, 2012, at 3:30 p.m.

The meeting adjourned at 6:03 p.m.

Joni Lucas, Secretary

Board of Education

DUBUQUE COMMUNITY SCHOOL DISTRICT

Support Services Committee

BOARD COMMITTEE MINUTES

This form is used by all multimember committees established by the Board of Education. Before any meeting is held, be sure you have met the requirements of Chapter 1037 Laws of the 67 th G.A., 1978 Session, Official Meetings Open to Public.

Complete the Following Before Starting the Meeting

• Date agenda was posted for meeting: March 2, 2012
• Date media were faxed agenda: March 2, 2012
• Media who were faxed an agenda: Radio Stations KATF, KDTH, KIKR, KUNI, and KGRR; Television Stations KWWL, KCRG, and KGAN; Newspapers Telegraph Herald, Des Moines Register, and Cedar Rapids Gazette; and Chamber of Commerce.
• Board Committee: Support Services Committee
• Date and Time of Meeting: March 6, 2012, 3:30 p.m.
• Place of Meeting: Forum Board Room
• Attach agenda to this form. Verify that a copy of the agenda has been filed with the Secretary of the Board and the Administrator holding the Committee meeting.

If any of the above data does not comply with the open meeting law, do not begin the meeting.

Members present: Otto Krueger, Mike Donohue, Matt Strelo. Other Board members present: Tom Barton, Tami Ryan. District representatives present: Dr. Larie Godinez, Lynne Devaney, Kevin Kelleher, Rick Till, and Joni Lucas.

Mr. Donohue called the meeting to order at 3:35 p.m.

• Minutes of February 7, 2012, Meeting

Reviewed.

• Agenda for March 6, 2012, Meeting

Moved (Krueger) and seconded to approve the agenda as submitted. Motion carried.

3. Student Fees for 2012-13

Mr. Kelleher reviewed the proposed student fees for 2012-13. A new fee is being proposed for preschool (five year olds) whose parents wish for them to repeat preschool rather than start kindergarten. This fee is $3,000 per year or $333.33 per month. Some parents feel very strongly and will pay any amount for their student to repeat preschool. This is the same amount the District is being reimbursed for four year old preschool. Other minimal student fee increases are being suggested. The Committee had no objection to these increases.

4. Student Lunch/Breakfast Fees for 2012-13

The proposed increase is $.05 for lunch and $.05 for reduced priced breakfast (per state guidelines). The Committee had no objection to the increases.

• Need for Internal Auditor

Mr. Davis requested that this item be added to the agenda. He provided a memo detailing the reasons he feels this position is needed. UEN districts that employ an Internal Auditor are Cedar Rapids and Des Moines. Mr. Kelleher reviewed internal controls that are currently in place that cover many of the issues Mr. Davis raised.

• Contract with NICC for PAVE Program

This is a professional service contract with NICC for administrator and employing agent for the PAVE program at an estimated cost of $250,000.

• Board Member Concerns

Mr. Barton asked what committee hears technology issues. Dr. Godinez indicated that technology purchases would come to the Support Services Committee, while other technology discussions have come to Policy/Strategy Committee. Mr. Barton asked if there is a technology strategic plan. Dr. Godinez indicated there is not at this time. It was a task given to a past employee, but has not been completed. This vision would be crafted by the co-sourcing ITC vendor, once employed. Mr. Barton feels that the District should not employ a vendor (Dell) whose service was mediocre at best. He doesn’t feel there is buy-in from the employees or the community. Mr. Donohue indicated the process included meetings with stakeholders (building technology leaders/teachers) who live technology in schools every day.

The next meeting was scheduled for April 3, 2012, at 3:30 p.m.

The meeting adjourned at 4:35 p.m.

Joni Lucas, Secretary

Board of Education