MILTON-UNION EXEMPTED VILLAGE SCHOOLS School Board Meeting Board Room Unofficial Organizational Meeting The Organizational meeting of the Milton-Union Exempted Village Board of Education was called to order by President Pro- Tem Lori Ginn Parsons on January 9, 2018 at 6:30 p.m. Oath of Office Mrs. Altenburger administered the oath of office to Mr. Thompson and Mr. Dehus. PLEDGE OF ALLEGIANCE ROLL CALL Present: Mrs. Brumbaugh, Mr. Dehus, Mrs. Ginn Parsons, Mr. Long, Mr. Thompson Others Present: Dr. Brad Ritchey, Superintendent, Mrs. Kay Altenburger, Treasurer ORGANIZATIONAL BUSINESS (Nominations do not require seconds. Members may nominate themselves.) Nomination(s) for President of Board: Mrs. Brumbaugh nominated Mrs. Ginn Parsons. 2018-001: Election of President of Board: Vote Mrs. Ginn Parsons for President A motion was presented by Mrs. Brumbaugh and seconded by Mr. Long to vote for President of the Milton-Union Board of Education. Vote: Yeas: Mrs. Brumbaugh Mr. Dehus, Mrs. Ginn Parsons, Mr. Long, Mr. Thompson Nomination(s) for Vice-President of Board: Mrs. Brumbaugh nominated by Mr. Long 2018-002: Election of Vice-President of Board A motion was presented by Mr. Dehus and seconded by Mr. Long to vote for Vice-President of the Milton-Union Board of Education Vote: Yeas: Mr. Dehus, Mrs. Ginn Parsons, Mr. Long, Mr. Thompson, Mrs. Brumbaugh Mrs. Ginn Parsons, President, presided over the remainder of the organizational and regular meetings. 2018-003: Meeting schedule for 2018: A motion was presented by Mr. Thompson and seconded by Mr. Long to establish a regular meeting schedule for 2018 with adjustments for holidays and Capital Conference. The schedule of each regular meeting will be posted annually on the exterior door of the District Office, 7610 Milton Potsdam Rd. Any changes will be posted immediately: Time: Place: 1/09/2018 2/12/2018 3/19/2018 4/16/2018 5/21/2018 6/28/2018 7/16/2018 8/20/2018 9/17/2018 10/15/2018 11/19/2018 12/17/2018 6:30 p.m. Board Room
Vote: Yeas: Mrs. Ginn Parsons, Mr. Long, Mr. Thompson, Mrs. Brumbaugh, Mr. Dehus 2018-004: District Legal Representation A motion was presented by Mrs. Brumbaugh and seconded by Mr. Thompson to employ the following law firms to provide general legal representation to the District and pursuant to the terms set forth. Further, the Superintendent, Treasurer, and Board President are hereby authorized to execute said agreement including the certification of available resources, for calendar year 2018. a. Bricker & Eckler, LLP: primarily for appointed designee for special education appeals of suspension and expulsions, and for general legal work b. Dinsmore & Shohl, LLP: primarily for bond counsel, election legal work and general legal work c. Squire, Patton & Boggs, LLP: for economic development and general legal work Vote: Yeas: Mr. Long, Mr. Thompson, Mrs. Brumbaugh, Mr. Dehus, Mrs. Ginn Parsons 2018-005: Federal and State Programs A motion was presented by Mr. Dehus and seconded by Mrs. Brumbaugh to allow application and participation in Federal and State programs, where applicable, for 2018. Vote: Yeas: Mr. Thompson, Mrs. Brumbaugh, Mr. Dehus, Mrs. Ginn Parsons, Mr. Long 2018-006: Other Funds A motion was presented by Mr. Thompson and seconded by Mr. Dehus to allow the district administration to apply for and seek funds in the name of and on behalf of the Board of Education from public and private sources, including but not limited to federal/state governments and agencies, charitable foundations, private corporations, businesses, community organizations, etc., and to receive, accept and disburse same in the name of the Board of Education. Vote: Yeas: Mrs. Brumbaugh, Mr. Dehus, Mrs. Ginn Parsons, Mr. Long, Mr. Thompson 2018-007: Bylaws and Policies A motion was presented by Mrs. Brumbaugh and seconded by Mr. Long to adopt existing bylaws and policies for its own operation and the operation of the school system. Vote: Yeas: Mr. Dehus, Mrs. Ginn Parsons, Mr. Long, Mr. Thompson, Mrs. Brumbaugh 2018-008: Superintendent Authorization A motion was presented by Mr. Dehus and seconded by Mr. Long to approve the following standing authorizations for the Superintendent/designee: a. To employ temporary personnel. b. To make offers of employment, when this Board is not in session, directly to candidates for either teaching or non-teaching positions and to acknowledge acceptance of such offers, subject to ratification by this Board. c. To accept resignations which have been submitted by employees during times when this Board is not in session. d. To appoint negotiating personnel. e. To enter into contract agreements for services needed in emergency situations.
f. To approve applications for professional meetings which conform to established Board policies and within the appropriations for such activities. g. Purchasing Agent for district h. Civil Rights Coordinator (Title IX, ADA, etc.) i. Safety Officer for participation in Worker's Compensation consortium Vote: Yeas: Mrs. Ginn Parsons, Mr. Long, Mr. Thompson, Mrs. Brumbaugh, Mr. Dehus 2018-009: Treasurer Authorizations A motion was presented by Mr. Long and seconded by Mrs. Brumbaugh to approve the following standing authorizations for the Treasurer: a. To request appropriate payments from County Auditor (including advance of taxes) and State Department of Education for calendar year 2018. b. To invest interim monies. c. To pay all bills, provided that funds are appropriated and available. d. To modify appropriations throughout the year without increasing total fund appropriations. e. To advance cash from fund to fund to alleviate cash flow difficulties. f. To serve as official parliamentarian--using Robert's Rules of Order. g. To establish change funds and petty cash drawers, up to limits detailed below, and to set appropriate controls over their use: Change Fund Drawer - Lunchroom $ 305.00 Petty Cash - Administration $ 100.00 - HS $ 50.00 - MS $ 50.00 - Elem. $ 50.00 - Athletic $1,800.00 Mrs. Altenburger explained the petty cash amounts are the same amounts that were in place last year. The athletic petty cash account was increased from $1,400 to $1,800 last year. Vote: Yeas: Mr. Long, Mr. Thompson, Mrs. Brumbaugh, Mr. Dehus, Mrs. Ginn Parsons 2018-010: Waive Reading of Minutes A motion was presented by Mr. Dehus and seconded by Mr. Thompson to waive the reading of the minutes of the previous meeting by the Board President, providing they have been submitted in advance. Vote: Yeas: Mr. Thompson, Mrs. Brumbaugh, Mr. Dehus, Mrs. Ginn Parsons, Mr. Long 2018-011: Committees/Representatives for 2018 A motion was presented by Mrs. Brumbaugh and seconded by Mr. Thompson to establish the following Board of Education standing committees/representatives for 2018: (These appointments are made by the President) Legislative Liaison and Student Achievement Liaison: Mr. Ben Dehus Policy Update Committee: Mr. Long Mrs. Ginn Parsons
Building and Transportation Committee: Mrs. Brumbaugh Mr. Dehus Milton-Union Education Foundation: Mrs. Brumbaugh Audit/Finance Committee: Mr. Thompson Mrs. Ginn Parsons Enterprise Zone Mr. Long Facility Complex Representative: Mr. Thompson Vote: Yeas: Mrs. Brumbaugh, Mr. Dehus, Mrs. Ginn Parsons, Mr. Long, Mr. Thompson SUPERINTENDENT S REPORT Dr. Ritchey presented an update on the following items: On Thursday evening, the committee to select the Hall of Honor inductees will be held. There were no inductees last year. More applications have been submitted this year. On March 26, Ross Szabo, mental health speaker and advocate, will be in the district to give a presentation to middle and high school students during the day and to present to parents and community members in the evening. The curriculum used for young adults is a positive approach to mental health. Dr. Ritchey plans to reach out to the faithbased community to invite them to hear the message and reinforce it with students. Cheryl Stiefel Francis is stepping down as executive director of the Miami County Foundation due to health issues. On January 23 at 6:00 p.m., the district advisory committee will convene. Administrators will present on the foundations of finances, facilities and education. HEARING OF THE PUBLIC TREASURER S REPORT 2018-012: Approval of Minutes A motion was presented by Mr. Thompson and seconded by Mr. Long to approve the December 18, 2017 Board of Education Minutes. Vote: Yeas: Mrs. Ginn Parsons, Mr. Long, Mr. Thompson, Mrs. Brumbaugh Abstain: Mr. Dehus 2018-013: Approval of Financial Report A motion was presented by Mrs. Brumbaugh and seconded by Mr. Long to approve the December 2017 Financial Report. Mrs. Altenburger reported that as of December 31, 2017, revenues are 1.72% higher and expenditures are 5.45% lower than projected for fiscal-year-to-date projections. Revenue Line 1.035 (State Foundation) continues to be lower than projected. The percentage of variance between actual revenue versus projected revenue remains about the same.
Expenditures Line 3.03 (Purchased Services) continues to be the main area that is lower than projections; however, the percentage of variance between actual vs. projected expenditures is approximately 0.2% less than last month. The State has not yet deducted funds for payment of the fall College Credit Plus classes. As discussed last month, educational service center costs have increased. The increased expenditures have not yet been realized for a full month. Vote: Yeas: Mrs. Ginn Parsons, Mr. Long, Mr. Thompson, Mrs. Brumbaugh, Mr. Dehus OTHER SPECIAL REPORTS AGENDA CONFIRMATION Additions and Changes: 2018-014: Approval of Agenda A motion was presented by Mr. Long and seconded by Mr. Thompson to approve the agenda as presented. Vote: Yeas: Mr. Long, Mrs. Ginn Parsons, Mr. Thompson, Mrs. Brumbaugh, Mr. Dehus OLD BUSINESS NEW BUSINESS 2018-015: Alternative Tax Budget Resolution: A motion was presented by Mrs. Brumbaugh and seconded by Mr. Long to approve the Alternative Tax Budget without a verbatim reading of the resolution. THE BOARD OF EDUCATION OF THE MILTON-UNION EXEMPTED VILLAGE SCHOOL DISTRICT MIAMI COUNTY, OHIO A RESOLUTION DECLARING THAT THE BOARD OF EDUCATION OF THE MILTON-UNION EXEMPTED VILLAGE SCHOOL DISTRICT HAS REVIEWED THE DOCUMENTS AND INFORMATION PREPARED BY THE CHIEF FISCAL OFFICER OF THE MILTON-UNION EXEMPTED VILLAGE SCHOOL DISTRICT FOR SUBMISSION TO THE BUDGET COMMISSION OF MIAMI COUNTY, OHIO IN RELATION TO THE ALTERNATIVE TAX DOCUMENT FORMAT FILING PROVIDED UNDER SECTION 5705.281 OF THE OHIO REVISED CODE AND AUTHORIZED BY SAID COMMISSION FOR THE FISCAL YEAR 2019, AND THAT SAID BODY APPROVES THE SAME. WHEREAS, Section 5705.281 of the Ohio Revised Code authorizes and empowers a county budget commission, by an affirmative vote of a majority of its members, including an affirmative vote by the auditor of the county, to waive the requirement that a taxing authority of a subdivision or other taxing unit adopt a tax budget, as is provided under Section 5705.28 of the Ohio Revised Code, and require such taxing authority to provide such information as may be required by the commission to perform its duties under Chapter 5705 of the Ohio Revised Code, including dividing the rates of each of the subdivision s or taxing unit s tax levies as provided under Section 5705.04 of the Ohio Revised Code; and WHEREAS, pursuant to the terms and provisions of Section 5705.281 of the Ohio Revised Code, the Miami County Budget Commission, by an affirmative vote of a majority of its members, including an affirmative vote by the Auditor of Miami County, Ohio, has authorized and permits the taxing authority of a subdivision or other taxing unit within Miami County, Ohio, to refrain from adopting a tax budget, and has designated the information which the said Budget Commission requires of each taxing authority of a subdivision or other taxing unit to permit the Budget Commission to perform its duties under Chapter 5705 of the Ohio Revised Code; and WHEREAS, it is the desire and intention of the Board of Education, as the taxing authority of Milton-Union
Exempted Village School District, to elect to refrain from adopting a tax budget for the fiscal year 2019, and, in the alternative, to submit to the Budget Commission the information and documents which it has indicated will be necessary in the absence of such adoption; and WHEREAS, previously by its resolution, the Board of Education declared its said desire and intention, and authorized and directed the Chief Fiscal Officer of the Milton-Union Exempted Village School District to prepare and to submit to the Miami County Budget Commission such information and documents as are necessary incident to said process and submission, and to take such other actions as may be reasonably necessary incident thereto; and, WHEREAS, the members of the Board of Education have examined such information and documents and approve of the same; NOW, THEREFORE, BE IT: RESOLVED, by the Milton-Union Exempted Village School District, Miami County, Ohio, that: 1. The Board of Education of the Milton-Union Exempted Village School District hereby declares that the members of said body have examined the contents of the information and documents which have been prepared by the Chief Fiscal Officer of the Milton-Union Exempted Village School District for submission to the Miami County Budget Commission under the alternative tax document format provided by Section 5705.281 of the Ohio Revised Code for the fiscal year 2019, and the Board of Education of the Milton-Union Exempted Village School District hereby approves the same; and 2. The Board of Education of the Milton-Union Exempted Village School District hereby authorizes and directs the Chief Fiscal Officer of Milton-Union Exempted Village School District to submit such information and documents to Miami County Budget Commission, and to take such other actions as may be reasonably necessary incident to said submission; and 3. The Board of Education of the Milton-Union Exempted Village School District hereby finds and determines that all deliberations and actions related to the foregoing were effected in open and public session and in full compliance with Section 121.22 of the Ohio Revised Code, and otherwise as is provided by law. Mrs. Altenburger explained that the tax budget is used by the county auditor s office to create the Certificate of Estimated Resources, which is needed to create the FY19 operating budget. Vote: Yeas: Mr. Thompson, Mr. Long, Mrs. Brumbaugh, Mr. Dehus, Mrs. Ginn Parsons 2018-016: Public Records Designee A motion was presented by Mrs. Brumbaugh and seconded by Mr. Long to approve Treasurer Altenburger as board designee to attend public records training on behalf of Mr. Ben Dehus and Mr. Doug Thompson, whose terms began January 1, 2018. Vote: Yeas: Mrs. Brumbaugh, Mr. Thompson, Mr. Dehus, Mrs. Ginn Parsons, Mr. Long 2017-017: Property, Fleet & Liability Insurance Coverage A motion was presented by Mr. Dehus and seconded by Mr. Thompson to approve a 1-year contract extension to Argonaut/Trident Insurance for coverage of school property, liability, bus fleet and other BOE owned vehicles at the same rate as 2017-2018 for the 2018-2019 policy term. Mrs. Altenburger commented that the rate freeze for the 2018-2019 policy term is positive for the district. Mr. Dehus asked for the insurance rating of the company. Mrs. Altenburger commented that the district has worked with the company to resolve several claims. She has been pleased with their service and has received payment for claims without difficulty. Mrs. Altenburger further explained the premium cost would increase due to increasing coverage on the K-12 building, which is needed because of rising construction costs. The increased coverage could cost as much as approximately$9,500, additionally, per year. The current premium cost is $33,000 annually.
Vote: Yeas: Mrs. Ginn Parsons, Mrs. Brumbaugh, Mr. Dehus, Mr. Long, Mr. Thompson 2018-018: Consent Calendar (1-3) A motion was presented by Mr. Thompson and seconded by Mrs. Brumbaugh to approve the Consent Calendar All matters listed under the Consent Calendar are considered by the Board to be routine and will be enacted by the Board in one motion in the form listed below. There will be no discussion of these items prior to the time the Board votes on the motion unless members of the Board, staff, or the public request specific items to be discussed and removed from the Consent Calendar. The Superintendent and administrative staff recommend approval of all Consent Calendar agenda items. 1. Employ the following personnel of supplemental contracts for the 2017-2018 academic year: POSITION PERSONNEL STIPEND STEP 5 ext. days El Sec. Chasity Moran Per Diem n/a 2. Accept the following classified substitute resignation, effective December 15, 2017 a. Holly Hurtig 3. Employ the following classified substitute personnel for the 2017-2018 school year, on the first eligible date, as per salary schedule: a. Toni Willis Vote: Yeas: Mr. Long, Mr. Dehus, Mrs. Ginn Parsons, Mr. Thompson, Mrs. Brumbaugh OTHER AUTHORIZATIONS, RESOLUTIONS, ETC. 2018-019: National Honor Society and Interact Club Trip A motion was presented by Mr. Long and seconded by Mr. Dehus to approve the National Honor Society and Interact Club to work with Habitat for Humanity in Morgantown, WV, April 2 nd April 7 th, 2018. Dr. Ritchey explained that students would pay their expenses for this trip, planned for spring break. Vote: Yeas: Mrs. Ginn Parsons, Mr. Long, Mr. Thompson, Mrs. Brumbaugh, Mr. Dehus 2018-020: Winter Guard International Regional Competition A motion was presented by Mr. Thompson and seconded by Mrs. Brumbaugh to approve the Winter Guard to attend the Winter Guard International Regional Competition in Greenfield, IN, February 17 th February 18 th, 2018. Vote: Yeas: Mrs. Brumbaugh, Mr. Long, Mr. Thompson, Mr. Dehus, Mrs. Ginn Parsons COMMITTEE REPORTS Legislative and Student Achievement Building and Transportation Mr. Thompson and Mr. Dehus commented they had both toured the facilities with Mr. Baisden. Mr. Thompson encouraged other board members to tour the facilities if they have not already done so. It was very informative. MVCTC
Milton-Union Education Foundation Mrs. Brumbaugh stated a meeting would be held in January. They will be gearing up for a fundraiser. The Pot of Gold Breakfast will be held on March 16 th. A speaker still needs to be chosen. Audit/Finance Committee Mrs. Altenburger reported that the audit manager has completed her review. The senior audit manager is slated to further review audit results. This is the typical audit process. Facility Complex Committee INFORMATION ITEMS BOARD ANNOUNCEMENTS (MEETINGS, etc.) 1. Regular Board of Education Meeting February 12, 2018 6:30 p.m. Board Conference Room 2. Joint Meeting with Village of West Milton, Union Township February 22, 2018 6:00 p.m. West Milton Municipal Building 2018-020: Adjournment A motion was presented by Mr. Long and seconded by Mr. Dehus that the meeting be adjourned at 7:08 p.m. Vote: Yeas: Mr. Dehus, Mr. Thompson, Mrs. Brumbaugh, Mrs. Ginn Parsons, Mr. Long