2016-12-06 Joint Work Session SDPage
BOROUGH ASSEMBLY/SCHOOL DISTRICT BOARD
JOINT WORK SESSION AGENDA
Tuesday, December 6, 2016
School District Conference Room
6:30 p.m.
(Kodiak Island Borough Chairing)
Joint work sessions are informal meetings of the Borough Assembly and School Boarc
where elected officials discuss issues that affect residents. Although additional items
not listed on the joint work session agenda are sometimes discussed when introduced
by elected officials, staff, or members of the public, no formal action is taken at joint
work sessions and items that require formal action are placed on a regular Borough
Assembly and/or School Board meeting agenda. Public comments at work sessions
are NOT considered part of the official record. Public comments intended for the
"official record" should be made at a regular Borough Assembly or School Board
PUBLIC COMMENTS (Limited to Three Minutes per Speaker)
2. AGENDA ITEMS
2 A. Communication: Joint Work Sessions and Sub Committee
Formation Discussion
2016-09-27 KIBSD Request for meeting schedule
3-12 B. Current Committee Structure:
1. KIBSD Budget Committee
2. KIBSD Strategic Planning Committee
3. KIBSD Facilities Review Committee
External Review Team Schedule
KIBSD FY16 Strat Planning Aliqnment
KIBSD Improvement Priorities
13-17 C. Structure Of Existing Budget
1. In Kind
2. Facilities Maintenance
2016-11-30 Tucker Renewal and Replacement Memo
KIBSD Annual Budget Timeline
Inkind Regulation Changes KIBSD Memo
Page 1 of 17
AGENDA ITEM #2.A.
Kodiak Island Borough School District
722 Mill Bay Road
Kodiak, AK 99615
Office of the Superintendent
(907) 481-6202
September 23, 2016
Via Hand Delivery
Mayor Jerroll Friend
Kodiak Island Borough Assembly Members
Borough Manager Michael Powers
Borough Clerk Nova
Honorable Borough Mayor Jerroll Friend and Assembly Members
The Kodiak Island Borough School District would like to establish better communication with Kodiak
Island Borough. Toward this end, we respectfully request the scheduling of a joint meeting of the two
bodies. The first topic for a joint meeting could be the scheduling three or perhaps four joint
meetings/work sessions per year. We believe marking these on the calendar early, before the budget
crunch, will smooth difficult decision making between the School Board and the Borough Assembly.
In addition, the School Board would like to discuss with the Borough Assembly the value of
establishing it joint committee of both bodies. Such a committee could be comprised of two members of
each body along with the presiding ofrcer. Staff would support and be advisory to the committee. The
joint committee could not bind either body but would take any recommendations to the respective entity
for consideration. A joint School District/Borough Assembly committee of the decision makers within
each body could facilitate timely discussion of unexpected changes in budget, capital project surprises
and/or a variety of issues that arise during the course of a year.
Finally, the School District would welcome additional agenda items of interest to Kodiak Island Borough
We know that the State's decision not to reimburse Kodiak Island Borough for school bond obligations
weighs heavily on Assembly members. Perhaps our respective bodies can discuss a strategy for the path
ahead if bond reimbursement is not forthcoming.
The entire School Board looks forward to hearing the Assembly's thoughts on our joint meeting request.
We stand ready to facilitate better communication and decision making in whatever forum the Assembly
deems appropriate.
Very truly yours,
Dan ields, Board Chai an
r 1j(/%iN�Yy c ]
Page 2 of 17
Communication: Joint Work Sessions and Sub Committee Formati...
SUNDAY. October 9
AGENDA ITEM #2.B.
Kodiak Island Borough School District
External Review Team Schedule
October 9-12, 2016
Time
Event
Where
who
Check in 3:00 p.m.
External Review Term
Insert lodging information
External Review Team
4:00 p.m. -6:30 p.m.
Evening Work Session Nl/
Pncparc for Da • 1
Hotel Conference Roam
External Review Tem
6:30 p.m.
Dinner
TBD
External Review Team
MONDAY. October 10 - Svstem Office (Breakfast at hotel)
Time
Event
Where
Who
7:30 a.m.
Ealernd Review Team Drivers
Hold
Falernal Review Team
rar5ysltm's Central Office
x111 car pool to system office or
tear picked up by mls.
9l5a.m.-900a.m.
Superirrcndcnt's Overview
Baud Room
Supennen&nl, Cnbmelhtcmhcn
Slewan. Maril)n, Kim. Ron. Dennis, Jeff, Porfy,
key Sysmm ORcc
Sonde. Paul, Rich. Waller. Jennie
Extemsl Review Team
9:00 am -9:45 a.m.
Superintendent's Inlervicw
Board Room
External Review Team
9:45 a.m.-10:00 a.m.
Break
10,M a an. - 10,45 a.m.
Standards, Stakeholder
Board Room or B131
S,smm-level SlX(C o Dimc!co)
feedback and Student
(Swoon, MaHIyn, Porf), Sandy, Kim, Ron,
Perfannance Ovcnicw
Dennm left. Rich, Walter. Jennie S)
10:45 a.m. - 11:45 a.m.
Evidence Review
Meeting moms as needed to avoid a quorum
External lt"L v Term
11:45 a.m.- 12:30 p.m.
Lunch & Team Debriefing
Board Room or 8131
External Review Team
12.30 p.m. - 1.30 p.m.
Intervinss:
I. Dept. of I, Student Services, SPUD, J.
Exmmal Review Team (divided, as
1. Standards 3, 5 and Student
Schauff- In Floor break-out
needed)
Performance
2. Supt.. Ass(. Supt and Dept of Federal
2, Standards 1, 2, and
Programs, Phil -2"u Boar break-out
System -Incl (C O.)StaRtMt ear
Stakeholder feedback
3. Tech, Paul and Building Dept -3rd
ofmm rhespcafic Standards,
Stakeholder Feedback and Student
3. Standard 4
Boar break-out
performance
1:30 p.m. • 2:30 p.m.
Principal Interviews (schools
North SlsnPetersoo-HS Ise Floor Break -Out
Eflrml Review Tom(dtvided)
not receiving site reviews-
Room
Northslar, Peterson, RS,
Rural Schools- HS 2� floor Break-out Room
AKTecM
A'Tech-HS 3'u floor Break-ou/Roam
2:30 p.m. -2:45 p.n.
Break
Esterval Be, lew Team
2:45 p.m. - 3:45 p.m.
Evidence Review
Board Room or BI31
External Review Team
3:45 •4:45 p.m.
P" 'Communhl
Meeting rooms as needed rkprnding on group
External Review Team (divided, as
Slakehoiderinterviews
Sim small mus
AeCded)
4:45-5:00p.m.
Team Debriefing
Board Roam ser 8131
Extcmal Review Team
5:00 p.m.
Team relams to hotel
Eaterwd Review Team
5:00 p.m. -6:06 lxm.
Evening\\brk5esslcn NZI
Hotel
Ealeroal Review Team
Prepare for M) 2
Yotel.aearbvrtslannnt.orbmu klm
6:00-7:00
Board lmmstns
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Current Committee Structure: KIBSD Budget Committee KIBSD St...
AGENDA ITEM #2.B.
Tuesday, October 11 - School Reviews (Breakfast at hotel)
Time
Event
Where
Who
7:00 a.m.
Breakfast
Hntel Fame
External Rniew Tnm
7:10 am.
Pkk-Up Eslereal Rnlew
Pick up times mayvary
System proridc transportation
Team alembcrs
I.Irnm school
7:20-7:50 a.m.
interview:
2A at East
External Review Team
Principal, School Leadership
2B at Main
Principal
or School Improvement
2C at RS (Old Harbor)
School Leadership or
Team
Improvement Team
7:50 am. - 11:30 a.m.
Classroom Reviews
2A a1 East
External Review Team
(classes begin at 6:00)
(Be sure to talk to leachers
2B at Main
and students throughout
2C at RS (Old Harbor)
observation times)
11:30 a.m.
LuxhrCoscludina mrtting
External Review Team rad
with Principal
P ocl al
Faoa
Trampartalion to seal xbeat
Spltm permand and External
Rniew Tnm
12:30 p.m -12:45
Brief introduclion and
2A at MS
External Review Team and
orientation to the school
2B at HS
Principal
2C at RS Akhiok
12:45 p.m. -3:30 p.m.
Classroom Reviews
2A at MS
External Review Team
(Be sure to talk to teachers
2B at HS
and students throughout
2C at RS (Akhiok)
observation times)
3:40 p.m. — 4:10 p.m.
Interview:
2A at MS
External Review Team
Principal, School Leadership
28 at HS
Principal
or School Improvement
2C at RS(Akhiok)
School Leadership or
Team
Improvement Tam
4:00 p.m.
Rerun to bold
Trampurted by system personnel
590 p.m. -7:00 p.m.
Eveaing Work Session pal
Estenat Rnkw Tnm
Preparclar 0sv3
7:00 p.m. -0:00 p.m.
Dinner
External Rniew Team
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Current Committee Structure: KIBSD Budget Committee KIBSD St...
AGENDA ITEM #2.B.
Wednesday, October 12 - System Office (Breakfast at hotel)
Time
Event
Where
Who
7A0 a.m.
Check at a rhdd and departure
Hold Name
External Rniex Tum
for District Mee
8:00 a.m.-9:00 am.
falloo-up imcnvicrss to, crit)
Baud Room(Break-outrooms available) or
1—memal Renew Team,
Standards. Stakeholder
13131
Superintendent. Cabinet
feedback. Student performance
Members, and System Office
ratings
Slarras appropriate
9:00 am. - 1130 a.m.
Team Work, Session
Board Room or 8131
External Review Team
II:JO a.m.-12:15 hat.
Working Lunch
Board Roam
External Rn lex Tnm
12:15-2:00
Team Work Session
Board Room m 8131
Lead Evaluator, Associate Lead
Evaluator, Superintendent
1:30.230
Exit debrief with Said.
Board Room
Estcmal Review Tom
3:00 p.m. - 3:30 p.m.
fail Report during oiled Board
Board Rome
Lead Evaluator— presents Exit
(at the end of the
meeting
Report
instructional day)
Ealemal Review Tom
All System Adminislmtors
School Board Members
Public
4:00 para.
Depadare or team
Page 5 of 17
Current Committee Structure: KIBSD Budget Committee KIBSD St...
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AGENDA ITEM #2.6.
KIBSD Improvement Priorities
AdvancEd Findings
2016-17
Page 12orII
Current Committee Structure: KIBSD Budget Committee KIBSD St...
Specific
AdvancEd Standards
Objectives
Improvement Priorities
Implement a process for district and school leaders to monitor and
Standard 1: Purpose and
communicate Information about student achievement, school and district
Direction
1.1
performance, and district improvement efforts.
Develop and Implement a documented process forthe review and revision of
the philosophy, beliefs, vision, and mission statements at the system and
Individual schools, and hold all institutions accountable for meaningful and
Standard 2: Governance
2.1
measurable continuous Improvement processes aligned to that of the system.
Develop, implement, and evaluate a process, using a systematic and
and Leadership
collaborative method, to ensure that all Board members are appropriately
trained in their roles and responsibilities, comply with all policies, procedures,
laws and regulations and function as a cohesive unit for the benefit of efficient
2.2
system operation and student learning.
Develop, implement and evaluate a district -wide plan for engaging all families in
Standard 3: Teaching and
meaningful ways, and ensure they are regularly Informed about their children's
Assessing for Learning
3.8
learning progress.
Standard 4: Resources and
Support
Establish an assessment system that includes multiple measures of student
performance, including locally developed and standardized tests that are
5.1
regularly evaluated for reliability and effectiveness.
Clarify and document the systemic processes for collecting, analyzing and
Standard 5: Using Results
applying learning from data sources used by school personnel in order to
for Continuous
provide a comprehensive representation of student learning, instruction,
Improvement
5.2
program effectiveness and conditions that support student learning.
Page 12orII
Current Committee Structure: KIBSD Budget Committee KIBSD St...
AGENDA ITEM #2.C.
KODIAKISL"D BOROUGH
Engineering & Facilities Department
MEMORANDUM
DATE:
November30,2016
TO:
Mayor and Assembly
FROM:
Bob Tucker, E/F Director
CC:
Michael Powers, Manager
RE:
Renewal and Replacement Program
Background
The Borough started a Renewal and Replacement (R&R) program in 2010. The first R&R list included $36
million worth of projects spread out over 10 years, and focused mainly on our largest and most important
assets, our education facilities. R&R projects for the schools include those projects that exceed $10,000.
Projects under $10,000 are the responsibility of the Kodiak Island Borough School District (KIBSD) as
preventive maintenance. Other facilities included in the R&R list are major Borough -owned building such as
the Kodiak Fisheries Research Facility, Baler Building and the Borough Building. We are now working on
getting our smaller buildings into the program. This has been a long and involved process.
The main goal of the R&R progmm is to identify and address major maintenance items that could quickly
become deferred maintenance if they are not funded in time. A good case in point would be our exterior
painting projects. Exterior painting is a major maintenance project that can tum into a deferred maintenance
project to replace siding if Ponding is not provided in time. If these projects are deferred because of lack of
funding this is not KIBSD's fault in any way it would be the Borough not funding our list just as the State is
not funding their list and deferring projects statewide. This is something we are trying to prevent with our
program.
There is some good news in all this. We have completed projects from the original list of $36 million in 2010
to just over S I 1 million dollars in projects in just six years. There has been a great concerted effort from both
the Borough and the KIBSD to schedule, Pond and complete these projects and I do not want this to be lost in
what still needs to be done. The next few years could be very lean but with a good plan we can still come out
on top.
Process
The three phases of our approach to compiling an R&R list was as follows.
• The first phase was to look at each school building. In many cases the buildings were built with
additions over many years, these additions need to be broken out into separate R&R schedules.
Basically if each addition of a building was built 10 years apart then each pan would wear out at
different times. Therefore we need a separate schedule for each addition of each building. You can we
where this could get very confusing and difficult to calculate. This was completed jointly with
Borough and the KIBSD Maintenance Director.
• The second phase of the program was to break the additions down into systems that need to be
renewed or replaced such as electrical, plumbing, mofng and so on. Once these systems get broken
down they become R&R projects. The projects were broken down by the KIBSD Maintenance
Page 1 oft
Page 13 of 17
Structure Of Existing Budget In Kind Facilities Maintenance
AGENDA ITEM #2. C.
Director mostly because they know the facilities better than we do as they are the end user. Budget
cost estimates for each project were then completed by the Borough Eng/Fac department
• The third phase was project ranking according to several categories; fire, life safety, protection of
structure and needs of the KIBSD. Once the category making was completed they were ranked
according to priority in conjunction with School District Staff, Borough Staff and community
members utilizing the KIBSD Facility Review Committee. Using this committee gives all parties
involved a voice in the priority ranking. The use of the Facility Review Committee has been a very
useful tool to make this happen.
Once we have our Renewal and Replacement schedule ranked and prioritized KIBSD staff bring it to the
School Board for approval then the Eng/Fac department brings it in fiont of the Assembly for final approval,
prioritization, scheduling and ultimately to obtain funding. The R&R list is a living document of projects that
am added to and re -ranked each year through the KIBSD Facilities Review Committee with input from
Borough staff and community members.
Next Stens
What can we do better? I have already been in contact with both the KIBSD's new Operations Director and
Facility Maintenance Director to we what we can do to improve this process. We have been discussing the
changing of the timing of the Facility Review Committee. Traditionally these meetings have taken place once a
year in the spring. We all believe that the better approach is to look at this document more than once a year and
to hold the meeting earlier than springtime so that the information gathered can be worked into the next year's
budget rather than being out of sequence with our budget process.
I am also aware that the State of Alaska Department of Education and Early Development (DEED) audits all
the school districts throughout the state Preventive Maintenance Programs every five years and creates a report
showing if they are in compliance and if not what needs to be done. We believe the Facility Review
Committee should also review these reports so that everyone is aware of what is getting accomplished. The last
audit from the State for Kodiak was in 2014 but has not been reviewed by anyone other than KIBSD staff and
myself. I believe this should be a report that everyone sees including the Assembly.
We are obviously very concerned with funding of the projects that are not funded by an Enterprise fund. The
projects that are not reimbursable from the State such as all the painting projects are a real concern because
they all need to be funded with total local funding and these am the types of projects that can quickly tum into
a larger capital project Painting in the States mind is maintenance and not major maintenance therefore
ineligible for state funding. However they arc all over S 10,000 so they all fall to the Borough to fund according
to our in-kind agreement We also have all the other non -reimbursable projects such as the Borough Building
upgrades that still need a funding source for all of these types of pmjecls. I look forward to assisting the
Assembly and KIBSD in any way possible with these issues.
Pagc 2 oF2
Page 14 of 17
Structure Of Existing Budget In Kind Facilities Maintenance
AGENDA ITEM #2.C.
ANNUAL TIMELINE
The Bonn[ of Education and school district administrators begin the budget process in September
of each year for (lie upcoming school year. The annual timeline for the budget process is
captured in the diagram below.
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Structure Of Existing Budget In Kind Facilities Maintenance
AGENDA ITEM O.C.
Kodiak Island Borough School District
722 Mill Bay Road
Kodiak, AK 99615
Office of the Superintendent
(907)481-6202
MEMORANDUM
FROM: Superintendent, Stewart McDonald
TO: Borough Manager, Michael Powers
DATE: December 6, 2016
RE: In-kind Regulation Changes Information Update
Alaska Changes with In -Kind Effecting KIB/KIBSD Local Contribution
The In-kind Appropriation counts towards local contribution for education funding.
Local contribution can come in the form of a cash appropriation or through a cash
equivalent of In-kind contributions. The In-kind contributions are regulated to
utilities, energy, insurance, audit services, and maintenance of plant. These
limitations are regulated by 4 AAC 09.990 (b)(2) and Alaska's Uniform Chart of
Accounts, which was adopted by the Alaska State Board of Education & Early
Development in September 2012 by reference 4 AAC 06.120(a)(2).
2014 Alaska Chart of Accounts
012 CITY/BOROUGH - IN-KIND SERVICES APPROPRIATIONS - In-kind services
provided wvhoui charge by the local governmental unit (coy or borough) in lieu lira cash
uppropriation or in addition to such an appropriation. Amounts credited to this account
are fir services that would nthervise he purchased by the schiwl district, valued at fair
market value and supposed by appropriate documentation, including a billing from the
governmental unit (co) or borough). The ulloxable services that may be prodded or pard
fur are. utilizes, energy, insurance, audit services, and maintenance of plant. A billing for
ualnes and energy is to include the quantity used and price. A billing for insurance and
audits is to include the actual invoices from the provider that clearly shows the districts
petition. Billings rir maintenance of facilities are to include time spent by city or borough
employees on maintenance ordistrici facilities and the raze loot their time. (Required)
What this means for KIBSD is that In-kind cannot include rent, or services other
than what is specified by regulation.
rage ib or i t
Structure Of Existing Budget In Kind Facilities Maintenance
AGENDA ITEM #2.C.
In-kind for Kodiak College- The Ocean Science Discovery Program (OSDP)
The In-kind designation of $96,000 for Kodiak College is not allowable by
regulation. Therefore in order for the fiscal year 2017 budget to be approved and
payments made to KIBSD the line item was converted to indicate $96,000 in the
facilities line of In-kind appropriation.
There are two ways the $96,000 designated by the Kodiak Island Borough for the
Ocean Science Discovery Program (OSDP) can be accessed for the intended use:
1. Leave the In-kind designation as is and it will convert to cash at the end of
the school year. The Kodiak Island Borough School District has contracted
services for the OSDP. These funds will then cover the cost of the program.
2. KIB can follow its processes to remove the $96,000 from the budget
ordinance and place it into the cash side of the local contribution.
Either action will allow the $96,000 to be spent on the intended activity.
In-kind Mental Health Services
KIBSD was able to convince DEED School Finance Manager Elwin Blackwell to allow
In-kind designation for Providence Mental Health services for this year only.
Looking towards the development of the FY2018 Budget, the mental health will not
be allowed as an In-kind contribution. These services can be delivered through the
following accounting methods.
1. The Mental Health Services be removed from In-kind and all other local
contribution funding. The KIB may contract with Mental Health as they
always have, but within the KIB budget only. KIBSD may continue to receive
services, but cannot count the services as In-kind.
2. The Mental Health Services funds of $400,000 can be moved into the cash
contribution side of the local contribution and KIBSD's accounting
department disperses the funds through contracted services to Providence
Mental Health.
In-kind Conclusion
The regulations limit what can be counted as non-cash In-kind and reported as local
contribution. The 2012 and 2014 regulations and chart of accounts will be fully
enforced for the development of FY 2018 budgets. Moving forward In-kind
contributions are limited to utilities, energy, insurance, audit services, and
maintenance of plant.
Page 1 t of v
Structure Of Existing Budget In Kind Facilities Maintenance