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COMMUNITY CONVERSATION WITH THE BOARD District Office Conference Room 5:30 p.m. – 6:00 p.m. December 20, 2018 The Gilber...

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COMMUNITY CONVERSATION WITH THE BOARD District Office Conference Room 5:30 p.m. – 6:00 p.m. December 20, 2018 The Gilbert Community School Board of Directors held an informal community conversation regarding Portrait of a Graduate. Carrie Clark, Curriculum Director, reviewed the Portrait of a Graduate initiative. The following board members were present: Brian Anderson, Kim Mosiman, and John Nelson. Administration Present: Lindsey Beecher, Carrie Clark, Staci Edwards and Vic Vanderpool. No visitors were present. President Anderson closed the Community Conversation at 5:55 p.m.

PUBLIC HEARING ON PROPOSAL, PLANS, SPECIFICATIONS AND FORM OF CONTRACT AND ESTIMATED COST OF BID ISSUANCE 2 – 2019 GILBERT MIDDLE SCHOOL & HIGH SCHOOL ADDITIONS AND RENOVATIONS, AND SITE IMPROVEMENTS District Office Conference Room December 20, 2018 The public hearing on proposal, plans, specifications and form of contract and estimated cost of bid issuance 2 – 2019 Gilbert Middle School & High School Additions and Renovations, and Site Improvements of the Gilbert Community School Board of Directors started at 6:00 p.m. with the following board members present: Brian Anderson, Tyler Holck, Kim Mosiman, and John Nelson. Absent: Deb Ordal. Administration Present: Lindsey Beecher, Carrie Clark, Staci Edwards and Vic Vanderpool. Visitors: Sam Stagg, Haila Architecture, Adam Papesh and Brant Carr, Story Construction, and Omar Smadi. No one present spoke for or against the proposal, plans, specifications and form of contract and estimated cost of the bid issuance 2 – 2019 Gilbert Middle School & High School Additions and Renovations, and Site Improvements. President Anderson adjourned the hearing at 6:01 p.m. SPECIAL MEETING OF THE GILBERT COMMUNITY SCHOOL BOARD District Office Conference Room December 20, 2018 The special meeting to take action on regular meeting items and review/take possible action on construction bids for bid issuance 2 – 2019 Gilbert Middle School & High School Additions and Renovations, and Site Improvements of the Gilbert Community School Board of Directors was called to order by President Brian Anderson, at 6:01 p.m. with the following members answering roll call: Tyler Holck, Kim Mosiman, and John Nelson. Absent: Deb Ordal.

December 20, 2018, Minutes, page 2 Administration Present: Lindsey Beecher, Carrie Clark, Staci Edwards and Vic Vanderpool. Mike Danilson arrived at 7:22 p.m. Visitors: Sam Stagg, Haila Architecture, Adam Papesh and Brant Carr, Story Construction, and Omar Smadi. Motion by Holck, second by Nelson to approve the amended agenda (move Item 6.01. Construction before Item 4. Oral Reports). Motion carried unanimously. Public Forum – Before the board meeting, Stacy Woodward, Executive Director of Ames Home Builders Association presented Dan Jones, Industrial Tech Teacher, a $1,600 donation for classroom supplies and tools. Motion by Holck to approve the proposed plans, specifications, form of contract and estimated total cost of construction for Bid Issuance 2-2019 Gilbert Middle School & High School additions, renovations and site improvements and direct Haila Architecture and Story Construction to issue the plans and specifications for public bid, second by Mosiman. Motion carried unanimously. Adam Papesh, Story Construction, reviewed the bids submitted on December 13, 2018 4:00 PM for Issuance 2 – 2019 Gilbert MS & HS Additions, Renovations and Site Improvements base bids: Bid Package 03-2 Concrete Sidewalks & Paving – Nehring Construction – Des Moines, IA - $595,555.00 Absolute Concrete – Slater, IA - $763,265.00 JAS Construction – Altoona, IA - $469,256.00 Homeboy Construction – Bondurant, IA - $527,780.00 Bid Package 06-1 Interior Demolition, Carpentry, Casework, Openings & Specialties – R.H. Grabau Construction – Boone, IA – $859,724.00 Bid Package 08-1 Aluminum Storefront & Curtainwall – Boone Glass Co. – Boone, IA - $286,675.00 Reflections Glass – Ames, IA - $391,915.00 Clark Glass – Des Moines, IA - $335,940.00 Ford Metro – Rochester, MN - $348,300.00 Orning Glass – Ames, IA - $206,984.00 Bid Package 09-1 EIFS, Gyp Board Assemblies, Acoustical Treatments, Acoustical Ceilings & Paint – H.S.I. - $399,850.00 Heartland Finishes – Des Moines, IA - $475,000.00 Bid Package 09-2 Flooring – Phillips Floors - Des Moines, IA – $116,609.00 Allied Construction - Des Moines, IA - $155,000.00 Bid Package 11-1 Athletic Field Construction – Iowa Athletic Field Construction – Webster City, IA – $748,680.00 Bid Package 12-1 Bleachers & Press Boxes – Seating & Athletic Facility Enterprises – Ellendale, MN – $147,190.00 E & D Specialty Stands - North Collins, NY - $311,720.00 CBS Constructors - McCook, NE - $163,000.00 Bid Package 15-1 Fire Suppression – Summit Fire Protection – Des Moines, IA – $91,425.00 Midwest Automatic Fire Sprinkler – Des Moines, IA - $60,400.00 Blackhawk Automatic Fire Sprinkler – Cedar Falls, IA - $89,550.00

December 20, 2018, Minutes, page 3 Bid Package 15-2 Plumbing & Mechanical Work – ACI Mechanical – Ames, IA – $1,184,900.00 LA Fulton & Sons – Des Moines, IA - $1,429,000.00 Proctor Mechanical – West Des Moines, IA - $1,347,000.00 Pleva Mechanical - Woodward, IA – $1,302,276.00 Bid Package 16-1 Electrical & Communications Work – Van Maanen Electric – Newton, IA– $1,110,000.00 Devries Electric – Pella, IA - $1,200,000.00 Jaspering Electric – Ames, IA - $1,127,000.00 After some discussion, it was recommended by Story Construction to award all low bid packages, because it creates an overall under budget project of ($86,000). It was also recommended to accept the following alternates: #1 – Deduct dugout benches – ($8,433) #2 – Add backstop, backstop netting and OF windscreen - $30,580 #4 – Add VoTech/career tech make up air unit, grease interceptor and associated utilities - $28,100 Motion by Holck, second by Mosiman to award the following bid packages and alternates as recommended by Story Construction: Bid Package 03-2 Concrete Sidewalks & Paving – JAS Construction – Altoona, IA - $469,256.00 Bid Package 06-1 Interior Demolition, Carpentry, Casework, Openings & Specialties – R.H. Grabau Construction – Boone, IA – $859,724.00 Bid Package 08-1 Aluminum Storefront & Curtainwall – Orning Glass – Ames, IA - $206,984.00 Bid Package 09-1 EIFS, Gyp Board Assemblies, Acoustical Treatments, Acoustical Ceilings & Paint – H.S.I. - $399,850.00 Bid Package 09-2 Flooring – Phillips Floors - Des Moines, IA – $116,609.00 Bid Package 11-1 Athletic Field Construction – Iowa Athletic Field Construction – Webster City, IA – $748,680.00 Bid Package 12-1 Bleachers & Press Boxes – Seating & Athletic Facility Enterprises – Ellendale, MN – $147,190.00 Bid Package 15-1 Fire Suppression – Midwest Automatic Fire Sprinkler – Des Moines, IA - $60,400.00 Bid Package 15-2 Plumbing & Mechanical Work – ACI Mechanical – Ames, IA – $1,184,900.00 Bid Package 16-1 Electrical & Communications Work – Van Maanen Electric – Newton, IA– $1,110,000.00 Alternates: #1 – Deduct dugout benches – ($8,433) #2 – Add backstop, backstop netting and OF windscreen - $30,580 #4 – Add VoTech/career tech make up air unit, grease interceptor and associated utilities - $28,100 Ayes: Anderson, Holck, Mosiman, and Nelson. Motion carried unanimously. Motion by Nelson, second by Holck to approve the Change Order No. 2 for the 2018 Renovations from HPC for relocating door hardware to the gym doors and wall repair - $1,170.00. Motion carried unanimously. Motion by Mosiman, second by Holck to approve Amendment No. 4 for the 2019 Intermediate & Elementary Mechanical, Electrical and Plumbing Renovations Project - $12,500.00. Motion carried unanimously.

December 20, 2018, Minutes, page 4 Motion by Mosiman, second by Nelson to approve the resolution to accept the 2018 Renovations Project, as being fully complete and establishes the date of acceptance of its completion as December 20, 2018, the remaining funds for the Project shall be disbursed by the District in accordance with the contract documents and the requirements of Iowa Code Chapter 573. Motion carried unanimously. The final Gilbert School District 3-5 Year Priorities and 2018-19 Annual Goals were reviewed by the Board and Administration: I. 21st Century Learning a. Engage district and community stakeholders in a long-range strategic planning initiative to be completed by June 2019 b. Define the Gilbert Portrait of a Graduate II. Strategic Resourcing/Supporting Vision a. Utilize district forecasting tools to evaluate budgeting options for staffing plans and facility support in preparation for 2019-2020 budget process in spring 2019. b. Achieve a district financial solvency rate of 12% by 2020 based upon a 3% student enrollment model III. Culture of Continuous Learning a. Train 20 additional staff members in the Instructional Practices Inventory process b. Collect student engagement data four times throughout the year by trained staff c. Plan professional development opportunities with focus on improving student engagement by making connections between Authentic Intellectual Work, Instructional Practices Inventory, and Project Based Learning. d. Communicate district priorities to stakeholders by effectively using School Improvement Advisory Committee, social media, district website, email, the digital newsletter and the Gilbert App. After a brief discussion, motion by Nelson, second by Holck to approve the above District Priorities and 201819 Annual Goals. Motion carried unanimously. The Board received the Food Service Report and Custodial Report for December. Administrator Reports – Supt. Beecher, along with the Administration, updated the board on the 2019-20 Staffing Priorities. The FY20 Drop-Out Prevention Application, to be approved at the January Regular Board Meeting, was also reviewed by Supt. Beecher. Supt. Beecher informed the board of the upcoming long range planning meeting to be held on January 9th to be facilitated by Jim Verlengia and Jon Sheldahl, Heartland AEA. This meeting will include groups such as parents, teachers/staff, students, alumni, and city/business community. Announcements/Celebrations – Vic Vanderpool reported Carolyn Miller was selected to represent Gilbert for the Travel Abroad Global Citizenship program. She will be trained on how to facilitate large group trips abroad. The annual closing of the school facilities will take place December 22-26, 2018. Board Reports –At the January regular meeting, the board will report on their experiences at the IASB Annual Convention which was held November 14-16, 2018. There will be a joint meeting with the City of Gilbert on Monday, January 21, 2019 at Gilbert City Hall – 6:00 p.m.

December 20, 2018, Minutes, page 5 Old Business – The second reading was held for the following new/revised board policies 804.2 – District Emergency Operations Plans, 804.3 – Bomb Threats (rescinded), 505.1 – Student Progress Reports and Conferences, 505.2 – Student Promotion – Retention – Acceleration, 505.5 – Graduation Requirements, 602.1 – Curriculum Development, 604.6 – Instruction at a Post-Secondary Institution, 604.10 – Online Courses, 704.3 – Investments, 705.1 – Purchasing – Bidding, 710.2 – Free or Reduced Price Meals Eligibility, 710.4 – Meal Charges. After a brief discussion, motion by Mosiman to waive the third reading and approve all the above board policies as read, except for policy 604.6 – Instruction at a Post-Secondary Institution, second by Nelson. Motion carried unanimously. Policy 604.6 – Instruction at a Post-Secondary Institution, will have a third reading at the next regular meeting. New Business – Motion by Holck, second by Mosiman to approve the quote from ABCreative for preschool playground resurfacing $27,572. Motion carried unanimously. Secretary Hopkins reviewed the November 2018 Financial Reports. Public Forum – no items. Motion by Holck, second by Nelson to approve the consent agenda: Minutes of the meetings held November 12th, November 20th and December 10th, 2018 Bills and claims for November 13, 2018 – December 20, 2018 Financial Reports for November Personnel Issues: Resignations Nelson, Dallas, Part-Time IS Night Custodian effective December 21, 2018 Support Staff Contract Assignments/Changes 2018-19 School Year Albee, James, Bus Driver (2 trips daily) @ $82.50/day effective January 7, 2019 Almanza, Abigail, Elem Tech Intern @ $10.00/hr effective spring 2021 Chance, Jane, ES Associate 7hrs/day @ $10.50/hr effective January 7, 2019 Hamanaka, Misa, HS Tech Intern @ $10.00/hr effective spring 2021 Hansen, Brynn, Int/Web Tech Intern @ $10.00/hr effective fall 2020 Hendrian, David, Part-Time IS Night Custodian 4 hrs/day @ $13.25/hr effective January 7, 2019 Hillmer, Sami, HS Tech Intern @ $10.00/hr effective spring 2020 Smith, Ruth, MS Food Service 6 hrs/day @ $10.00/hr effective December 10, 2018 Co-Curricular Contracts 2018-19 School Year Terrones, Karl, Asst. Jr. High Boys’ Basketball Coach @ $1,395 Open Enrollment-In 2018-19: Approve Zander Langford from Roland Story CSD Zackary Langford from Roland Story CSD Haylee Dolph from Ames CSD Layden Verville from Ames CSD Colton Carroll from Ames CSD Joshua Norris from Ames CSD Fundraisers: District Fundraising Calendar was received. Motion carried unanimously.

December 20, 2018, Minutes, page 6

Upcoming Board Meeting & Events: January 3 4:00 p.m. Pre-Bid Construction Meeting for Int/Elem Project January 14 6:00 p.m. Regular Board Meeting January 15 4:00 p.m. Int/Elem Project Bid Date January 21 6:00 p.m. Joint Meeting Board/Gilbert City Council January 22 6:00 p.m. Public Hearing/Special Board Meeting Construction Bids January 23 GO Bonds Series 2019 Closing Date – Bond Funds Received February 11 6:00 p.m. Regular Board Meeting Motion by Holck, second by Mosiman to adjourn the special meeting. Motion carried unanimously. Meeting adjourned at 8:02 p.m.