Hillside School District

Elementary School District #35

Minutes

May 13th, 2021- Minutes

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MINUTES OF BOARD MEETING OF

HILLSIDE ELEMENTARY SCHOOL DISTRICT #35

Thursday May 13th, 2021  at 5:00 P.M.

BOARD MEMBERS:

President:  Kelly Hill- Present

Member:  Tony Koch- Absent

Member: Deann Ashby- Present

Attended: Melainie Johnson & Ashley Parker

 

Agenda:

  1. Call to Order 

    – 5:10 p.m. Meeting called to order by Kelly Hill.

  1. Pledge of Allegiance

  2. Limited Call to the Public

    – NONE

  3. Discussion and Action Items of the Consent Agenda:

The following agenda items A, B, & C which included the approval of Agenda and Minutes from April 1st, 2021, and the ratification of Payroll Vouchers 20, 21 & 22,  Expense Vouchers 9114, 9115, 9116 & 9301, were moved to be approved by Kelly and Deann seconded unanimously approving for the motion.

  1. New Business:

                       -All items were Approved by Kelly and Deann seconded unanimously approving for the motions.

  • A: FY21-22 ESI (Employee Staffing Agreement)- Discussed & Action- Signed
    • Approved and signed
  • B: FY21-22 IGA (Intergovernmental Agreement) for Substitute Teacher Consolidation- Discussed & Action- Signed
    • Approved and signed
  • C: YCESA FY21-22 IGA for Education Services- Discussed & Action -Signed
    • Approved and signed
  • D: Board Authorized Forms: – Discussed & Action -Signed
    1. Time Slip Approval
    2. Payroll Statement
    3. Expense Voucher Statement
      • Approved all items and singed all items
  • E: Employee Contracts FY21-22 – Discussed & Action -Signed
    1. Head Teacher & Teacher – Melainie Johnson
    2. Administrative Secretary & Custodian- Ashley Parker
    3. Yard and Building Maintenance- Clay Satathite
    4. Kindergartener Aide/Librarian- Sherry Ridder
      • Approved for all contracts- Johnson & Satathite contracts will remain the same, Parker custodian remains the same, Parker Secretary changed adding more hours, Ridder new contract with new pay and new position and will not be paid out of M&O and only with ESSER- signed all contracts
  • F: Attorney Client Privileged Communication- Discussed & Action -Signed
    • Approved signed
  • G: FY20-21 Annual Expenditure Budget Revision –Discussed & Action -Signed
    • Explained that the original budget was higher, and the revision turned out lower than predicted. Lost came from the ADM for long distance learning. Overall with it being a little less than expected it was not a concern. Also noted that nothing was changed to the tax payers.
  • H: FY21-22 Projected Budget –Discussed
    • Projected Budget will be the same.
  • I: Forest Fees- Discussed 
    • Explained what we use Forest Fees for, e.g. student work books; and what it comes from.
  • J: ESSER Time & Effort Log- Discussed & Action -Signed
    • Melainie had explained that she spends time on working with the Grants/ESSER and needed to log all the effort put into it.  Board singed the logs.

  1. Old Business:

  2. Reports: Added in late upon meeting.

  1. Discussion Item: Future Agenda Topics from the Board (President):

    • Prop1619 & critical race theory

  2. Discussion and Action Item: Next Meeting Date (President)

             The next meeting will be held (tentatively on) June 24th at 5:00 p.m. in the Hillside Elementary School Office.

  1. Adjournment by Kelly, seconded by Deann unanimously @ 5:50 p.m.

April 1st, 2021- Minutes

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MINUTES OF BOARD MEETING OF

HILLSIDE ELEMENTARY SCHOOL DISTRICT #35

Thursday April 1st, 2021  at 5:00 P.M.

BOARD MEMBERS:

President:  Kelly Hill- Present

Member:  Tony Koch- Present

Member: Deann Ashby- Present

Attended: Melainie Johnson & Ashley Parker

 

Agenda:

  1. Call to Order 

    – 5:00 p.m. Meeting called to order by Kelly Hill.

  1. Pledge of Allegiance

  2. Limited Call to the Public

    – NONE

  3. Discussion and Action Items of the Consent Agenda:

The following agenda items A, B, & C which included the approval of Agenda and Minutes from March 11th, 2021, and the ratification of Payroll Vouchers 18 & 19,  Expense Vouchers 9113, were moved to be approved by Kelly and Deann with Tony seconded unanimously approving for the motion.

  1. New Business:

                       -All items were Approved by Kelly and Tony seconded with Deann unanimously approving for the motions.

  • A: Elementary and Secondary School Emergency Relief (ESSER) Funds Update- Discussed
    • Was explained and refreshed members what the ESSER fund was. The purpose is to help bring students back into the classrooms safely. Explained that out of the $50,000 received we have only used about $15,000. Was used for new laptops for the students, cleaning supplies for the buildings, disposable lunch room items, etc. There will also be a ESSER II grand that will provide us with an additional $200,000 for the next two fiscal years.
  • B: FY21-22 School Calendar- Discussed & Action
    • Provided the members with new calendar, approved the calendar.
  • C: Budget Update- Discussed
    • Was explained that with the addition of the ESSER fund grant, we have only used our Budget at about 42% compared to the 62% that is usually used by this time of the year.

  1. Old Business:

  2. Reports: Added in late upon meeting.

  1. Discussion Item: Future Agenda Topics from the Board (President):

  2. Discussion and Action Item: Next Meeting Date (President)

             The next meeting will be held (tentatively on) May 6th at 5:00 p.m. in the Hillside Elementary School Office.

  1. Adjournment by Kelly, seconded by Deann unanimously @ 5:15 p.m.

March 11th, 2021- Minutes

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MINUTES OF BOARD MEETING OF

HILLSIDE ELEMENTARY SCHOOL DISTRICT #35

Thursday March 11th, 2021  at 5:00 P.M.

BOARD MEMBERS:

President:  Kelly Hill- Present

Member:  Tony Koch- Absent

Member: Deann Ashby- Present

Attended: Melainie Johnson

 

Agenda:

  1. Call to Order 

    – 5:11 p.m. Meeting called to order by Kelly Hill.

  1. Pledge of Allegiance

  2. Limited Call to the Public

    – NONE

  3. Discussion and Action Items of the Consent Agenda:

The following agenda items A, B, & C which included the approval of Agenda and Minutes from February 4th, 2021, and the ratification of Payroll Vouchers 16 & 17,  Expense Vouchers 9111 & 9112, were moved to be approved by Kelly and Deann seconded unanimously approving for the motion.

  1. New Business:

                       -All items were Approved by Kelly and Deann seconded unanimously approving for the motions.

  • A: Parent Survey Results- Discussed
    • Explained the results of the survey, explained that the results affect Melainie’s Prop 301 pay. All the results were perfect.

  1. Old Business:

  2. Reports: Added in late upon meeting.

  1. Discussion Item: Future Agenda Topics from the Board (President):

  2. Discussion and Action Item: Next Meeting Date (President)

             The next meeting will be held (tentatively on) April 1st at 5:00 p.m. in the Hillside Elementary School Office.

  1. Adjournment by Kelly, seconded by Deann unanimously @ 5:20 p.m.

February 4th, 2021- Minutes

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MINUTES OF BOARD MEETING OF

HILLSIDE ELEMENTARY SCHOOL DISTRICT #35

Thursday February 4th, 2021  at 5:00 P.M.

BOARD MEMBERS:

President:  Kelly Hill- Present

Member:  Tony Koch- Absent

Member: Deann Ashby- Present

Attended: Melainie Johnson & Ashley Parker

 

Agenda:

  1. Call to Order 

    – 5:02 p.m. Meeting called to order by Kelly Hill.

  1. Pledge of Allegiance

  2. Limited Call to the Public

    – NONE

  3. Discussion and Action Items of the Consent Agenda:

The following agenda items A, B, & C which included the approval of Agenda and Minutes from January 7th, 2021, and the ratification of Payroll Vouchers 13, 14 & 15,  Expense Vouchers 9110, were moved to be approved by Kelly and Deann seconded unanimously approving for the motion.

  1. New Business:

                       -All items were Approved by Kelly and Deann seconded unanimously approving for the motions.

  • A: Attorney-Client Privileged Communication: Waiver of Conflict of Interest- Discussed & Action- Signed
    • Explained the waiver of conflict, approved and Kelly signed the waiver.

  1. Old Business:

  2. Reports: Added in late upon meeting.

  1. Discussion Item: Future Agenda Topics from the Board (President):

  2. Discussion and Action Item: Next Meeting Date (President)

             The next meeting will be held (tentatively on) March 4th at 5:00 p.m. in the Hillside Elementary School Office.

  1. Adjournment by Kelly, seconded by Deann unanimously @ 5:15 p.m.

January 7th, 2021-Minutes

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MINUTES OF BOARD MEETING OF

HILLSIDE ELEMENTARY SCHOOL DISTRICT #35

Thursday January 7th, 2021  at 5:00 P.M.

BOARD MEMBERS:

President:  Kelly Hill- Present

Member:  Tony Koch- Present

Member: 

Attended: Melainie Johnson & Ashley Parker

 

Agenda:

  1. Call to Order 

    – 5:02 p.m. Meeting called to order by Kelly Hill.

  1. Pledge of Allegiance

  2. Limited Call to the Public

    – NONE

  3. Discussion and Action Items of the Consent Agenda:

The following agenda items A, B, & C which included the approval of Agenda and Minutes from December 10th, 2020, and the ratification of Payroll Vouchers 12,  Expense Vouchers 9109, were moved to be approved by Kelly and Tony seconded unanimously approving for the motion.

  1. New Business:

                       -All items were Approved by Kelly and Tony seconded unanimously approving for the motions.

  • A: Elect Governing Board President- Discussed & Action- Signed
    • Tony nominated Kelly to be the President, Kelly accepted the nomination. 2-0 Vote on Kelly Hill as the Governing Board President.
    • Elected Kelly Hill as the Governing Board President, with a 1 year term.
  • B: Public Notice form- Reviewed & Action- Signed
    • Was discussed that the same place and time for meetings to be held will stay the same at: the first Thursday of each month at 5pm, unless otherwise noted, and posting of agendas will be the same at: school marque board and website minus posting at local community mailbox site.
  • C: Statement of Assurance: Teacher Evaluation System Status- Discussed & Action- Signed 
    • Melainie explained that we do have a yearly teacher evaluation. Melainie’s last evaluation was in November, was presented to the Gov. Board in December.

  1. Old Business:

  2. Reports: Added in late upon meeting.

    • Deann Ashby will have a meeting with Tim Carter to be appointed as a new member of the Governing Board.

  1. Discussion Item: Future Agenda Topics from the Board (President):

  2. Discussion and Action Item: Next Meeting Date (President)

             The next meeting will be held (tentatively on) February 4th at 5:00 p.m. in the Hillside Elementary School Office.

  1. Adjournment by Kelly, seconded by Tony unanimously @ 5:15 p.m.

December 10th, 2020- Minutes

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MINUTES OF BOARD MEETING OF

HILLSIDE ELEMENTARY SCHOOL DISTRICT #35

Thursday December 10th, 2020  at 5:00 P.M.

BOARD MEMBERS:

President:  Kelly Hill- Present

Member:  James Stalcup- Absent

Member: Tony Koch- Present

Attended: Melainie Johnson & Ashley Parker

 

Agenda:

  1. Call to Order 

    – 5:02 p.m. Meeting called to order by Kelly Hill.

  1. Pledge of Allegiance

  2. Limited Call to the Public

    – NONE

  3. Discussion and Action Items of the Consent Agenda:

The following agenda items A, B, & C which included the approval of Agenda and Minutes from November 5th, 2020, and the ratification of Payroll Vouchers 9, 10 & 11,  Expense Vouchers 9107 & 9108, were moved to be approved by Kelly and Tony seconded unanimously approving for the motion.

  1. New Business:

                       -All items were Approved by Kelly and Tony seconded unanimously approving for the motions.

  • A: Teacher Evaluation- Discussed
    • Melainie explained that her evaluation score was good and showed the gov. board her score, and that she is highly qualified for her job.
  • B: Governing Board Vacancy- Discussed
    • Was mentioned that we have a new candidate to fill the upcoming vacancy. Waiting on approval from Tim Carter.
  • C: COVID-19 updates & plans- Discussed 
    • Explained that we had send home letter to the parents to show what we do for COVID if a student or staff member attracts it. The letter is outlined to show specify the protocol on what will happen or need to happen, so that the parents have a clear outlined view again on what to expect. Shown the letter to the gov. board members.

  1. Old Business:

  2. Reports: Added in late upon meeting.

  1. Discussion Item: Future Agenda Topics from the Board (President):

  2. Discussion and Action Item: Next Meeting Date (President)

             The next meeting will be held (tentatively on) January 7th at 5:00 p.m. in the Hillside Elementary School Office.

  1. Adjournment by Kelly, seconded by Tony unanimously @ 5:10 p.m.

November 5th, 2020- Minutes

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MINUTES OF BOARD MEETING OF

HILLSIDE ELEMENTARY SCHOOL DISTRICT #35

Thursday November 5th, 2020  at 5:00 P.M.

BOARD MEMBERS:

President:  Kelly Hill- Present

Member:  James Stalcup- Absent

Member: Tony Koch- Present

Attended: Melainie Johnson & Ashley Parker

 

Agenda:

  1. Call to Order 

    – 5:00 p.m. Meeting called to order by Kelly Hill.

  1. Pledge of Allegiance

  2. Limited Call to the Public

    – NONE

  3. Discussion and Action Items of the Consent Agenda:

The following agenda items A, B, & C which included the approval of Agenda and Minutes from October 1st, 2020, and the ratification of Payroll Vouchers 7 & 8,  Expense Vouchers 9105, 9106 & 9300, were moved to be approved by Kelly and Tony seconded unanimously approving for the motion.

  1. New Business:

                       -All items were Approved by Kelly and Tony seconded unanimously approving for the motions.

  • A: FY20 School Level Report- Reviewed & Action
    • Approved of the level report
  • B: FY20-21 Attorney Client Privileged Communication- Reviewed & Action- Signed
    • Approved of the form and signed.

  1. Old Business:

  2. Reports: Added in late upon meeting.

  1. Discussion Item: Future Agenda Topics from the Board (President):

  2. Discussion and Action Item: Next Meeting Date (President)

             The next meeting will be held (tentatively on) December 3rd at 5:00 p.m. in the Hillside Elementary School Office.

  1. Adjournment by Kelly, seconded by Tony unanimously @ 5:06 p.m.

October 1st, 2020- Minutes

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MINUTES OF BOARD MEETING OF

HILLSIDE ELEMENTARY SCHOOL DISTRICT #35

Thursday October 1st, 2020  at 5:00 P.M.

BOARD MEMBERS:

President:  Kelly Hill- Present

Member:  James Stalcup- Absent

Member: Tony Koch- Present

Attended: Melainie Johnson & Ashley Parker

 

Agenda:

  1. Call to Order 

    – 5:00 p.m. Meeting called to order by Kelly Hill.

  1. Pledge of Allegiance

  2. Limited Call to the Public

    – NONE

  3. Discussion and Action Items of the Consent Agenda:

The following agenda items A, B, & C which included the approval of Agenda and Minutes from September 10th, 2020, and the ratification of Payroll Vouchers 5 & 6,  Expense Vouchers 9104, were moved to be approved by Kelly and Tony seconded unanimously approving for the motion.

  1. New Business:

                       -All items were Approved by Kelly and Tony seconded unanimously approving for the motions.

  • A: Annual Financial Report (AFR)- Reviewed & Action- Signed
    • Approved of the AFR.
  • B: Policy Services Advisory- 677-678- Review / Second Reading- Reviewed & Action
    • Second Reading. Policy Advisory 678 was not adopted. 2-0 vote for not adopting the policy.

  1. Old Business:

  2. Reports: Added in late upon meeting.

  1. Discussion Item: Future Agenda Topics from the Board (President):

  2. Discussion and Action Item: Next Meeting Date (President)

             The next meeting will be held (tentatively on) November 5th at 5:00 p.m. in the Hillside Elementary School Office.

  1. Adjournment by Kelly, seconded by Tony unanimously @ 5:07 p.m.

September 10th, 2020- Minutes

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MINUTES OF BOARD MEETING OF

HILLSIDE ELEMENTARY SCHOOL DISTRICT #35

Thursday September 10th, 2020  at 5:00 P.M.

BOARD MEMBERS:

President:  Kelly Hill- Present

Member:  James Stalcup- Absent

Member: Tony Koch- Present

Attended: Melainie Johnson & Ashley Parker

 

Agenda:

  1. Call to Order 

    – 5:01 p.m. Meeting called to order by Kelly Hill.

  1. Pledge of Allegiance

  2. Limited Call to the Public

    – NONE

  3. Discussion and Action Items of the Consent Agenda:

The following agenda items A, B, & C which included the approval of Agenda and Minutes from August 6th, 2020, and the ratification of Payroll Vouchers 3 & 4,  Expense Vouchers 9102 & 9103, were moved to be approved by Kelly and Tony seconded unanimously approving for the motion.

  1. New Business:

                       -All items were Approved by Kelly and Tony seconded unanimously approving for the motions.

  • A: Amendment No.1 to Intergovernmental Agreement for Yavapai County Education Technology Consortium (IGA for YCETC)- Reviewed & Action
    • Explained that the IGA changed to a nonprofit organization.
  • B: The Trust COVID-19 Liability- Reviewed & Action
    • Explained that the coverage for COVID-19 will be used with grant monies from the ESSER for the coverage of the liabilities. The liability states that can provide coverage for a claim. Tony and Kelly approve of the new liability claim.
  • C: Policy Services Advisory- 672-676- Review & Action/ Second Reading- Reviewed & Action
    • Second Reading
  • D: Policy Services Advisory- 677-678- Review / First Reading- Reviewed
    • First Reading
  • E: Open Maintenance position- Reviewed & Action
    • Position is now closed, hired new employee for the position.

  1. Old Business:

  2. Reports: Added in late upon meeting.

    • Post notice signs for visitors that they are need to wear masks while entering buildings.

  1. Discussion Item: Future Agenda Topics from the Board (President):

  2. Discussion and Action Item: Next Meeting Date (President)

             The next meeting will be held (tentatively on) October 1st at 5:00 p.m. in the Hillside Elementary School Office.

  1. Adjournment by Kelly, seconded by Tony unanimously @ 5:14 p.m.

August 6th, 2020- Minutes

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MINUTES OF BOARD MEETING OF

HILLSIDE ELEMENTARY SCHOOL DISTRICT #35

Thursday August 6th, 2020  at 5:00 P.M.

BOARD MEMBERS:

President:  Kelly Hill- Present

Member:  James Stalcup- Absent

Member: Tony Koch- Present

Attended: Melainie Johnson & Ashley Parker

 

Agenda:

  1. Call to Order 

    – 5:17 p.m. Meeting called to order by Kelly Hill.

  1. Pledge of Allegiance

  2. Limited Call to the Public

    – NONE

  3. Discussion and Action Items of the Consent Agenda:

The following agenda items A, B, & C which included the approval of Agenda and Minutes from July 2nd, 2020, and the ratification of Payroll Vouchers 26, 1 & 2,  Expense Vouchers 8125, 9100 & 9101, Encumbrance 8301 were moved to be approved by Kelly and Tony seconded unanimously approving for the motion.

  1. New Business:

                       -All items were Approved by Kelly and Tony seconded unanimously approving for the motions.

  • A: School Reopening- Discussed
    • Melainie explained the guide lines that will be followed and that in-person learning will be held on August 17th, 2020. It was explained that with little staff that there is, if one or more staff member(s) or student(s) test positive for COVID-19, students will switch to distant learning.
  • B: Distance Learning Plan- Discussed
    • Explained the COVID Plan Phase-1, whereas minimal to moderate risk/no positive cases. Social distancing, sanitizing, hand washing, temperature checks etcetera. Masks will be provided if needed. Students and staff may return back after fever free for 72 hours, or 10 days after symptoms. Is requested that if you are sick or not feeling well, please stay home.
  • C: Health & Safety Protocols- Discussed
    • Explained the health and safety guidelines from ‘The Trust’.
  • D: Employee Acknowledgement of Responsibilities for Maintenance of Pay- Discussed & Approved
    • Explained that staff can get paid while doing distance learning for the hours that they usually work as long as they can get their normal work done or if they can get other work done. Staff must be committed to work. Tony approved, Kelly approved. Motioned 2-0 vote for approval.
  • E: AZ Trust COVID-19 Waiver, Release, & Assumption of Risk Form- Discussed
    • Explained the waiver release forms.
  • F: Policy Services Advisory- 672-676- Review/First Reading- Reviewed
  • G: Open Maintenance position- Discussed
    • Kelly moves to approve to post a job opening.

  1. Old Business:

  2. Reports: Added in late upon meeting.

    • Post notice signs for visitors that they are need to wear masks while entering buildings.

  1. Discussion Item: Future Agenda Topics from the Board (President):

  2. Discussion and Action Item: Next Meeting Date (President)

             The next meeting will be held (tentatively on) September 10th at 5:00 p.m. in the Hillside Elementary School Office.

  1. Adjournment by Kelly, seconded by Tony unanimously @ 5:31 p.m.