The September meeting of the Heartland AEA Board of Directors was held on September 13, 2011.
Public Forum
Ms. Nancy Dunn, occupational therapist from Heartland since 1993, spoke to the Board about the post-employment policy. Ms. Dunn has enjoyed working for the agency and looks forward to the challenges and opportunities she faces as her position evolves. As she gets older and plans for the future, she is concerned about the post employment policy changing. The current policy allows staff to retire at age 58, which benefits both the staff and agency. It also provides insurance opportunities that not all retirees take. This policy is a valued benefit and keeping the current policy can result in a net savings for the agency. For the year ending 2010, there was very little liability for the agency as a result of the current post employment policy. If the Board decides to change the policy, can there be a gradual transition for staff who have 15 or more years of service, and can they be grandfathered as a less benefit-rich policy is considered.
Ms. Jan Morgan, graphic designer, addressed the Board with her concerns about the print shop. As the Board looks at dissolving the current print agreement and approving a new contract, would they be willing to consider a print manager to oversee the print and production departments. There needs to be someone to oversee the workflow between the two departments.
Discussion Items
Board Committee Reports and Updates
• Professional Development – No report.
• Board Advisory Council – The council will meet on October 20.
• Board Policy Committee – The committee will meet on October 14.
Compensation Structure
Ms. Laura Gillon presented a revised compensation philosophy for the Board to review. Board members were given an opportunity to discuss the changes and provide input. Board members made no additional changes.
Post-Employment Policy Annual Review
Dr. Paula Vincent discussed the cycle for reviewing the Agency’s post-employment policy and benefit. Since the Board approved the policy this spring, Board members could postpone it’s annual review until next year or give it reconsideration due to staff input. Over 26 staff letters were received and any time the Agency has employees considering ideas, it’s hoped they will be given fair consideration. Board members were asked if they wanted to let their decision continue or to look at the information received from staff and reconsider the policy. Board members decided to readdress the issue at the October meeting since some members were absent.
They held a brief discussion, sharing concerns about if enough advance notice of changing the benefits was given to staff; that although the letters from staff were moving and impressive, they provided no new information; and if the issue was to be discussed again in October, could Mr. David King provide detailed financial implications for the Agency and a history of the policy in chronological order.
Print Shop Discussion
Mr. Steve Prall discussed the transition of the Print Center. There have been many milestones over the last two years and during that time, he’s had a chance to understand the configuration of the print center, how it works and to review financial data. Board members have been given time to meet with Mr. Prall and Mr. King to discuss future options and changing print vendors. Board members asked about the need for a print manager to integrate the print center and production function. Mr. Prall noted that the agreement being proposed was similar to what the Agency currently has and does not address the issue of a print manager. That issue will be addressed through the Agency’s planning councils and a recommendation or progress report brought back to the Board in October.
Grant Wood AEA & Heartland AEA Back-up Server Agreement
Mr. Steve Prall updated the Board the on the Grant Wood AEA and Heartland AEA back-up server agreement. When the Agency submitted its server bunker plan to the Iowa Department of Education for approval, they were concerned with the number of technology bunkers being built in the state. They approved the project on the condition that Grant Wood AEA and Heartland AEA would utilize each other’s bunker and back up each other’s data. Agreements have been drawn up and approved by the Agency’s attorney. Once signed, space will be utilized in each bunker to back up data.
October Board Organizational Meeting
Dr. Earl Bridgewater discussed the upcoming October organizational meeting. Nominations will be accepted during this meeting for a board president and vice president. Any member interested in being considered was asked to contact him or Mr. Nels Turnquist.
Budget Update
Mr. Dave King provided a brief update on the budget for FY2010-11. The Agency ended the fiscal year with an unassigned fund balance of $8.9 million. These funds are resources that have accumulated since the AEAs inception beginning in July 1975 and provide a cushion for catastrophic events. The funds will support the Agency during its funding short fall this year and provide a cushion for capital expenses. The balance is complicated as it’s a great position to be in financially, but it does not allow the Agency to add additional resources in response to increased student enrollment or to intensify services to better respond to the needs of local districts.
Action Items
A motion was made and passed to approve the termination of the Xerox Managed Services Agreement and to direct senior management to develop and execute an attorney approved notification to Xerox.
A motion was made and passed to approve the acceptance of the Laser Resources proposal and direct senior management to finalize negotiations of applicable agreements. The finalized negotiated agreements will be brought to the Board for approval at the October Board meeting.
A motion was made and passed to direct senior management to bring a progress report and/or recommendation regarding the print and production operation to the October Board meeting.
A motion was made and passed to approve the lease agreements between Grant Wood AEA and Heartland AEA regarding the back up servers.
A motion was made and passed to accept the revised compensation philosophy.
A motion was made and passed to approve the Des Moines Support Contract.
Consent Agenda
Personnel Report and Addendum
Bills
Purchase Requests: 4D, Inc. - $25,000.00, Apple Computers - $127,243.10, PRK - $30,000.00, and Drake University - $539,000.04
Itinerant Teacher Service Agreement between Statewide System for Vision Services and Heartland AEA
Orientation and Mobility Service Agreement between Statewide Services for Vision Services and Heartland AEA
Mr. Christensen reviewed the bills and stated everything was in order. The Agency has a nice cash flow and is on budget for this time of year. A motion was made and passed to approve the consent agenda including payment of warrant numbers 00361619 through 0036213.
Board Comments
• Dr. Earl Bridgewater read the letter he received from Jim Green at the Iowa Association of School Boards. He received the letter in response to a letter of concern Board members sent IASB in July.
• Mr. Marcy Sparks commented on the Agency’s all-staff meeting held in August. She attended the kick-off and was impressed. Staff members were excited to see each other and the staff connections were great. It was a wonderful event.
• Dr. Steve Rose thanked Heartland staff for contacting Simpson College about license endorsements. He was glad to see the Agency reach out to private colleges in addition to the long-standing agreement with Drake University.
Chief Administrator Comments
• The AEA system is working in conjunction with the Department of Education to support schools in redistricting their boundaries. The project is moving across the state with help from the University of Iowa. A former DE employee is raising some questions about the process.
• Joint AEA/DE collaboration meetings are being held. Both organizations are trying to think about what it would take for the AEA and DE to obtain improved student outcomes. It’s not a fast process but a hopeful one.
• Heartland is coordinating efforts for the government relations specialist for the AEA system.
• The DE has approved the Agency’s Continuous Improvement Plan. They continue to be very supportive and will meet again in January.
• Dr. Vincent, Dr. Vittengl and Ms. Wilson attended a meeting with Farner-Bocken in Carroll last week. It was an impressive operation and an important visit as it provided an opportunity to make contacts that potentially will help schools in the future. It was a good conversation and each side listened to the other.
• There are ongoing concerns and challenges with our significant population that have challenging learning issues. Dr. Tilly has worked for several months to connect parents and school personal together. On Friday, September 9, a Building Partnership to Promote Independence in Students with Autism conference was held at Des Moines Area Community College. Over 160 people registered and it was a great turnout for getting parents and educators together. Data will be forthcoming once the conference evaluations are finalized.
• The Agency is in the middle of looking at its media and technology services. This information will be used to provide insight in how to meet long-term goals.
• The AEAs will have their board districts analyzed as part of the 2010 Census. Results will be finalized in 2013.
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