Best wishes to each of you for a joyful holiday season and New Year. Each day, I learn more about the many talents and skills of our Heartland staff. Your dedication and support of students, families and educators is impressive and truly makes a difference! I hope you have an enjoyable break with family and friends.
Happy Holidays,
Paula Vincent, Chief Administrator
Monday, December 20, 2010
Update on Setting the Direction of the Agency’s Future
Please visit the Setting Direction blog at http://direction.aea11.k12.ia.us/ to find a copy of the PowerPoint that Chief Administrator Paula Vincent is using this week when she visits our staff members to talk about the Agency’s future. Staff members are encouraged to read through the PowerPoint and bring any feedback and questions they have to one of the upcoming meetings. Attendance at the meetings is optional, but they will provide an opportunity to hear first-hand about some of the changes that will be coming to the Agency, including changes in our regional structure. If you have any questions in the meantime, feel free to leave a comment on the blog.
Date Added for Chief Administrator Q & A Session
A date has been added to the schedule of meetings being held by Chief Administrator Paula Vincent to share information about the Agency’s future and answer staff questions. A session will now be held on January 5 from noon-1:30 p.m. at Zion Lutheran Church in Des Moines. Staff members are welcome to bring their lunch.
Reminder of additional meetings:
Dec. 21: Ames Office, 9:00-10:30 a.m.
Dec. 21: Indianola Office, 12:30-2:00 p.m.
Dec. 22: Zion Lutheran Church, Des Moines, 9:00-10:30 a.m.
Dec. 22: Newton Office, 11:30 a.m.-1:00 p.m.
Date Added for Chief Administrator Q & A Session
A date has been added to the schedule of meetings being held by Chief Administrator Paula Vincent to share information about the Agency’s future and answer staff questions. A session will now be held on January 5 from noon-1:30 p.m. at Zion Lutheran Church in Des Moines. Staff members are welcome to bring their lunch.
Reminder of additional meetings:
Dec. 21: Ames Office, 9:00-10:30 a.m.
Dec. 21: Indianola Office, 12:30-2:00 p.m.
Dec. 22: Zion Lutheran Church, Des Moines, 9:00-10:30 a.m.
Dec. 22: Newton Office, 11:30 a.m.-1:00 p.m.
December 2010 Board of Directors Meeting Recap
The Heartland AEA Board of Directors meeting was held on December 14, 2010.
Public Forum
No one was present to address the Board.
Discussion Items
Interest-Based Bargaining
Mr. Jim Riordan from the Public Employment Relations Board (PERB) was present to talk about interest-based bargaining (IBB). IBB is a way of negotiating in an open way that notes both parties’ fundamental interests complement each other. Since board members are key stakeholders in the operation of the Agency, it’s important for them to know the three principals of IBB: 1. separate people from the problem, 2. focus on interests, not on positions and 3. use consensus decision-making. Members of the negotiation team should be active participants but the facilitator should remain neutral. Iowa law requires that there be two open negotiation meetings to exchange interests between parties. Following the meetings, there are steps to help reach consensus and finalize solutions. Each of the steps helps address the problem, why the problem is being raised, the criteria used to compare and judge options, generate potential solutions and evaluate options to reach a solution. A contract is a living organism that changes each time it comes up for renewal, and the team always has the power to review to see how it’s working and change when necessary. IBB is a civil and successful way to do business.
Closed Session
A MOTION was made by Mr. Cal Halliburton and seconded by Mr. Nels Turnquist to enter into closed session as provided in Section 21.9 of the Iowa Code to discuss the 2011-12 negotiation process.
The Board of Directors entered into closed session at 6:12 p.m. to discuss 2011-12 negotiations and returned to public session at 6:57 p.m.
Discussion Items Continued
Request for Proposal for 2011 Agency Auditor
The Agency is at the end of a three-year agreement with its auditor, Pittman & Company. Board members reviewed a draft of a Request for Proposal (RFP) to be sent to qualifying companies seeking proposals for the 2011 audit. There is no dissatisfaction with the current auditor; it is good practice for the Agency to periodically seek other bids.
6500 Regional Education Center Progress Report
Mr. Steve Prall provided a memorandum for the Board that summarized the current progress of the Johnston Regional Education Center remodeling project.
Action Items
Iowa Association for Education Purchasing 28E Agreement
A MOTION was made by Dr. Jane Bell and seconded by Mr. Cal Halliburton to approve the Iowa Association for Education Purchasing 28E Agreement. Motion passed.
Purchase Request – ECS, Inc.
A MOTION was made by Ms. Ann Wilson and seconded by Mr. Bruce Christensen to approve the purchase request for ESC, Inc. pursuant to RFP#11-01 for Professional Development Classroom Audio Visual System in the amount of $156,669.95 contingent on ECS, Inc. providing a Performance Bond of five percent and a Certificate of Insurance within 10 days of approval. Motion passed.
Chief Administrator Comments
• The relocation of the print shop started today. The machines will be back up and running by December 17.
• The print shop is under a five-year agreement. There may be some pieces that need to be brought to the Board as we look at staffing issues, however there is nothing else to bring forward at this time.
• At the Chief Administrators’ meeting on December 16 and 17, we hope to receive an update on the AEA Study. Hopefully we will have a final draft of the study by the first of the year.
Public Forum
No one was present to address the Board.
Discussion Items
Interest-Based Bargaining
Mr. Jim Riordan from the Public Employment Relations Board (PERB) was present to talk about interest-based bargaining (IBB). IBB is a way of negotiating in an open way that notes both parties’ fundamental interests complement each other. Since board members are key stakeholders in the operation of the Agency, it’s important for them to know the three principals of IBB: 1. separate people from the problem, 2. focus on interests, not on positions and 3. use consensus decision-making. Members of the negotiation team should be active participants but the facilitator should remain neutral. Iowa law requires that there be two open negotiation meetings to exchange interests between parties. Following the meetings, there are steps to help reach consensus and finalize solutions. Each of the steps helps address the problem, why the problem is being raised, the criteria used to compare and judge options, generate potential solutions and evaluate options to reach a solution. A contract is a living organism that changes each time it comes up for renewal, and the team always has the power to review to see how it’s working and change when necessary. IBB is a civil and successful way to do business.
Closed Session
A MOTION was made by Mr. Cal Halliburton and seconded by Mr. Nels Turnquist to enter into closed session as provided in Section 21.9 of the Iowa Code to discuss the 2011-12 negotiation process.
The Board of Directors entered into closed session at 6:12 p.m. to discuss 2011-12 negotiations and returned to public session at 6:57 p.m.
Discussion Items Continued
Request for Proposal for 2011 Agency Auditor
The Agency is at the end of a three-year agreement with its auditor, Pittman & Company. Board members reviewed a draft of a Request for Proposal (RFP) to be sent to qualifying companies seeking proposals for the 2011 audit. There is no dissatisfaction with the current auditor; it is good practice for the Agency to periodically seek other bids.
6500 Regional Education Center Progress Report
Mr. Steve Prall provided a memorandum for the Board that summarized the current progress of the Johnston Regional Education Center remodeling project.
Action Items
Iowa Association for Education Purchasing 28E Agreement
A MOTION was made by Dr. Jane Bell and seconded by Mr. Cal Halliburton to approve the Iowa Association for Education Purchasing 28E Agreement. Motion passed.
Purchase Request – ECS, Inc.
A MOTION was made by Ms. Ann Wilson and seconded by Mr. Bruce Christensen to approve the purchase request for ESC, Inc. pursuant to RFP#11-01 for Professional Development Classroom Audio Visual System in the amount of $156,669.95 contingent on ECS, Inc. providing a Performance Bond of five percent and a Certificate of Insurance within 10 days of approval. Motion passed.
Chief Administrator Comments
• The relocation of the print shop started today. The machines will be back up and running by December 17.
• The print shop is under a five-year agreement. There may be some pieces that need to be brought to the Board as we look at staffing issues, however there is nothing else to bring forward at this time.
• At the Chief Administrators’ meeting on December 16 and 17, we hope to receive an update on the AEA Study. Hopefully we will have a final draft of the study by the first of the year.
Holiday Office & Van Route Schedule
Heartland offices will be closed December 24, 27, 28 and 31 for holiday break. Vans will run on the following schedule:
• December 20-23, 2010 -- Regular Van Delivery
• December 27-31, 2010 -- No Van Delivery
• January 3, 2011 -- Regular Van Delivery Resumes
• December 20-23, 2010 -- Regular Van Delivery
• December 27-31, 2010 -- No Van Delivery
• January 3, 2011 -- Regular Van Delivery Resumes
Johnston REC Construction & New Professional Development Classroom Update
The first phase of the Johnston REC renovation project is near completion. As you may recall, the project is divided into two phases: Phase I began on October 25 and is very near completion.
To date, the Children’s Library was relocated throughout other parts of the building to facilitate renovation for the relocation of the Print Shop to that area. Demolition of this area was completed, and new walls, electrical and HVAC work is finished. The Print Shop equipment has been moved and is now up and running in its new location in the back of the building.
The former HR/Business Office areas of the building have been demolished to make way for the new large classroom, which is near completion. The classroom will have basic audio/visual technologies installed to allow the room to be used during the month of January. From January 31 through February 11, the room will temporarily be offline while new, state-of-the-art audio/visual equipment is installed. The classroom will be able to divide into two spaces, each having state-of-the-art high definition presentation capabilities including a projector and screen, presenter’s station with touch screen controls, document camera, smart pen display system, DVD/VCR, dedicated laptop, guest laptop interface, microphone(s), sound system controls, whiteboards, video recording and Polycom capability. The system is designed to be simple to use and will integrate in the near future with new ICN IP video conferencing on-demand.
Over the holiday break, workstations will be disassembled and moved from the regional office area to allow for new carpet installation. Once the carpet installation is complete, the workstations will be reassembled. In addition, new carpet will be installed throughout the reception and main hallway, new classroom and Conference Room 8. Time permitting, Conference Rooms 3 & 4, the ICN Room and the sound booth area will also be re-carpeted during this time.
Phase II of the project is scheduled to begin on January 3 and should be completed by February 28. This phase of the project will focus on the library area and the construction of an additional restroom.
If you have any questions about the project, contact Dustin Gean, Operations Manager or Steve Prall, Chief of Operations.
Also keep checking the Johnston REC remodeling project blog for updates: http://construction.aea11.k12.ia.us/.
To date, the Children’s Library was relocated throughout other parts of the building to facilitate renovation for the relocation of the Print Shop to that area. Demolition of this area was completed, and new walls, electrical and HVAC work is finished. The Print Shop equipment has been moved and is now up and running in its new location in the back of the building.
The former HR/Business Office areas of the building have been demolished to make way for the new large classroom, which is near completion. The classroom will have basic audio/visual technologies installed to allow the room to be used during the month of January. From January 31 through February 11, the room will temporarily be offline while new, state-of-the-art audio/visual equipment is installed. The classroom will be able to divide into two spaces, each having state-of-the-art high definition presentation capabilities including a projector and screen, presenter’s station with touch screen controls, document camera, smart pen display system, DVD/VCR, dedicated laptop, guest laptop interface, microphone(s), sound system controls, whiteboards, video recording and Polycom capability. The system is designed to be simple to use and will integrate in the near future with new ICN IP video conferencing on-demand.
Over the holiday break, workstations will be disassembled and moved from the regional office area to allow for new carpet installation. Once the carpet installation is complete, the workstations will be reassembled. In addition, new carpet will be installed throughout the reception and main hallway, new classroom and Conference Room 8. Time permitting, Conference Rooms 3 & 4, the ICN Room and the sound booth area will also be re-carpeted during this time.
Phase II of the project is scheduled to begin on January 3 and should be completed by February 28. This phase of the project will focus on the library area and the construction of an additional restroom.
If you have any questions about the project, contact Dustin Gean, Operations Manager or Steve Prall, Chief of Operations.
Also keep checking the Johnston REC remodeling project blog for updates: http://construction.aea11.k12.ia.us/.
Iowa Legislator Contact Sheet Available
Click here for a contact sheet for Iowa legislators for the 2011 and 2012 sessions. The next legislative session begins on January 10, 2011. Look for weekly legislative updates from AEA Government Relations Specialist Wayne Haddy when the session begins.
Open House in New Print Shop Dec. 21
If you’re at the Johnston Regional Education Center on Dec. 21, stop by the newly relocated print shop (in the former children's library) from 10:00 a.m. to 3:00 p.m. for an open house. You can see the shop’s new set up and have a piece of cake courtesy of Xerox.
Changes Made to Leave Online System
Human Resources and Information Technology staff members are continuing to improve and integrate the Agency’s human resource information systems so that the systems are user-friendly, data is accurate, reporting is timely and data can be categorized and reported in a manner that improves data-based decision making.
In order to facilitate that improvement, integration and reporting of calendars and leaves, the Leave Online System has been slightly modified. Staff will no longer be able to enter one leave request that spans two calendar months (e.g., Jan 25 to Feb 4). Instead the system will prompt you to enter two separate requests (e.g., one request for the days in January and another request for the days in February).
Thank you for the attention to this change. Please contact Chris Pierson, Assistant Director of Human Resources, at ext. 14400 or cpierson@aea11.k12.ia.us if you have further questions about this change.
In order to facilitate that improvement, integration and reporting of calendars and leaves, the Leave Online System has been slightly modified. Staff will no longer be able to enter one leave request that spans two calendar months (e.g., Jan 25 to Feb 4). Instead the system will prompt you to enter two separate requests (e.g., one request for the days in January and another request for the days in February).
Thank you for the attention to this change. Please contact Chris Pierson, Assistant Director of Human Resources, at ext. 14400 or cpierson@aea11.k12.ia.us if you have further questions about this change.
Operations Workgroup Meeting Information
The Operations Workgroup meeting will be held January 26 from 1:00-4:00 p.m. in Conference Rooms 3 & 4 at the Johnston REC. Some of you may have it on your calendars for January 19, which isn’t the correct date.
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