December 2014 - Southeast Service Cooperative

Southeast Service Cooperative
School Administrators Advisory Committee
Thursday, December 18, 2014 at 12:00 Noon at SSC
Present: Jeff Elstad, Beth Giese, Ed Harris, Gary Kuphal, Mark Matuska, John McDonald, David
Thompson, Rachel Udstuen, and Ron Wilke
Absent: Mike Funk, Cherie Johnson
Staff: Kari Kubicek, Suzanne Riley, and Dale Walston
Consultants: Bill Colopoulos
Call to Order and Last Meeting Summary
The meeting was called to order at 12:40. AAC members received the November AAC and November
Board minutes, and the Board agenda for the December 29 meeting.
Ron Wilke and Ed Harris provided information about their attendance at the AESA conference with SSC
staff and board representatives.
Instructional Services and Programs
Monthly Team Report. Kari provided a written report highlighting Instructional Services and Programs.
Professional Development: Upcoming Events. Kari highlighted SSC’s upcoming PD sessions.
Regional Education Specialist – Literacy Position. Suzanne informed the group of Lori Mack’s transition
to the COE team.
Student Academics Chaperones/Volunteers. Kari asked the group to share their district policies related
to chaperone/volunteer background checks. SSC will be doing background checks on student academic
presenters and are looking for input on how districts handle volunteers who do not work one on one
with students. All of the committee members agreed that background checks are done on all
chaperones. If a teacher is going to be present, there is not a need for a background check. Ed Harris
indicated that he doesn’t think SSC should be obligated to do background checks on
chaperones/volunteers from districts but suggested that we state in our program literature that districts
are responsible for their own district’s chaperone/volunteer background checks. During this discussion,
Jeff Elstad informed the group that Byron charges their chaperones $35 to pay for background checks.
Gary Kuphal indicated that PEM pays for the background checks. Beth Giese indicated that they use the
Applitrack service for their background checks.
BrightBytes/Clarity Train the Trainer Opportunity. Kari informed the group of the CESA 3 BrightBytes
Train the Trainer opportunity scheduled for January 15 at CESA 3 in Fennimore, WI. She inquired of the
Clarity district superintendents if they would be interested in working with SSC to provide collaborative
regional training to our Clarity districts utilizing individuals from Clarity districts who would attend be
interested in attending this training. Ron Wilke, John McDonald, and Mark Matuska all expressed
interest in this opportunity and provided Kari the names at their district to contact with further
information. Kari will obtain the agenda for the training and follow up with these individuals.
Anti-Bullying. Kari informed the group that SSC will host another anti-bullying law session on January 29,
from 9:00 to 11:30 AM as a follow up to the two sessions we held earlier this year. The session will focus
SSC School Administrative Advisory Committee, December 18, 2014
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more specifically on investigation, with an emphasis on cyber bullying, what district staff must know
based on the law requirements, and how the requirements of the law relate to special education.
Promotional materials for this session will go out within the next week.
Crisis Management. Kari informed the group that Amy had learned about a couple other crisis
management/emergency response technology options at the AESA conference and passed around
information about these. The group expressed interest in learning more about pricing and options
related to these as well as CrisisGo. Ed Harris indicated that based on his research of CrisisGo and what
he had learned about ALICE, the two would work very well together. Kari will do further research into
these tools and report back to the group.
The group discussed the ALICE (Alert, Lockdown, Inform, Counter, Evacuate) program, the purpose of
which is to prepare individuals to handle the threat of an Active Shooter. ALICE teaches individuals to
participate in their own survival, while leading others to safety. The group expressed interest in SSC
offering the ALICE Train the Trainer training during the summer of 2015. HVED has been sponsoring this
training for its member districts. Kari will look into the possibility of coordinating training for other
schools and whether it would be feasible to partner with HVED and other Education Districts on this
training.
Information and Communication
MASA Region 1 Updates. Jeff Elstad, MASA 1 Chair, shared MASA 1 updates. A planning session is
scheduled for January 12 at SSC and the winter session is March 5. Currently, the program includes:
Gary Amoroso, Fred Nolan of MREA to provide legislative/funding forecasting, and Melvin Carter on
Early Learning. Jeff will check whether Art Rolnick is available to augment Melvin Carter’s presentation.
The group discussed the possibility of offering two break-out sessions of choice:
• Balanced Calendar: Suggestion to provide baseline information – research, pros and cons and to
have Mike Funk present (issue is on hold in Albert Lea, will be re-considered); consensus is that a
lessons learned discussion would be helpful for all members.
• Open session, with discussion flowing from topic to topic, facilitated by any individual for a
timed period (need a timekeeper) – index cards with topics on each that people can select.
• Teacher evaluation: What would be shared? Is it too early to discuss impact? Does it matter
how a district is doing it (there are many ways, some still trying to figure out student
component). Ron: Would like to have a discussion about where each district is at with it. What
about peer coaching and peer review?
Jeff and Beth will bring these ideas to the MASA Leadership team on January 12.
Legislative Visit Dates – Jeff and Kari will do a Doodle poll of the membership to establish three possible
dates for Region 1.
Discussion about MASA awards. Suzanne will send out the invitation to nominate for MASA regional
administrator of excellence today or tomorrow. It will include list of previous award recipients. Jeff is
requesting Gary Kuphal, David Krenz, Barry Olson, and Peter Grant to join him in serving as the selection
committee, and Suzanne will facilitate a phone conference on January 9.
Legislative Breakfast Forum Saturday, February 7, 2015. Jeff and Suzanne updated the group on the
invitation to the annual legislative Breakfast Forum co-hosted by SSC and MASA Region 1. Bruce Klaehn
is planning the topic presentation and will facilitate the forum again this year.
Administrative Services
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Monthly Report. Dale provided a report from Katie Schmitt, which included information on awarded
contracts on Clay, re-certified computers and tablet and office supplies. Dale also reviewed a new
contract with Information System Sciences for records storage. SSC will host a training session with this
vendor around the topic of records management.
Express Analytics Report November 2014. Dale shared a report on analytics for the online Cooperative
Purchasing Connection.
Member Organization Systems/Strategic Planning (Chatfield and Spring Grove/Caledonia). Suzanne,
Ed, and Ron talked about the process Amy and Suzanne facilitate and the customization that takes place
depending on each district’s needs. Ed described it as an internal exercise with a next layer of input
from community, students in addition to administrators and staff.
Operations
IRS Mileage Reimbursement Rate Change effective January 1, 2015. Suzanne informed the group that
the IRS has issued notification that the recommended mileage reimbursement rate increase effective
January 1, 2015 from 56 cents to 57.5 cents per mile.
Health and Benefits
HITA Update. Suzanne shared that Service Cooperatives are contracting with actuary firm Optum to
develop a bid process and analytic tool and the auditing firm Clifton Larson Allen to carry out chain of
custody responsibilities to assist school districts in complying with the HITA law. Service Cooperative
pool reserves will cover these costs. The goal is to ensure an objective, compliant process.
School Health Pool RFP Update. Suzanne provided the group with an update on the School Pool RFP.
The work continues and should be completed very soon. The SSC board meets on December 29 and is
expected to award the carrier contract at that meeting.
VEBA Federal Legislation Progress Update. Suzanne updated the group on the VEBA Federal legislative
effort to allow singles to name non-dependent beneficiaries, currently included in a tax package.
ACA. Jeff mentioned recent news that highly compensated requirements may be delayed a third time.
Other News. John McDonald stated that Riverland Technical College will be soon offering an agriculture
education track.
Next Meeting. The next meeting will be held Thursday, January 22, 2015, at 12:00 Noon at SSC’s Wood
Lake Meeting Center.
Meeting adjourned at 2:35 PM.
July ...... NO MEETING
August ...... Thursday, August 14, 2014
September ...... Thursday, September 18, 2014
October ...... Thursday, October 16, 2014
November ...... Thursday, November 20, 2014
December ...... Thursday, December 18, 2014
January............. Thursday, January 22, 2015
February .... Thursday, February 19, 2015
March ........ Thursday, March 19, 2015
April ............ Thursday, April 9, 2015 (second Thursday
dues to early Board with School Pool Renewal)
May ............ Thursday, May 21, 2015 (to begin at 1:45
PM following the MASA Region 1 Spring Session)
June ............ Thursday, June 18, 2015
SSC School Administrative Advisory Committee, December 18, 2014
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