Board of Education Regular Meeting

Cadin Whiteus' name was spelled incorrectly and is corrected within the minutes. 

Mr. Scott Loomis, CHS Principal, presented to the Board sharing an update on exciting learning opportunities at CHS. He gave a slide show that highlighted some of the hands-on learning experiences in classes. On top of these activities, we try to provide real-life experiences and bring outside people in to talk to the students, colleges, students, armed forces, and employers. 

He highlighted new staff members and the impact they are making this year impacting our student learning. 

He shared the number of students that have made commitments to colleges and shared that the student board that hangs in the HS highlights these students. On the CHS Facebook page, they try to highlight student experiences.  He mentioned the great job the students did in the school plays. 

He also highlighted student achievements in the community. 

He also spoke about the boards hanging in the building that highlights students.

The United Way fundraiser was successful and they had a light display with students and staff participation

Raised money at Riverview game to support students with cancer

Varsity fall athletes go to CES and speak to the Kids. He spoke about the BOLT leadership training for students that takes place before school. Teaching championship work ethics. 

Great things are happening, He gets to see it everyday but the Board does not, so he appreciated the opportunity to share what is happening

The Board members thanked Mr. Loomis for the information and presentation stating that it was well done and nice to see.

Dr. Hire introduced Kirk McMahon (who was present as well as those on the Zoom presentation, Josh Predovich and Kevin Blank. SHP) to present the results of the Facility masterplan survey results.

Josh Predovich began the presentation by stating that the Facility Planning Team has been touching base/meeting monthly to check on community updates that could impact decisions. Josh stated that the Board requested another community survey this time around to see what the community response is and if it has changed. The new survey asked the same questions as the survey in 2019 to gauge if the community's thoughts have changed. He explained that there were also questions in the study to gauge community input related to the master planning results from meetings that have taken place this time around. He then turned the meeting over to Kevin Blank, the person who put the survey together and analyzed the results, to discuss the survey results. Kevin Blank introduced himself as a Data Analyst with SHP and stated he has been fortunate to work with Josh on several of these projects. He thanked the Board for accommodating them with the Zoom meeting. He provided what he called the 30-second elevator pitch. He stated that the responses to this survey nearly doubled the number of responses completed in the 2019 survey which is an indication that the community wants to be involved in this process and has a high level of interest. The highest-rated master plan option from the results of the survey was to build a new 7-12 school with state funding support. The majority of respondents disagree with an addition to the existing elementary school. The community results also showed that the community definitely showed interest in keeping the current facilities, mainly the pool, gym, auditorium, and planetarium in the future master planning phases.

Kevin continued with an overview of the details of the questions. He stated that 884 people took the survey as opposed to 492 in 2019 and that these were good results. He commended the team that got the survey out to the community, saying they did an excellent job. Kevin stated that Questions 1-4 were demographic questions to understand who took this survey. The majority of respondents fell into the 30-65-year-old category. Also, students and alumni participation was good. 49% of respondents were parents, and close to 50-50 to parents and non-parents community members. 41% of respondents lived in the district for over 20 years and this speaks to the great things going on at the HS and in the district. It is obvious that there is a great amount of pride in the District in the community. It also shows that a high number of community members that do not have a relationship with the school responded. A diverse group gives different perspectives. Kevin then moved to Questions 5-9, saying that they were a little more specific about facilities. All of the answers were scored on a weighted average. Participants were asked to select 1-5 in the answers. The score is calculated by averaging the response of 1-5 for each question. The highest positive response of all of these questions is that "the facility is a positive reflection of our community."  Question #6 asked about 3 facility masterplan options. The option that had the greatest response after calculation was a new 7-12 school with state funding support. Questions 7-9 focused on extracurricular spaces. These were the word for word the same questions asked in 2019. Their responses were very similar to the past survey. They were positive results. Most agree that the current swimming pool should be kept in the consideration of future plans. The responses to the question regarding the auditorium had similar results. The same results were present for the gymnasium-weighted average was 4.4 out of 5 on this question. Kevin shared that even with a greater number of respondents, the results are very similar to the 2019 survey. Finally, Kevin shared that there was a section on the survey that asked if the respondents had anything they would like to add. 213 people answered this one. Some of the things discussed were the large new school, and extracurricular spaces were mentioned, including the planetarium. The full list of comments has been provided to the administration team. Kevin summarized by reiterating that there is strong community input in the process. Even more so than in 2019. The message to take from this is to keep the community input in consideration in future masterplan considerations. He then opened the floor for comments from the Board for questions. There were none at this time. Josh Predovich then spoke.

Josh stated that he wanted to use this survey to help the board to make decisions as they try to determine if the district wants to move forward. He recommended that we hold community meetings to engage the community in conversation about master plan options because survey results show that the interest is out there. SHP recommends moving forward with community meetings around the week of January 16th. He asked the board how they would like to see that unfold. The options he provided were - a single presentation or multiple presentations; do we want to present this to the community and allow time for questions and answers? Or a forum style - in the elementary school dining center, or with groups of 6 or 8 and ask them to have a discussion and present their thoughts on the masterplan option? Josh continued, saying that after the community meetings, the plan would be to have one more round of surveys that are more specific - SHP can ask the community if they agree or disagree with any options of the master plan. This should go hand in glove with community presentation. We want to give the public as much information as we possibly can so they can help us make decisions. Once this survey closes, SHP will take all information back to the Community Action Team (CAT) in advance of the first week of Feb. The discussions and/or recommendation of that team would be brought to the board at the Feb 16 board meeting. He asked the Board to discuss this tonight and have Dave let him know how the board wants to proceed.

Questions? There were none

Dr. Hire then asked the board for input about how they think we should engage the community. He asked them about what type of format they would like to see at the community meetings and how many meetings the Board thinks they need to have.

Mr. Hunt thinks that from information gathering, the small group collaborative works then present some of the activities. He stated that there will be a lot of questions. He thinks small group conversations are more effective.

Mrs. Mann thinks we will get a better turnout if we stand on the stage and present. She stated that people are more comfortable in a larger setting.

Mr. Bennett asked if we could do both.

Mr. Shutt said we should give the community the option to come again. He thinks we can disseminate information.

Dr. Hire stated that this would be open to everyone. Wednesday the 18th 6-6:30 event. We could look at a large group in the auditorium, then if you want to stick around and provide input that SHP and the CAT team can meet with those that would like to say after the main event. Dr. Hire asked if we want to only have one meeting? We are looking at Wednesday, but wanted to know if the Board would like more than one opportunity. Depending on the format, we could look at a large group in the auditorium once or twice, but maybe have a time community members want to stick around and discuss or let them be involved in the community advisory team. There will always be the comment section in the survey, if they attended a meeting and then after processing has a question, they can add that in the comment section of the survey.

It was stated that we are asking for the Community Action Team (CAT) to be the broader representation of our community. We have to try to get as many of them back to the table as we possibly can. They are not signing up for a series of meetings but need them for that meeting.

Mr. Hunt suggests at least two.

Dr. Hire stated that we don’t want anyone to think we are short-changing them or rushing them through. People need to be heard about what is important to them. Josh recommended that we have a one meeting the one week and one the following week. Dr Hire recommended two different evenings in case the night is committed the second week is another option. Josh asked to pick a day on the week of the 23rd.

Dr. Butcher thinks this is the right direction. He thinks the hybrid meetings are a good idea.

Dr.  Hire suggested that we can encourage people to come back for the second one - Two approaches or two opportunities to hear the same thing. Terri and Todd were there. We saw some of the demographics and Dr. Hire shared a concern asking if we have enough voices from Senior Citizens.

Dr. Hire asked if anyone else had questions, there were none, he thanked Kirk for coming to Coshocton for the meeting. He also confirmed that the PowerPoint will go out to all Board members and then thanked Jason for all of the work that went into sending survey's out and the work he did to make sure we got good results. Mr. Shutt recommended a podcast by Dave, Terri, Josh/Scott, etc.

The consensus of the board was to have two meetings with one being the week of January 16th and the second being the next week. 

Ms. Eyerman began by sharing a copy of the November 2022 forecast with the board so they could see the impact of the $900,000 Emergency Levy on the district's cash balance year over year. She stated that if the levy would not be renewed or replaced, the district would receive the August collection and then the funding would stop. She then pointed out the significant drop in the cash balance on the forecast. Ms. Eyerman told the Board memers that Becky Princehorn, from Bricker and Eckler, called her about the May opportunity to be on the ballot but stated that since it is not a primary, the district may have to pay to put it on in May. Ms. Eyerman explained to the Board that she checked with the Board of Elections, and they told her they would calculate the cost and send it to her, but the district may not have to pay because it may end up being a primary. Ms. Eyerman shared that if it isn't a primary and if another entity sees we are on the ballot and have an issue for the election, they could opt to go on in May with us, then we would share the cost. She then shared information from Becky about the types of levies and pointed out the option of a Substitute Emergency Levy explaining that it is similar to the Emergency, but it allows growth in the funding amount due to new construction. She stated that a traditional Emergency levy does not grow. Each year the millage is set at a millage rate that will bring in the expected $900,000. The traditional is not subject to reduction factors and is not factored into the 20mil floor. We can renew for 1-10 years. OR we can convert it to a Substitute Emergency levy. The difference between the 2 is that the Emergency will only ever provide $900,000 revenue for the district. The Substitute will provide $900,000 the first year, but each year it can grow if there is new construction. It can also have a term of 1-10 years OR it can be for a continuing period of time. The difference in them is that the Substitute Emergency Levy allows revenue growth. With the anticipation of possible growth with Intel alone. This could be advantageous to the school district and the community that supports it. We have had great support from the community with continuing levies as well, so making it continuing should also be considered. This locks in the Homestead and Rollback dollars paid by the state protecting our taxpayers.

We know we will need to increase taxes in order to continue to operate in the next years. We just don't know how much at this time because we do not know what is going to happen with our buildings. Operating revenue will need to be discussed, but it makes most sense to calculate that once a decision is made about the Facility plans.

Ms. Eyerman recommend that we move forward with a Substitute Emergency levy on the May ballot and make it continuing. The decisions that need to be made are:

Are we going to be on the May ballot or wait until November?

Do we want to renew the Emergency Levy or change it to a Substitute Emergency Levy?

Do we want either of these to be for a term from 1-10 years or if the Board Chooses Substitute do we want to make it for a continuing period of time?

If you choose the May ballot, a  Board Approved Election Proceedings Resolution will need to be at the Board of Elections on or before February 1st.  In order to have the information for the Election Proceedings Resolution, The Board must first approve a Resolution of Necessity to be taken to the County Auditor's office so the millage can be calculated. 

Dr. Hire mentioned that the ballot language will be changing after the 1st of the year, stating that this year won't be typical and will require more work if we make changes. In order to clear up any confusion, Dr. Hire corrected a comment by Terri, stating that she said a November ballot by mistake and wanted to clarify that she meant the May ballot. Ms. Eyerman thanked him and concurred, May was her intent. Dr. Hire went on to say that the other side is that we could potentially wait until November and be on the ballot at the same time as a facility levy. He went on to say that the good news is that all of our other levies are continuing at this point. We do not know what is going to happen with State funding - if the current fair funding remains, we should be okay for now, if this levy passes, but there is talk of scrapping the existing fair funding formula.

Dr. Hire and Ms. Eyerman both spoke of the things to consider If we change to a Substitute Emergency Levy, saying that it will feel more like a new levy, we will be very careful and make sure we are clear about the process and what we are allowed to do.  We cannot use public funds to promote levy. The Superintendent and the Treasurer are not allowed to promote the Levy. We can share facts, but they cannot promote.it.

Ms. Eyerman stated that we will need to educate the community not only about the new levy, if the board decides to move in that direction, but also about the language on the ballot that will be changing moving forward. Dr. Hire mentioned that we need to be very clear and transparent so that there is no confusion between this and the new facility as well.

Phil stated that it was better to try to pass it first time around and if doesn't pass we could put it back on in November.

Dr. Butcher asked if we could potentially put a bond on the November ballot, Ms. Eyerman confirmed - yes. 

Dr. Hire stated that the legislature is looking at the potential for one less election, doing away with August. He also stated that we could be on the Fasttrack with a funding offer from OFCC that could be in July. We are still on track with the community survey, etc. We need to let OFCC know if the district is interested in a funding offer when it comes.

Dr. Butcher stated that he thinks it could be a guaranteed disaster if we would not put this on in May and wait until November and put the renewal on at the same time as a bond issue for facilities.

Dr. Hire stated that the methodologies have always been to make sure you can operate before we ask the community to pass a levy for new facilities. 

Dr. Hire-we have to have two resolutions. we could get more information to the board, and come back for a special meeting. If we do not allow enough time for the auditor to complete what they need, we will need by the January 12th Board meeting, we will need to schedule another special meeting to approve the Election Proceedings Resolution in order to submit it to the Board of Elections by or on February 1st.. Dr. Hire stated that maybe we have not given you enough information to decide tonight. He also mentioned that he has not mentioned this to the levy committee. The Board members were in agreement. It was decided that Ms. Eyerman would get more information to the Board, a Special Board Meeting will be scheduled for January 4th  at 5:00 pm in the Board Trailer, this will be the only item on the agenda. If the County Auditor's office is not able to turn the resolution around in time for the Election Proceedings Resolution to be on the January 12th agenda, then another Special Meeting will be scheduled.

Dr. Hired shared his concern about the January meeting with no officers. Ms Eyerman stated that we vote for a Pro-Tem tonight, and we will add this meeting to the list for the Pro-Tem

ESSER update-Ms. Eyerman stated she does not have ESSER update ready for this meeting. Reconciliations are completed but she did not get to meet with Tom so will move the item to the next regular meeting.

The vote for this item is recorded on item 11.0.-

Ms. Eyerman provided a financial dashboard sheet to the Board members prior to the meeting. She then reported on the Month end cash balance, the revenue and the expenditures for the month and as compared to the prior year. She explained the lines that showed the major differences and explained what made up the difference. Most were a result of the changes due to Fair School Funding, paying Open enrollment in and out directly to the schools of attendance. She explained that in FY22, these changes did not take place until January. After January, our comparison should look more similar. Ms. Eyerman also pointed out that Wellness funds were not included in General Fund dollars in FY22, and this year they are included in the Restricted funds revenue this year, which makes up much of the revenue difference between FY22 and FY23. She asked the Board if they had any questions related to the Financial Summary. Mr. Hunt asked the Board if they had any questions or needed any further details.

The vote for this item is recorded on item 11.0.

Ms. Eyerman expressed gratitude to the donors of funds to the Theatre Club. 

The vote for this item is recorded on item 11.0.

The vote for this item is recorded on 12.0.

Dr. Hire stated that we try to make this a school year contract and have it approved at the beginning of the year but we received it late this year. It is a two year contract.

The vote for this item is recorded on 12.0.

An student is attending Hopewell that is a Coshocton City School District Resident. An aide is required and has been hired. The resident district of the student is responsible for the cost of the aide.  The Coshocton Board of DD covers the cost of all benefits, CCSD covers the salary.

The vote for this item is recorded on 12.0.

The vote for this item is recorded on 12.0.Dr. Hire explained that this was developed through a grant. This is not to be confused with some of our other equipment or the work we are doing with Muskingum Valley Health Center. 

The vote for this item is recorded on 12.0.

Mr. Hunt asked if this was an annual membership. Dr. Hire stated that it is.

The vote for this item is recorded on 12.0.

The vote for this item is recorded on 12.0.

Dr. Butcher nominated Phil Hunt as President Pro-Tem. Mr. Hunt asked if there was any discussion. Dr. Hire asked if we should consider adding the January 4th meeting to this agenda item.

Let the minutes show that the Board of Education would like to appoint Mr. Phil Hunt as the President Pro-Tem for the January 4th, 2023 Special Meeting and the January 12th, 2023 Organizational meeting.

Dr. HIre stated that there is a resurgence with MVESC, that is who we work through with our Business Advisory Council and he provides minutes from that meeting each month. On page 4 of the attached document is the plan they submitted related to what they are all about. There is also a local advisory council that the district is working with that includes working with the Port Authorities, Job and Family Services, etc. 

The second item on the UPDATES - HB733 update - This is the related to the Appalachian Schools in CORAS-Dr. Hire stated-just know that right now there seems to be momentum and empathy for what our district is going through but not a lot happening now because of the Lame Duck. There are 30-40 people that are involved in the development of this through CORAS. Dr. Hire has explained to them that we are in just as much need for this incentive for community for our second segment. Howard Fleeter believes that there is enough funding to add this. The legislation offers an incentive of an extra 20% of the local share if the bond passes the first time around. The percentage would lessen if not passed first time. This is an incentive for communities to pass it the first time. 

Dr. Butcher asked why segmented districts were not included from the beginning. Dr. Hire explained that CORAS and the group thought we were already done with our projects. Now that they are aware of the situation, they are having discussion. It is possible that the percentage may lessened for districts that have already completed part of their project. For example, maybe instead of 20% off Local share if voted for the first time, we could be offered less than 20%. Dr Hire stated that anything we can do to sweeten the pot for our community, we should do. He is hopeful from what he is hearing. He asked if there were any other questions or thoughts. There were no more questions.

The vote for this item is recorded on 13.0.

13. Superintendent Report and Recommendations

• 13.2 Personnel
  • Athletic Service Contracts
    • Lifeguards - Winter - Current Minimum Wage
      • Michael White
      • Alivia Spaulding
      • Kamryn McGinnis
      • Ella Baylor
      • Isabelle Lauvray
      • Gage Wright

Dr. Hire read through the items listed in Personnel. The Salary Adjustment is a column change on the salary scale due to increased education credit from BA to MA. This contractually happens two times per year. The Reassignments are due to changes related to a classified instructional assistant bump meeting. The last are Athletic Service Contracts submitted by Mr. Yoder. Filling these positions will help get them through the winter sports season. Dr. Hire reminded the Board that they would be approving the addendum to this section adding approval of the lifeguards.

The vote for this item is recorded on 13.0.

This resolution needed to be passed in order so the District will be able to provide 1/2 credit for a Financial Literacy course that has to be taught by a licensed high school teacher to teach this course.