ESU Coordinating Council
September 08, 2016 8:30 AM
Regular Meeting
1. ESU Coordinating Council Information
Rationale

Educational Service Unit Coordinating Council

Regular Meeting   
Thursday, September 8, 2016- 8:30 AM

Educational Service Unit No. 10
76 Plaza Blvd
Kearney, NE

Video Conference Sites: None available
DL Sites:  

2. Call to Order
Rationale

Notice to visitors:  To be heard at this meeting, the "Request to be Heard" form, must be completed and submitted to the Secretary to the Executive Director of ESUCC.  The President of the Board of ESUCC will call upon visitors wishing to address the Board in the order they were submitted or by subject.

Pursuant to Section 84-1411 of the Nebraska Statutes, notice of this meeting was given by advertisement in the ESUCC website, NE Public Meeting site, and host site.

Open Meetings Law
: Pursuant to Section 84 - 1412 of the Nebraska Statutes, the public is hereby informed that a current copy of the Nebraska Open Meetings Act is posted in this meeting room. 

Discussion

Call to order at 8:30 AM.

Staff:  David Ludwig, Deb Hericks, Scott Isaacson, Priscilla Quintana, Beth Kabes

Legal:  Karen Haase

Guests:  Jim Knight and Kelly Valentine, Corwin; Dean Folkers, NDE


3. Roll Call
4. Approval of Minutes
Attachments
Recommended Motion

Motion to approve the minutes as presented

Actions Taken

Motion Passed:  Motion to approve the minutes as presented passed with a motion by Beatty ESU 16 and a second by Uhing ESU 01.

5. Petitions and Communications to the Board
5.A. Corwin Presentation (8:45)
Attachments
Discussion

Kelly Valentine and Jim Knight from Corwin were present to discuss their company.  Jim Knight will be the presenter for our January PDO meetings.  Jim Knight works with instructional/peer coaching. What does it take to give high quality instruction?  Professional different to make a difference:  Understanding the complexity of helping adults; need both autonomy and accountability,  Process to bring about autonomy and accountability;  instructional play book - practice getting from here to there (living document); gather core elements of data - measurable goals; culture of the school - they way they converse;  change leaders need to have leadership skills - ambitious to change and deeply responsive to staff;  system has to support change - on board and encourage the change.   

5.B. ADVISER Presentation (9:45)
Attachments
Discussion

Dean Folkers and Scott Isaacson were present to discuss/update on ADVISER.  Adviser/Single Sign On Project Updates Early Adopters (EAP) thirty one district began, 13 districts are in production, 3 districts are in staging, some moved into the Stage two because of working with Infinite Campus.  Eighty-eight districts will start coming on to the system this Fall.  ESUCC/NDE went through an RFQ process for Student Management Systems and ended with 5 systems that will be available through the Coop Market Place.  The Single Sign On framework currently have 38 districts attached to the portal.  The App Launch Portal includes applications that need to be available. Three Districts are working to create this environment and deciding the apps that need to be added to the App Store.  2018-2019 will be the first year on the new system on data collection and NNSRS will be deprecated.  Vendors are working to get their certification finished for this process.; Virtual Support Team (VST) was created to help provide easy access to support.  This team include one staff developers and one technical person for each ESU.  This will provide a smooth escalation of problems in order to fully support our schools in this transition period.; Biennium budget - Requires a technology proposal to be submitted to NITC.  Core pieces to include:  Instructional Improvement Systems (IIS - Learner Profile and Artifacts - Standard and Instructional Resources, Instructional Designed Practices, Assessment and Growth, Professional Learning and Educator Effectiveness) Systems of shared infrastructure, improved accessibility of data for decision making, research and continuous improvement.  What is the IIS?  It is an user-friendly, online platform to house and deliver teaching and learning tools.  Internal efficiency - project management practices and software supports.  There are eight core components - ADVISER Dashboard, Standards Database, Learning Object Repository, Course Building Tool, Learning Management System, Assessment Object Repository, Assessment Tool, Professional Development System for Educators.

5.C. State Board of Education and Nebraska Department of Education Report
Nebraska Department of Education
Rationale

2015-2016 NDE Board Meetings

Discussion

Deturk went to listen to discussion regarding ACT.  Decisions should be made within the next couple of months.  They will have to re-open Rule 51 regarding Special Ed Administrator requirements.  KSB will looking at redrafting the foster care (79-215 sub 9 and 10). 

5.D. Association of Education Service Agency's Report
AESA Representative - Jeff West
Discussion

The Leadership Conference was in Seattle this year with great session.  The Federal Advocacy Conference will be October in Washington DC.  The annual conference will be in Savannah, GA.  Peter Young will be retiring at the end of December.  John Bass will be Peter's replacement. 

6. Recess to Budget Hearing at 9:30 AM
President West
Discussion

Recess to Budget Hearing at 9:30 AM. 

6.A. Reconvene to regular Board Meeting following Budget Hearing
Discussion

Reconvene to regular Board Meeting at 9:43 AM

7. Executive Reports
Attachments
7.A. Executive Director Report
Attachments
Discussion

Executive Director reviewed his power point with ESUCC updates.  Coop -  ESM Mediation will be held on September 28, 2016. Meetings to be held with a couple larger school districts to discuss the Market Place.  Discussion continue with the K-12 Federation regarding our Market Place.   SRS Development continues with the help of Mindshine Technologies on the ZEND conversion. The first edition of Zend Conversion to be completed by end of December 2016.  ESUCC continues to discuss possibilities for potentials projects to apply for Innovation Grant funds.  NCSA has organized a meeting of statewide education groups with Open Sky Institute.  This meeting to be held on September 27, 2016.  Discussions continue with NWEA and their interest and willingness to submit a proposal for statewide assessment.  NDE has been discussing Competency Based Education (CBE) and has recently held a meeting to discuss options with members of ESUCC/ESUs, School districts, NDE and Higher Education.  Work continues with Educator Effectiveness between Executive Director and NDE.  Janine Thieler will present on Educator Effectiveness updates in the future.

7.B. Executive Committee Report
Discussion

President Elect reviewed committee discussions.  Executive Director discussed the evaluation tool  and standards for ESU administrators.


7.B.I. Approve ESUCC Committees
President West
Rationale

2016-2017 Committees

ESUCC Committee Membership

Recommended Motion

Recommend Approval of 2016-2018 Committees

Actions Taken

Motion Passed:  Recommend Approval of 2016-2018 Committees passed with a motion by Schnoes ESU 03 and a second by DeTurk ESU 02 .

Discussion

President-elect reviewed the ESUCC Committee list for the next two-years. 

7.B.II. Approve Home Base for Staff
President Jeff West
Rationale

ESUCC Homebase for Staff

Recommended Motion

Recommend to approve the Home Base for ESUCC Staff

Actions Taken

Motion Passed:  Recommend to approve the Home Base for ESUCC Staff passed with a motion by Beatty ESU 16 and a second by Schnoes ESU 03.

Discussion

Reviewed the home base for staff.

7.B.III. Approval of Attorney Letter of Engagement
President Jeff West
Attachments
Recommended Motion

Recommend approval of Attorney Letter of Engagement

Actions Taken

Motion Passed:  Recommend approval of KSB Attorney Letter of Engagement passed with a motion by Bell ESU 10 and a second by Fisher ESU 04.

7.B.IV. Approve Executive Director for ESUCC for 2016-2017
President West
Rationale

This position needs to be approved on an annual basis. 

Recommended Motion

Approval of David M Ludwig as Executive Director for ESUCC for 2016-2017

Actions Taken

Motion Passed:  Approval of David M Ludwig as Executive Director for ESUCC for 2016-2017 passed with a motion by Beatty ESU 16 and a second by Mowinkel ESU 08 .

7.B.V. Approve Distance Education Director for 2016-2017
President West
Rationale

Approve Beth Kabes as the Distance Education Director for 2016-2017.

Recommended Motion

Approve Beth Kabes as the Distance Education Director for 2016-2017.

Actions Taken

Motion Passed:  Approve Beth Kabes as the Distance Education Director for 2016-2017. passed with a motion by Lofquist ESU 09 and a second by Bell ESU 10 .

Discussion

Amend the motion to Beth's legal name Mary Beth Kabes. 

8. Public Comment
ESUCC President - Jeff West
Rationale

To be heard at this meeting, the "Request to be Heard" form has been completed and submitted to the Secretary to the Executive Director of ESUCC.  The President of the Board of ESUCC will now call upon visitors requesting to address the Board in the order they were submitted or by subject.

Discussion

There a no public comments. 

9. Recommendations from Standing Committees and Project Reports
Rationale

NOTE: At this time, reports from the chairs of the ESUCC Committees are presented. The Reports summarize recommendations from the Committee and also include items of information presented for the purpose of keeping the Board of the Educational Service Unit Coordinating Council informed.

Committee chairs will make recommendations to the full Board to approve items considered during the Standing Committee meetings.  Generally, in-depth discussion of action items takes place at Committee meetings, which are open to the public.

9.A. Finance, Audit, Budget Committee
Attachments
9.A.I. Approval of 2016-2017 ESUCC Budget
President West
Recommended Motion

Recommend approval of the 2016-2017 ESUCC Budget

Actions Taken

Motion Passed:  Recommend approval of the 2016-2017 ESUCC Budget passed with a motion by Schnoes ESU 03 and a second by Beatty ESU 16.

9.A.II. Approve Claims, Financials Statements, and Assets for Month of July and August
Committee Chair Schnoes
Rationale

 

Attachments
Recommended Motion

Approve Claims, Financials Statements, and Assets for Month of July and August

Actions Taken

Motion Passed:  Approve Claims, Financials Statements, and Assets for Month of July and August passed with a motion by Schnoes ESU 03 and a second by Uhing ESU 01.

Discussion

Treasurer reviewed July and August financials statements with Committee.  Treasurer will continue to work with Business Manager to revise Budget Summary.


9.A.III. Approval of July/August Expenses that were paid in August.
Committee Chair - Schnoes
Rationale

The expenses we paid for the period of July 27 - August 29, 2016 for the amount of $426,482.29.

Attachments
Recommended Motion

Recommend motion to approve July/August expenses that were paid in August

Actions Taken

Motion Passed:  Recommend motion to approve July/August expenses that were paid in August passed with a motion by Schnoes ESU 03 and a second by Mowinkel ESU 08 .

Discussion

Treasurer reviewed expenses for July and August with committee. 

9.A.IV. Approve changes needed for Union State Bank Account and NPAIT account
Committee Chair - Schnoes
Rationale

We need to remove Dennis Radford and Brian Gegg and replace with Geraldine Erickson and Kraig Lofquist to bank/NPAIT accounts.  Would it also be OK to add Priscilla to both of these accounts so that she can get her own account to access?  We will need a copy of the front and back of driver licenses and social security number to add them to the account. 

Recommended Motion

Recommend approval of removing Radford/Gegg and adding Erickson, Lofquist and Quintana to both Union Bank and NPAIT accounts

Actions Taken

Motion Passed:  Recommend approval of removing Radford/Gegg and adding Erickson, Lofquist and Quintana to both Union Bank and NPAIT accounts passed with a motion by Schnoes ESU 03 and a second by Mowinkel ESU 08 .

Discussion

We need to remove Dennis Radford and Brian Gegg and replace with Geraldine Erickson and Kraig Lofquist to bank/NPAIT accounts.  Discussion was held to also add the Business Manager, Priscilla Quintana to the account to be able to access information herself.  We need to remove administrators and replace new administrators to bank/NPAIT accounts. 

9.B. Technology Committee
Attachments
Discussion

Committee chair highlighted discussion in the Technology Committee. 

9.B.I. Approval Back-up Solutions Recommendation
Committee Chair - TeDurk
Rationale

An RFP for a backup solution was completed and the proposal is submitted for your approval today.  Four vendors submitted proposals. The proposed solution provides hardware and software to perform backups of the ESUCC Nebraska Hall server environment and replicate backup data to the ESU 3 data center.  The proposal is from Commvault and Eagle Technologies for hardware, software, and 5 years of maintenance and support.  Payment is in 3 annual payments of $25,985.00 per year, for a total of $77,955.00, representing an annualized cost of $15,591. This is the lowest-cost proposal and meets our requirements. Funds are budgeted to support this cost.

 

Attachments
Recommended Motion

Recommend authorizing Executive Director to sign contract for the CommVault & Eagle Technologies proposal upon appropriate legal review of contract.

Actions Taken

Motion Passed:  Recommend authorizing Executive Director to sign contract for the CommVault & Eagle Technologies proposal upon appropriate legal review of contract. passed with a motion by DeTurk ESU 02 and a second by Uhing ESU 01.

Discussion

This system will be hosted at both ESU 3 and in Lincoln.  Development environment will be at ESU 3.  The bid that most meet our requirement is with Commvault.  This will be a five year contract.  

9.C. Cooperative Purchasing Project
Attachments
Discussion

Coop chair discussed the topics of discussion.  Executive Director discussed some discussions especially noted the positives in the work we accomplish through Cooperative Purchasing. 

9.C.I. Coop Data
Executive Director Ludwig
Attachments
9.C.II. Consent Items
Committe Chair Tedesco
Rationale

Contracts to be approved.

Actions Taken

Motion Passed:  Motion to approve consent items as listed passed with a motion by Calvert ESU 15 and a second by Mowinkel ESU 08 .

9.C.II.a. Approve contracts signed by Executive Director during May, June, July and August.
Rationale

The following and attached Contracts where signed by the Executive Director and approved with a favorable review by the ESUCC Attorney for the months of May, June, July and August.

  1. Blackboard
  2. Imagine Learning
  3. JourneyEd
  4. Capstone - myON Reader

Attachments
Recommended Motion

To approve contracts signed by ESUCC Executive Director during months fo May, June, July, and August.

9.C.II.b. Approve Student Information Contracts
Rationale

Approve the following contracts that where awarded through the RFQ-SIS-2016-04-29 Addendum 1 (Student Informaton System).  Information for the RFQ process is posted on the SIS Request for Qualifications (RFQ) page.

  1. Edupoint Educational Systems
  2. Powerschool
  3. Tyler Technologies
  4. Harris Technologies

 

Negotiations Summary

Attachments
Recommended Motion

To have ESUCC Executive Director sign contracts with SIS vendors, upon favorable review by ESUCC attorney

9.C.II.c. Approve Custodial Bid Awards
Rationale

The 2016 Custodial Bids where unsealed on 08/29/2016 with 24 vendors invited to bid and three vendors responded.  One vendor was found to be a Non-Responsive bidder due to many items on the RFP they failed to submit or address.

Evaluation was based on the top 125 items from the previous years Custodial and Air Filter buys through a Market basket line item bid.  Weighted averages where then figured on the market basket.  One vendor bid the exact items in the Market basket and the other bid for the most part Alternates.  At the end of the evaluations it was felt that both vendors would bring value to the ESUCC Custodial Buy based on price and quality of product.

Attachments
Recommended Motion

Recommend approval of Custodial Awards to 2 vendors; Interline Brands DBA Supplyworks and National Everything Wholesale.

9.C.II.d. Approve Custodial Contract with Interline Brands DBA SupplyWorks
Attachments
Recommended Motion

To have ESUCC Executive Director sign contracts with Interline Brands DBA SupplyWorks, upon favorable review by ESUCC attorney

9.C.II.e. Approve Custodial Contract with National Wholesale Everything.
Rationale

 ESU Membership Application to Avera Purchasing Consortium.  The dollar values identified in this application do not obligate ESU to purchase that amount.  Rather, they are a low estimate of what ESU might purchase.  There is no cost to ESU to become a member; and ESU may end its membership at any time for any reason with 30 day notice.

National will need to address potential small orders as follows:  an order under $150 will be delivered by UPS and charged flat rate of $9.50; and an order between $150 to $500 will be charged flat rate of $75.00.  Orders over $500 do not incur any delivery fee or charge.

Attachments
Recommended Motion

To have ESUCC Executive Director sign contract with National Wholesale Everything, upon favorable review by ESUCC attorney

9.C.II.f. Approve Lighting-Ballasts Awards
Rationale

The 2016 Lighting-Ballasts where unsealed on 08/31/2016 with 5vendors invited to bid and one vendor responded.  

Evaluation was based on the top 100 items from the previous years Lighting-Ballasts buy through a Market basket line item bid.

Recommended Motion

Recommend approval of Lighting-Ballasts to Voss Lighting.

9.C.III. Approve Interlocal with City of Scottsbluff
Rationale

The City of Scottsbluff is interested in entering into an Interlocal Agreement with ESUCC for the solicitation of public bids and enter into contracts on its own behalf and to purchase supplies, material, equipment, and services.

 

RESOLUTION

 

WHEREAS, on September 8, 2016, at a duly convened and scheduled meeting of the Educational Service Unit Coordinating Council, also known as the ESUCC, it was recommended and deemed advisable that the Council enter into the Interlocal Agreement with the City of Scottsbluff to jointly bid and contract, for supplies, materials, equipment, and services through the ESUCC’s Cooperative Purchasing Program;

 

AND WHEREAS, consideration of the matter was a duly advertised agenda item for the said meeting of the ESUCC; 

 

AND WHEREAS, an opportunity was afforded any interested party to comment on the matter; and the ESUCC being apprised of the various aspects of the issue;

 

AND WHEREAS, the Board has determined that entering into the Interlocal Agreement is in the best interests of the ESUCC and its members and is appropriate to provide for the efficient and effective operation of the ESUCC;

 

NOW BE IT THEREFORE RESOLVED that the ESUCC’s Executive Director be authorized on behalf of the ESUCC, pursuant to this Resolution, to affix his signature to the aforementioned Interlocal Agreement and to do all things necessary to comply with said Agreement.

It was so moved by _________________ and seconded by __________________ this 3rd day of May, 2016.

 

Roll call vote as follows:

 

Name                                          Yes    No

 

ESU 1:       ___________________________        ___   ___

 

ESU 2:       ___________________________        ___   ___

 

ESU 3:       ___________________________        ___   ___

 

ESU 4:       ___________________________        ___   ___

 

ESU 5:       ___________________________        ___   ___

 

ESU 6:       ___________________________        ___   ___

 

ESU 7:       ___________________________        ___   ___

 

ESU 8:       ___________________________        ___   ___

 

ESU 9:       ___________________________        ___   ___

 

ESU 10:     ___________________________        ___   ___

 

ESU 11:     ___________________________        ___   ___

 

ESU 13:     ___________________________        ___   ___

 

ESU 15:     ___________________________        ___   ___

 

ESU 16:     ___________________________        ___   ___

 

ESU 17:     ___________________________        ___   ___

 

ESU 18:     ___________________________        ___   ___

 

ESU 19:     ___________________________        ___   ___

Attachments
Recommended Motion

Recommend approval of proposed resolution, upon favorable review by ESUCC attorney

Actions Taken

Motion Passed:  Recommend approval of proposed resolution, upon favorable review by ESUCC attorney passed with a motion by Bell ESU 10 and a second by Polk ESU 07.

9.D. PD Leadership Committee
Attachments
Discussion

Committee Chair reviewed discussions held in Committee.  Executive Director reviewed the need to have NDE representation on each committee/affiliates. 

9.E. Special Populations Committee
Attachments
Discussion

Committee Chair reviewed discussion held in committee.  Continued work on the SRS system.  Para Conference in in Kearney on October 26, 2016.  Behavioral Health continues to be a topic of discussion.  There will be a survey coming out regarding services already available in the state.  Discussion regarding SLP shortages, how can we develop online resource in within our own state. 

9.F. Legislative Committee
Discussion

Executive Direct reviewed discussions held in committee.  In the process of coordinating another meeting with NDE, ESUCC, and Governmental Relations to discuss legislative goals/processes.  Large group could possibly reserve a conference room and have everyone there to meet with senators.  Have smaller groups meet at Capitol to meet and discuss with legislators.  Committee will work to update the flyer/brochure. 

10. New and Miscellaneous Business
10.A. Best Practices Discussion
President Jeff West
Attachments
Discussion

Dr Bell shared with group his negotiations with Citelighter.  He shared some talking points with  Board.  If you would like more information, contact Dr Bell. 

11. Unfinished Business
11.A. Bylaws & Policy Review
ESUCC President - Jeff West
11.B. Strategic Planning Process
12. Public Comment: Recognition of Visitors
ESUCC President - Jeff West
Rationale

To be heard at this meeting, the "Request to be Heard" form has been completed and submitted to the Secretary to the Executive Director of ESUCC.  The President of the Board of ESUCC will now call upon visitors requesting to address the Board in the order they were submitted or by subject.

Discussion

No public comment. 

13. Executive Session
Rationale

The ESU Coordinating Council is authorized by state statute to enter into executive session. Executive session may be held when clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual. Reasons that meet this standard include but are not limited to: (a) strategy sessions with respect to collective bargaining, real estate matters, pending litigation, or litigation which is imminent as evidenced by communication of a claim or threat of litigation to or by the public body; (b) discussion regarding deployment of security personnel or devices; (c) investigative proceedings regarding allegations of criminal misconduct; (d) evaluation of the job performance of a person when necessary to prevent needless injury to the reputation of a person and if such person has not requested a public meeting; and (e) legal advice.

Explanation

At this point, it is appropriate for the Board to meet in closed session for one of the stated matters and/or any other permissible closed session matters in compliance with the law.

PROPOSAL:

That the Board hold a closed session:

1. For strategy session with respect to negotiations/collective bargaining clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

2. For strategy session with respect to property/real estate matters clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

3. For strategy session with respect to pending litigation, or litigation which is imminent as evidenced by communication of a claim or threat of litigation to or by the public body clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

4. For discussion regarding deployment of security personnel or devices clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

5. For investigative proceedings regarding allegations of criminal misconduct clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

6. For personnel and the evaluation of job performance clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

7. For discussions of the legal consequences of specific action and legal advice clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

Recommended Motion

Motion to enter into Executive Session

14. Adjournment
Recommended Motion

Motion to adjourn meeting

Actions Taken

Motion Passed:  Motion to adjourn meeting at 12:03 passed with a motion by Beatty ESU 16 and a second by Calvert ESU 15.