ESU Coordinating Council
April 03, 2014 8:30 AM
Regular Meeting
1. ESU Coordinating Council Information
ESUCC President - Jeff West
Rationale

Educational Service Unit Coordinating Council

Regular Meeting  
Thursday, April 3, 2014 - 8:30 AM

Educational Service Unit No. 3
6949 South 110th Street
LaVista, NE 68128

2. Call to Order
ESUCC President - Jeff West
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, NCSA, and host site on February 24, 2014.

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.

3. Roll Call
ESUCC President - Jeff West
4. Approval of Minutes
ESUCC President - Jeff West
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 Uhing ESU 01 and a second by David Ludwig.

5. Petitions and Communications to the Board
ESUCC President - Jeff West
5.A. State Board of Education and Nebraska Department of Education Report
Nebraska Department of Education
5.B. Association of Education Service Agency's Report
AESA Representative - Jeff West
Discussion

Jeff West just returned from Atlanta starting his term on the AESA Board. AESA is accepting applications for break-out sessions for AESA Annual Conference December 3-6 in San Diego. Summer Leadership Conference is at the LaFonda Hotel in Santa Fe, NM on July 14-17. AESA also has an Executives in Residence Program each year which will prepare the next generation of CEOs with the needed skills to enter formal leadership positions in ESAs.

6. Executive Reports
ESUCC President - Jeff West
6.A. Executive Committee Report
Dave Ludwig
Discussion

Dave reviewed the minutes of the Exec Committee.

6.A.I. Information Item
Chair of Committee - Jeff West
6.A.I.a. 2014-2015 ESU Admin
ESUCC President - Jeff West
Rationale

ESU Admin 2014-2015

Discussion

Committee reviewed document and decided to send copy around for edits at ESUCC meeting.

6.A.I.b. 2014-2015 ESUCC Committee Structure
ESUCC President - Jeff West
Rationale

2014-2015 Committee Structure

Discussion

Committee reviewed document and will bring forward as action item next month.

6.A.I.c. 2014-2015 Draft ESUCC Calendar
Rationale

2014-2015 Proposed ESUCC Calendar

6.A.I.d. Staff Salary Proposal
ESUCC President - Jeff West
Discussion

Committee reviewed two documents - split schedule and salary. Audit would like us to have a time study done for pay splits for justification and documented study.

6.A.I.e. 6 Weeks Policy Review
ESUCC President - Jeff West
Rationale

6 Week Policy Review

Discussion

Scott Isaacson reviewed the 6 week policy review done last summer. We will work on the six week review for this summer in June/July. Contracts all need to have an annual review of legal.

Coop contracts need to be reviewed/signed by Executive Director and also reviewed by legal.

6.A.I.e.*. Current Approved Policies
ESUCC President - Jeff West
Rationale

Current Policies

6.A.I.e.*. Policies Waiting to be Approved
ESUCC President - Jeff West
Rationale

Policies Waiting to be Approved

Discussion

Meet with Karen Haase to discuss approval and implementation.

6.A.I.f. May Meeting - no DL
Discussion

There will be no DL for the May meeting. Exec Committee will try to meet with Karen Haase on June 4, 2014 to review policies (NCSA Office).

6.A.I.g. ESU 3 Office Space Lease
Scott Isaacson
Attachments
Discussion

It is time to review the Lease with ESU 3. It was discovered that they were not charging for the full area that ESUCC occupies so that is reflected in the new contract with a raise in rent.

We will need to review the lease with NCSA and the contract with Jeff Bundy.

6.B. Executive Director Report
Scott Isaacson
Discussion

We continue to work on budgets. Improving communications among team and others.

6.C. Treasurers Report - Finance Committee Recommendations
Chair of Committee - Dennis Radford
Rationale

Finance Committee Recommendations

Attachments
Recommended Motion

Motion to approve the claims, financial statements assets, according to the treasurer's report

Discussion

Dennis Radford reviewed budget report.

6.C.I. Approve Claims, Financials Statements, and Assets for Month of February.
Chair of Committee
Rationale

 

Attachments
Recommended Motion

Recommend that the ESUCC Committee approve the Claims, Financials Statements, and Assets for Month of February.

Actions Taken

Motion Passed:  Recommend that the ESUCC Committee approve the Claims, Financials Statements, and Assets for Month of February. passed with a motion by Radford ESU 17 and a second by Tedesco ESU 11.

7. 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

No requests from public to be heard at this time.

8. Recommendations from Standing Committees and Project Reports
ESUCC President - Jeff West
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 held beginning at 1:00 p.m., November 19.  Generally, in-depth discussion of action items takes place at Committee meetings, which are open to the public.

8.A. Finance, Audit, Budget Committee
Chair of Committee - Dennis Radford
8.A.I. Review Salaries
Actions Taken

Motion Passed:  Motion to recommend a 3% increase for personnel deemed necessary by the Executive Director after financial review. passed with a motion by Tedesco ESU 11 and a second by Standish ESU 18.

Discussion

Dennis Radford reviewed the salary document including a flat 3%. They also reviewed Project Status given by Priscilla Quintana that showed the status of each project.

8.A.II. Information Item
Chair of Committee - Dennis Radford
8.A.II.a. Audit - Exit Conference on March 26
Attachments
Discussion

We have some of the same findings as last year, they did clear several findings from last year. Scott is working on the Audit Responses from the exit interview. We will continue to work on their suggestions in the upcoming year. Don Dunlap gave a report to the Exec Committee last year do we want to have him present to a Committee and/or ESUCC Board. Expenses continue to be an issue with auditor, we need to turn them in a more timely manner (60 days). Suggested to not cross over fiscal years. Segregation of duties and central location for all contracts are a couple of other areas of concern.

The board decided to have Don Dunlap present to the Executive Committee. Those that are interested can also join the presentation. Ask for Don to come to Exec Committee meeting on June 4th.

8.A.II.b. Budget Planning
8.A.II.b.*. Review Salaries
Discussion

Dennis Radford reviewed the salary document including a flat 3%. They also reviewed Project Status given by Priscilla Quintana that showed the status of each project.

8.A.II.b.*. Review Contract for Staff
Dennis Radford
Discussion

We will use the same contract used in the past reviewed by legal (at-will).

8.A.II.b.*. Master Service Agreement
Discussion

Each Committee reviews area of Master Service Agreement is correct and updated. Draft of Master Service Agreement to be available in May.

8.A.II.c. Coop Member Equity
Paul Tedesco
Attachments
Discussion

Committee reviewed the Coop Equity document. We will need to hold on to Member Equity until we get through the next few years, reviewed annually, with new system.

8.A.III. Recommended Actions Items
Chair of Committee
8.A.III.a. Approve Claims, Financials Statements, and Assets for Month of February.
Chair of Committee
Rationale

 

Attachments
Recommended Motion

Recommend that the ESUCC Committee approve the Claims, Financials Statements, and Assets for Month of February.

Discussion

Bob Uhing, Committee chair reviewed the Technology report.

8.B. Technology Committee
Chair of Committee - Bob Uhing
Attachments
8.B.I. Information Item
Chair of Committee
8.B.I.a. Affiliate Reports
8.B.I.a.*. IMAT
Rhonda Eis
Attachments
Discussion

Rhonda Eis gave a nice report regarding IMAT. Subjects included "new content," "expiring content," "Learn350 (cost information)," and "World Book."

8.B.I.a.*. DEAC
Gordon Roethemeyer
Discussion

Renovo - We will not renew the Renovo contract. It currently costs $90,000 per year. A discussion took place on how we should use the funds moving into the future.

8.B.I.a.*. TAG
Eric Smith
8.B.I.a.*. NOC
Scott Isaacson
Discussion

Ron cone stated that Ubiquity training was occurring.

8.B.I.b. Project Reports
8.B.I.b.*. Safari Montage Implementation
Rhonda Eis
8.B.I.b.*. Renovo - Funds Usage
Gordon Roethemeyer
8.B.I.b.*. LMS - Statewide Support
Discussion

A great deal of conversation occured regarding the LMS. Obviously, we currently use BlackBoard. Schools are starting to use other learning management systems such as Scoology, Canvas, etc. Wayne Bell shared that at it's higest usage, there were about 45,000 BlackBoard users. Scott Isaacson shared that there are approximately 33,000 users at this time.

Bob Uhing state that BlackBoard may be willing to give the product to K-12 schools. This has to do with BlackBoard's current relationship with post-secondary institutions. It may also have to do with "free" services such as Moodle.

Ron Cone added that some schools are not willing to even use a product if it is free. At the time, some schools are paying for Schoology, and it appears that some services such as Schoology have interoperability with student management systems such as Power School.

The committee decided due to a variety of factors to stay the current course and develop a process in the near future for change, if any.

8.B.I.b.*. BlendEd Update
BlendEd Chairs
8.B.I.b.*.-. NROC Contract
Scott Isaacson
8.B.I.b.*. Identity Management
Scott Isaacson
Discussion

Scott Isaacson shared that work continues with ID Management. Specifically, there have been testing due to updates to Safari Montage. He has also been working on the Data DashBoard project and its relevant ID Management needs.

8.B.I.b.*.-. Network Nebraska Staffing Proposal
Gary Needham
Rationale

Network NE Staffinf Proposal

8.B.I.b.*. Issue View
Eric Smith
8.B.I.b.*. NDE Data Dashboard & Hosting
Eric Smith
8.B.I.b.*. Statewide Projects Inventory - YAMS
Scott Isaacson
8.B.I.c. Master Service Agreement and Budget Requests
Chair of Committee - Bob Uhing
8.B.I.c.*. IMAT
Rationale

Copyright Training

8.B.I.c.*. TAG
Rationale

TAG Meetings
Goggle Certification
BlendEd
Internet Safety Competition & Digital Citizensgip Symposium

8.B.I.c.*. NOC
Rationale

Network & Security Trainings

8.B.I.c.*. BlendEd/Safari Project
Rhonda Eis
8.B.I.d. NDE Master Services Agreement
Scott Isaacson
8.C. Cooperative Purchasing Project
Chair of Committee - Paul Tedesco
8.C.I. Information Item
Chair of Committee - Paul Tedesco
8.C.I.a. ESM Update
Kip Schneider
Discussion

Currently calling schools checking on individual instances process. Schools need to have a workflow in process. They have a couple of duplicate catalog but working to correct those issues. Issue with Brown & Saegner (two catalogs) but issue has been resolved. They continue to add year round suppliers. Collecting tax exempt forms from schools.

8.C.I.a.*. Easy Purchase Fees
Kip Schneider
Attachments
Discussion

Reviewed attached esm amendment that was a result of the negotiations on Easy Purchase Fees. Total contracts cost was $230,000/annually for three years. Need to create a list/map out our needs to work with esm.

8.C.I.a.*. Ordering/Billing/Payment
Kip Schneider
Discussion

Some schools want invoicing/delivery after June. We have had some deliveries to schools already and Kip is working with vendors on resolving issues. Some ESU are working with schools to pay invoices.

8.C.I.a.*. Account Setup
Discussion

Some schools are not using this year as they don't have the budget.

8.C.I.a.*. Reporting
Kip Schneider
Discussion

Coop has access to a beta reporting tool. They will create a new video for training on reports.

8.C.I.a.*. Delivery
Discussion

Some schools have already had deliveries made and Kip is working with vendors to resolve issues.

8.C.I.b. Program updates
Kip Schneider
8.C.I.b.*. Annual Buy
Kip Schneider
Discussion

Kip will be going to Spring Conference.

8.C.I.b.*. Food Buy
Kip Schneider
Discussion

Working to create some food shows for schools. Working on catalog through esm for year round buys.

8.C.I.b.*. Custodial buy
Kip Schneider
Discussion

Working with AmSan on creating catalog in esm.

8.C.I.b.*. Year-round catalog
Kip Schneider
Discussion

Continued work on year round catalog for schools and creating more vendors within esm. Kip would like to create an advisory committee to include business managers/Superintendents to review what schools wants/needs are to meet at least annually.

Schools would like to order paper year round. Each school has own unique environment, they control what they want on their site.

It was noted that the best pricing is available from the Annual Buy.

8.C.I.b.*. Special Buys - i.e. WorldBook
Kip Schneider
Discussion

The Coop Project will create a catalog for IMAT, hosted on ESM, so ESUs/Schools can order/re-new World Book subscriptions. This catalog will be available soon.

8.C.I.c. Future Efforts
Kip Schneider
Discussion

The Coop Committee has requested that Kip talk to other States at the AEPA meeting regarding the possibility of working together to develop a bidding/ordering system. They would also like the Tech Committee to look at the possibility of assigning or hiring a programmer to develop a system for the Coop Project.

8.C.I.c.*. Organizing Statewide Demand
Kip Schneider
8.C.I.d. Policy Adoption - Unified Policies & Timeline
Kip Schneider
Discussion

Kip will begin working on policies and present a draft at the May meeting.

8.C.I.e. Coop Revenue, Expenses & Equity
Paul Tedesco / Priscilla Quinatana
Attachments
Discussion

Paul noted that the Finance Committee suggests holding all equity until financial status is better understood.

8.C.I.f. Budget Planning
Discussion

Need to start planning for future and if we can bring programming in house. Recommend back to Technology for cost analysis of programming and fess involved with bringing in-house.

8.C.I.f.*. Review/revise Master Service Agreement for Coop
Kip Schneider
8.D. PD Leadership Committee
Chair of Committee - Dave Ludwig/Jeff West
8.D.I. Master Service Agreement Change
Chair of Committee - Dave Ludwig
8.D.II. Information Item
Chair of Committee - Dave Ludwig/Jeff West
8.D.II.a. Affiliate Report - SDA
8.D.II.a.*. SDA Rigorous Curriculum Training
Discussion

Approved contract for Rigorous Curriculum Training to be held in November.

8.D.II.b. May PDO
Chair of Committee - Dave Ludwig/Jeff West
Rationale

MAY PDO Schedule

Discussion

Discussed/reviewed the schedule for the May PDO activities. Lee Jenkins will be at May meetings to help facilitate the meetings. Encourage Administrators to attend.

8.D.II.c. Math Grant Update
Scott Isaacson/Deb Hericks
Discussion

Scott updated on continuing efforts of NMPDS. We had a meeting with a small group of staff developers/NDE on Monday to discuss future efforts. Draft a job description for a project coordinator (.5 fte). Lee Jenkins is scheduled for three days in July.

8.D.II.d. Budget Protocol
Chair of Committee - Dave Ludwig/Jeff West
Attachments
8.D.II.e. PDO Budget Requests
Chair of Committee - Dave Ludwig/Jeff West
Attachments
Discussion

The committee reviewed the PDO Budget requests for 2014-2015. Continue to review as we build a budget system for next year. Table discussion until further review of budget.

8.D.II.f. Master Service Agreement
Scott Isaacson/Deb Hericks
Discussion

Continue to review and discuss at May meeting.

8.D.II.g. Nebraska Wesleyan Reading Like a Historian Grant Proposal
Rationale

Dr. Kevin Bower of Nebraska Wesleyan University is preparing to apply for a grant to offer the Reading Like a Historian curriculum to Nebraska teachers and professional developers.  This is information only at this point and will be presented to the SDA for their input.  Dr. Bower will be asking for letters of support from each ESU and the ESUCC in his application process.

Discussion

We will continue to follow process. Send information to Amy Hill, Strategist Chair.

8.E. Special Education Committee
Chair of Committee - Marge Beatty
8.E.I. Information Item
Chair of Committee - Marge Beatty
Discussion

Rules 51 and 52 are on the Governors desk awaiting his signature.

8.E.I.a. Affiliate Report - ESPD
Discussion

Marge reported that the Department of Education has agreed to grant $12,500 through ESU 16 to ESUCC for IEP training in June.

8.E.I.b. Wade Fruhling - SRS Report
Wade Fruhling
Discussion

Wade reported on the AAP Website, Project Para, ILCD, and SRS and notes will be attached.

8.E.I.b.*. AAP Website
Wade Fruhling
Discussion

We are working on completing about 20 minor issues before our presentation at the Data Conference on April 15.

8.E.I.b.*. Project Para
Wade Fruhling
Discussion

Analyzing data from the Para Conference. Upgrading the commenting system that both Para and supervising teachers use to communicate. Building an instructor alert system to notify instructor when a Para has made a submission. They are organizing the annual Advisory Committee for later this Spring.

8.E.I.b.*. ILCD (Improving Learning for Children with Disabilities)
Wade Fruhling
8.E.I.b.*. SRS (Student Record system)
Wade Fruhling
Discussion

Completed a new Notification of IEP/IFSP/MDT Meeting, Equitable Service, and Notice of Equitable Service Form. We have a draft of our new “Welcome” screen completed. Working with Ginger Fredericks from Fremont to build a data import/export system for SRS. Seward Public Schools has agreed to be our first test district.

SRS Advisory Board Meeting was held on March 20th.
New priority list:
Minor updated to IFSP Form
Additions to our Notice/Consent forms to track attempts to contact parents
Update to our Progress Report Helper.
Ability to lock in preferences on the Student Search Screen
Complete “Welcome” Screen
Calculate FTE on SRS
Complete database archiving

8.E.I.c. IEP Training Update
Wade Fruhling
8.F. Legislative Committee
Chair of Committee - Dave Ludwig
8.F.I. Information Item
Chair of Committee - Dave Ludwig
8.F.I.a. ESUCC Postions
Rationale

ESUCC Position

8.F.I.b. ESUCC Legislative Action Plans
Rationale

ESUCC Legislative Action Plans

8.F.I.c. Facility Study
Legislative Committee Chair - Dave Ludwig
8.F.I.c.*. ESU Facility Study Link
Rationale

ESU Facility Study

Discussion

Reviewed the document Kraig Lofquist created for the Facility Study. Create our own internal study to gather information from our ESUs. What processes are currently available for use for our ESUs? Get Superintendents/schools to support ESUs needs. Include past history of facilities in study. Start with asking each ESU of facility needs. Kraig/Dave willl create a template to use. Create a sub-committee to review ESUs - population and land size.

8.F.I.d. DL Incentive Funding
Legislative Committee Chair - Dave Ludwig
8.F.I.d.*. BlendEd Talking Points
Rationale

BlendEd Talking Points

Discussion

The BlendEd Advisory created the talking points. We need to make it clear that we are not taking their incentive money. Is/what Higher-ed teaching BlendEd to teachers, we need to have them involved in our visioning process. Talk with NCSA regarding adding more BlendEd topics to Admin Days. Continue to broaden the participants in our visioning/training on BlendEd. Purpose of BlendEd is to provide equitable access across the State for student learning. BlendEd is a priority with ESUCC/NDE. ESU/NDE/NCSA/NASB/NCRSA need to all go forth together with one voice regarding vision (key stakeholders.)

8.F.I.e. Senator Kate Sullivan's interview
Rationale

Sullivan Interview

Discussion

The Committee reviewed the video by Kate Sullivan. Will the state want to support any agency that are not efficient.

8.F.I.e.*. LB 1103: Vision
Discussion

We will need to have a presence/voice at all three vision public meetings this summer. Important to discuss needs and then figure out how to pay for it. Need to have support of Superintendents/Prinicpals/Schools on BlendEd Initiative especially in more rural areas.

9. New and Miscellaneous Business
ESUCC President - Jeff West
10. Unfinished Business
ESUCC President - Jeff West
10.A. Bylaws & Policy Review
ESUCC President - Jeff West
Discussion

Executive Committee will meet on June 4 to discuss updates/approve policies and procedures.

10.B. Strategic Planning Process
ESUCC President - Jeff West
Rationale

ESUCC_NDE Strategic Planning Agenda

Discussion

Recess at 10:00AM for the Strategic Planning meeting.
Reconvene at 2:45PM.

11. 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.

Actions Taken

Motion Passed:   passed with a motion by Beatty ESU 16 and a second by Lofquist ESU 09.

Discussion

No requests from public at this time.

12. 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

13. Adjournment
ESUCC President - Jeff West
Recommended Motion

Motion to adjourn meeting