Meeting Details
March 27, 2023
7:00pm - 9:00pm
2 hr
Mt. Vernon Administrative Service Center
Purpose
N/A
Minutes
Mr. Gray Led the Pledge of Allegiance.
Minutes
Mr. Gray called the meeting to order at 7:01 pm.
Minutes
Dr, Parker shared the updates to the personnel report and the February minutes.
Mr. Edwards made a motion to approve the agenda with these updates. Mrs. Walls seconded the motion. Motion Carried 4-0
Please reference Policies H 225 - (Public Participation at Board Meetings) and B225 (Meetings) for guidance on providing public input on an agenda item.
Board Policies can be found at www.mvcsc.k12.in.us
Minutes
There was no one present to speak.
Good News Report
Ninestar Donation - Mr. Cochran
Psi Iota Xi - Mrs. Lola Halterman
Dance Team State Champions Recognition
Minutes
Mrs. Bond's Communication Intern, Nicole Burris gave Good News report.
School Accolades & Notable Activities
Community Connections
Special Presentations
Minutes
Mr. Shipley introduced Mr. Dave Gray, Director of the Hancock County Library. Mr. Gray gave a presentation on the Hancock County Library Update. The presentation is attached below for viewing.
Mr. Gray commented on the great relationship the Hancock County Library has with the Fortville Library and the appreciation in support they have received from Mt. Vernon School Corporation. Mr. Gray was excited to hear from a student at Mt. Vernon High school that would like to do a video for his TV class. He looks forward to working with the student on the project and will share the results with the board.
Mrs. Freeman asked if the faculty are allowed to check out books from the library to use in classrooms? Mrs. Gray commented that the bookmobile stops at various schools and locations in the area for them as well as students to check out books.
Mr. Dave Gray was thanked by the board for the presentation and updates.
Minutes
Mr. Shipley introduced Mrs. Melissa Dragoo, Director of the Fortville Vernon Township Public Library. Mrs. Dragoo have a presentation on the updates with Fortville Vernon Township Public Library. The presentation is attached below for viewing.
Mr. Gray thanked Mrs. Dragoo for her presentation and updates.
Minutes
Mr. Hamilton presented the Chromebook Refresh Plan. The presentation is attached below for viewing.
From 2019-2023 the yearly chromebook rental fee has been $80 along with a $40 optional protection plan per student per year. Starting in 2023-2027 the new yearly technology fee will include the chromebook, a case and the protection plan for $41 per student per year. This will save our families money on the fees. The approval of the GOBond helped to provide this average savings of $59 per student savings.
Mrs. Walls commented on how she appreciates this approach and the work that was done to help with this project and to save our families money. Mrs. Freeman asked if the heavy duty cases are there still a lot of damages? Mr Hamilton replied that there has been some savings in damages for those small incidents of them following of desks etc. Overall there has been a decline in repairs but there are still some negligent cases that can not be avoided. Mr. Gray asked, do we treat damages differently if we have found students removing the cases? Mr. Hamilton replied if the case is removed the protection plan is void as well if negligence is found.
Minutes
Mr. Bernie Campbell introduced Mrs.Kacie Grimm the head of the counseling department. He discussed the survey the counseling department had done by an outside source. This survey has helped to improve the department. He has been impressed with her leadership to help develop plans to better improve areas that needed addressed.
Mrs. Grimm introduced the counselors in attendance Ms. Johnson, Mrs Crow and Mrs. Wilhelm. The counseling department has reviewed data from the survey as a team. A new check in process has been put in place with Skyward to help track data and when students are seen. Today, this year a total of 4090 students have been seen. Mrs. Grimm stressed they strive hard to see all the students as much as they can. In addition to the High School they have seen 338 eighth grade students for high school scheduling. These appointments have give support to students for scheduling, grade checks, support or mental health issues. In the fall, all seniors are required to have an appointment to discuss future plans after graduation and double check graduation requirements are met. During the year each grade level has meeting to discuss scheduling plans. All students are required during this time to have a one on one meeting with their counselor to review grades etc. This helps to insure every student is seen during the year. A 48 hour response time has been implemented by the department for a student or parent inquiry. A new counseling department section was added to every Fridays newsletter. Counselors are more visible in the building whether they are in the hall during passing periods or around during lunch breaks. They have become approachable by students. Mrs. Grimm stated that all the counselors like to be helpful and appreciate Mr. Campbell's assistance in reviewing priorities to allow some of their duties to be reassigned that allows more time for students. Mr. Campbell has some recommendations for Mrs. Tharp to review for next year. His quote was "Good today but we can be better tomorrow" .
Mrs. Freeman asked where the majority of the time is spent on students? Mr. Campbell stated after reviewing the process and with the improvements the counselors have been available to spend more time with students. Before 60% of the time was going into just scheduling now counselors can better support students with other needs. Mrs. Freeman inquired how students are tracked to see if they are seen more than once? Mrs. Grimm stated Skyward has several reports they can run to track who is seen and how often. Mr. Edwards asked if senor visits are mandatory? Mrs Grimm confirmed that all senior are required to meet with their counselor. Mr. Edwards asked if there was a male counselor on staff if needed. Mrs. Grimm confirmed there is a male counselor on staff he was unable to attend tonight. Mr. Freeman confirmed that all students are seen each year as she has heard before that students are not seen. Mrs. Grimm confirmed all students are seen everyone year for a one on one during scheduling unless the request another time to meet.
Pursuant to Indiana Code § 20-26-7-37, notice is hereby given that the Board of School Trustees of the Mt. Vernon Community School Corporation will meet at 7:00 p.m. on March 27, 2023, at the Mt. Vernon Administrative Service Center 1806 West State Road 234, Fortville, Indiana, to hold a hearing to discuss and hear objections and support regarding the proposed renovation of and improvements to Mt. Vernon High School, including HVAC, mechanical, electrical and plumbing improvements and replacement of geothermal systems. You are invited to attend and participate in the public hearing.
You are hereby notified that a public hearing will be held before the Board of School Trustees (the "Board") of Mt. Vernon Community School Corporation (the "School Corporation") on March 27, 2023 at the hour of 7:00 p.m. (Local Time) at the Mt. Vernon Administrative Service Center 1806 West State Road 234, Fortville, Indiana, upon a proposed Fourth Amendment to Lease (the "Fourth Amendment") to be entered into between Mt. Vernon School Building Corporation of Hancock County (the "Building Corporation"), as lessor, and the School Corporation, as lessee.
The proposed Fourth Amendment upon which the hearing will be held amends the existing Lease Agreement originally dated May 16, 2007, as previously amended (as amended, the "Original Lease", and together with the Fourth Amendment, the "Lease"). The Fourth Amendment increases the rent payable thereunder in exchange for further renovation of and improvements to the property which is subject to the Fourth Amendment (the "Leased Premises"). The Fourth Amendment increases the annual Lease rental by a maximum of $2,000,000, payable on June 30 and December 31 beginning with the completion of the renovation of and improvements to the Leased Premises or June 30, 2024.
As additional rental, the School Corporation shall maintain insurance on the Leased Premises as required in the Lease, shall pay all taxes and assessments against such Leased Premises, as well as the cost of alterations and repairs, and shall pay rebate amounts to the United States Treasury, if necessary. After the sale by the Building Corporation of its bonds (the "Bonds") to pay for the cost of the renovation and improvements, including any other expenses incidental thereto, the increased annual Lease rental stated above shall be reduced to an amount equal to the multiple of $1,000 next higher than the sum of principal and interest due on the Bonds in each twelve-month period ending on January 15 plus $5,000, payable in equal semiannual installments.
The Lease gives an option to the School Corporation to purchase the Leased Premises on any lease rental payment date. The Leased Premises includes a portion of Mt. Vernon High School located at 8112 North 200 West, Fortville, Indiana in the School Corporation.
The plans and specifications, including the estimates for the cost of the renovation and improvement, as well as a copy of the proposed Fourth Amendment, are available for inspection by the public on all business days, during business hours, at the Administration Building of the School Corporation, 1806 West State Road 234, Fortville, Indiana.
At such hearing all persons interested shall have a right to be heard upon the necessity for the execution of the Fourth Amendment, and upon whether the increased lease rental provided for therein to be paid to the Building Corporation is a fair and reasonable rental for the renovations to the Leased Premises. Such hearing may be adjourned to a later date or dates, and following such hearing the Board may either authorize the execution of the Fourth Amendment as originally agreed upon or may make modifications therein as may be agreed upon with the Building Corporation.
Minutes
A meeting of the Board of School Trustees (the "Board") of Mt. Vernon Community School Corporation (the "School Corporation") was held at Mt. Vernon Administrative Service Center 1806 West State Road 234, Fortville, Indiana, on March 27, 2023 at the hour of 7:00 p.m. (Local Time), pursuant to notice duly given in accordance with the rules of the Board.
The meeting was called to order by the President of the Board.
On call of the roll, the members of the Board were shown to be present or absent as follows:
Present: Chad Gray, Kellie Freeman, Shannon Walls, Phil Edwards
Absent: Tony May
(Among other proceedings had and actions taken were the following:)
The President presided over the hearing, welcoming everyone and introducing members of the Board and speakers.
It was explained to the Board that under Indiana law whenever a school corporation proposes to construct or renovate a school building at a cost in excess of one million dollars it must first hold a public hearing. The proof of publication of the notice of the hearing was presented to the meeting.
It was further explained that at this hearing all interested people may give testimony and/or ask questions concerning the renovation of and improvements to Mt. Vernon High School, including HVAC, mechanical, electrical, and plumbing improvements, and replacement of geothermal systems (the "Project"). The purpose of the hearings is two-fold: (1) to inform the public as to the proposed Project; and (2) to allow all interested parties, taxpayers and patrons of the School Corporation to voice their opinions as to the Project and ask any questions.
After the purpose of the hearing was explained, the presentations regarding the need for the Project were given. An evaluation of the existing facility was then presented, as well as a discussion of the details of the proposed Project. The estimated Project cost and schedule were then presented to the public. It was explained how this Project could be funded, and the potential tax rate impact the Project would have on the community.
Mr. Gray announced that the Board would now hear testimony and questions from the public.
Mrs. Mary Noe resides at 6207 Highland Lane, McCordsville, IN 46055. Mrs. Noe commented that all her children attended Mt. Vernon school and have lived in the district for 27 year. Her concerns are questions and understand the needs of the HVAC and mechanics are in need of replacing, will this amount of money inside the 1% cap or the cap of the referendum? Interested in a conversation, if it is outside the cap and the referendum will it be in the assessed values throughout the county to certain growth areas. Her assessed value has gone up $50,000 this year. The county assessor has resigned and there might be changes in the way assessment are running. If inside the cap with increases with the AD increase and taxes will still increase along with the referendum and what the taxes will be. Concern is has there been any discussion with the school board and the Vernon Township TIF district providing funding for this project. Can you approach them and see if you get response from them. Is this considered a BOT are you going to put in an out to bid, has a contractor been approved and that might be better pricing. Mrs. Noe is concerned people might not be able to live in the corporation and the growth is hard. The amount of businesses, road and other developments that have started and need to be done, along with another possible $60 million project. She has concerns and wanted to know when they could be addressed.
Mr. Gray confirmed that during a hearing public comments has be made but it is not a time for discussion. Mr. Elkins can set a follow up to address the concerns and answer questions. Mrs. Noe asked if the public comment can way into the decision or if the decision has already been made? Mr. Gray stated the public comment would be part of the discussion and appreciate the comments but due to the public proceedings they can not answer questions during a public hearing. He asked Mr. Elkins to follow up on the concerns. Mr. Gray let Mrs. Noe know he appreciates her comments.
Mr. Edward Wallpe resides at 9724 Telluride Station, McCordsville Indiana. Questions regarding the $1.6 million cap and have those prices been reevaluated since post COVID? Please ask that fi the prices from EMCOR are guaranteed and are looked at to the maximum price. That is a concern that they have not been looked at in a couple of years as most companies are facing post COVID there are not increases. As like Mrs. Noe he also concerned with the amount of money is being used to run the corporation. The referendum was to be $0.17/100 and this project is currently quoted at $0.12/100 he is concerned you will start pricing people out of being able to afford to live in the county and the district. He would really hate to see that happen.
Mr. Gray thanked those who participated and thought concerns were raised. The school board will continue to work with professionals to preserve the needs of the tax payers.
The resolution establishes the estimated costs of the project, the tax impact and the timing of the impact.
Minutes
Mr. Elkins presented Resolution 2023-09.
Mrs. Freeman made a motion to approve Resolution 2023-09. Mrs. Walls seconded the motion and the motion carried 4-0.
Mrs. Freeman commented to confirm the approval of the resolution for this project were for to approve the scope of project and not where the funds for the project and that it was a different process. Mr. Elkins clarified the resolution. Mrs. Freemas stated the board needed time to review based on public comments. Mrs. Walls asked to confirm how the public comments will be addressed. Mr. Elkins commented he is happy to meet with them after the meeting or however it is convenient for them. Mrs. Walls confirmed the board would receive a summary of those meetings to better understand the answers to the concerns.
Motion carried 4-0
As required by the school leasing statute (IC 20-47-3), the Board must make a determination that there is a need for the project.
Minutes
Mr. Elkins presented Resolution 2023-10.
Mr. Edwards made a motion to approve Resolution 2023-10. Mrs Walls seconded the motion and the motion carried 4-0.
The School Corporation is funding this Project through a lease financing, as it has done with other past construction/renovation projects. Lease financings are used by school corporations across Indiana in order to borrow for renovation and construction. This type of financing does not count against the School Corporation's Constitutional debt allowance.
The Mt. Vernon High School building is currently subject to a financing lease. Therefore, we are amending that lease to increase the lease rental due from the School Corporation. In exchange for the increased lease rental, the Building Corporation will use the bond proceeds to make the needed improvements to the building. The increased lease rental (as shown as a maximum amount in the Fourth Amendment to Lease) will be sufficient to pay the principal and interest due to the bond holders.
Minutes
Mr. Elkins presented Resolution 2023-11 approval of preliminary plans, form of Lease Amendment and authorizing publication of notice of Lease hearing. The school board can not issue the amount of debt the lease is requesting. Mt Vernon Building Corporation is used to help approved and distribute these funds. The Mt. Vernon Building Corporation meet to discuss this lease March 27 at 5:30pm. This was approved to be put in front of the school board tonight.
Mrs. Walls motioned to approved Resolution 2023-11. Mr. Edwards seconded the motion. Motion carried 4-0
In order for the Building Corporation, a not-for-profit Indiana Corporation, to issue tax-exempt bonds, the IRS requires that the School Board approve the Building Corporation and authorize it to issue tax-exempt bonds on behalf of the School Corporation.
Minutes
Mr. Elkins reported this resolution is to reapprove the formation of the Mt. Vernon Building Corporation.
Mrs. Freemans motioned to approved Resolution 2023-12. Mrs. Walls seconded the motion, motion carried 4-0
If the School Corporation pays any preliminary costs related to the project prior to receiving bond proceeds, it may reserve its ability to be reimbursed from bond proceeds after the closing. In order to do so, the Internal Revenue Service requires that the School Corporation declare its official intent to reimburse. The adoption of this resolution will reserve the School Corporation's ability to reimburse itself.
Minutes
Mr. Elkins presented Resolution 2023-13 the declaration of intent to reimburse the loan expenditure.
Mr. Edwards motioned to approve Resolution 2023-13. Mrs. Walls seconded the motion, motion carried. 4-0.
Minutes
Mr Gray asked for a motion to approve the consent agenda with the modification mentioned.
Mrs. Walls made a motion to approve the agenda. Mrs. Freeman seconded the motion, motioned carred 4-0.
Minutes
Dr. Parker presented Mrs. Brooke Tharp for the next High School Principal. He was pleased with the overwhelming response he received from the questions asked during the interview. Mrs. Tharp thanked her family and introduced them. She thanked the board and the cabinet for their support and looking forward to continuing the success that Mr. Campbell has done this year.
PERSONNEL REPORT March 27, 2023
CERTIFIED RECOMMENDATIONS
CERTIFIED RESIGNATIONS/RETIREMENT
CERTIFIED CHANGE OF ASSIGNMENT
1. Brooke Tharp, Change from MVMS Principal to MVHS Principal
CLASSIFIED RECOMMENDATIONS
CLASSIFIED RESIGNATION/RETIREMENT
1. Marek Calvert, Student Custodian
CLASSIFIED CHANGE OF ASSIGNMENT
ECA RESIGNATION
1. Ben Rhoades, MHS Varsity Boys Basketball Coach
LEAVES
1. Ryan Carr, MVH Teacher, Parental Leave (August 1, 2023 to October 16, 2023)
None for March, 2023
Minutes
None for March 2023
Site Lighting (All New Construction): Babcock Electric - $673,100.00
New Transportation Center:
TR-03 General Trades: Pridemark Construction Inc. - $992,880.00
TR-04 Site Concrete & Utilities: Millennium Contractors, Inc. - $2,010,000.00
TR-05 Asphalt Paving: Howard Companies - $1,535,453.75
TR-11 Landscaping: MG Landscaping and Irrigation Contractors, Inc. - $127,940.00
TR-12 Fences & Gates: Bullseye Fence Design, Inc. - $140,316
Middle School Campus Improvement: Boyle Construction Management, Inc. - $2,109,000.00
Minutes
Mr. Elkins presented the construction bids that were recommended for approval.
Mr. Edwards motioned to approve the construction bids presented. Mrs. Walls seconded the motion and the motion carried 4-0.
Mrs. Freeman thanked everyone for the hard work during the bidding process and appreciated everyone for looking at ways to save money.
Mr. Elkins introduced the AECOM Hunt representatives, Luke Johnson and and Eric Howe that were present and thanked them.
Minutes
Mr.Hamilton presented list for approval for recycling. He made a correction on the date on the document was for March not January.
Mrs. Freeman motioned to approved. Mrs. Walls seconded the motion and the motion carried 4-0.
Food2School Purchasing Cooperative Approvals for 2023-2024
Minutes
Mr. Elkins presented this proposal for Co-Operative Purchasing Agreement for 2023-2024.
Mr. Edwards motioned to approve the agreement. Mrs. Freeman seconded the motion and the motion carried 4-0.
Minutes
Dr. Shipley presented the textbook adoption report from last month board meeting for approval. The information has been advertised for preview in newsletters and social media.
Mrs. Freeman asked if any parents previewed the information. Dr. Shipley confirmed two parents previewed and left no notes or comments.
Mrs. Walls Shannon motioned approve the textbook adoption as presented. Mrs. Freeman seconded the motion. and the motion carried 4-0.
Fortville RDC - Mr. Tony May
Cumberland RDC - Mrs. Kellie Freeman
Hancock Co. RDC - Mr. Phil Edwards
McCordsville RDC - Mrs. Shannon Walls
MVEF - Mr. Chad Gray
Minutes
Fortville RDC - Mr. Tony May was not present.
Cumberland RDC - Mrs. Kellie Freeman stated the meeting is tomorrow.
Hancock Co. RDC - Mr. Phil Edwards attended the meeting on March 9th and there was no topic that pertained to the school.
McCordsville RDC - Mrs. Shannon Walls attended the March 7th meeting. They approved the Hancock Economic council. There was a discussion about the new multi family project at 600 North and 600 West. New information was given on establishing a TIF and new opportunities that could impact the school. An update was given on the new town project.
MVEF - Mr. Chad Gray Meeting during this meeting Gala this weekend
Minutes
Dr. Parker announced the 4th quarter today.
Minutes
Mr. Edwards made a motion to Adjourn the meeting. Mrs. Freeman seconded the motion. Motion carried 4-0. Meeting adjourned at 8:54pm.