Hartley-Melvin-Sanborn Community School District
Board of Directors Meeting – Superintendents Supplemental Agenda Report
January 20, 2025
Place: HMS HS Media Center

1. Call to Order
   a. The Board of Directors of the HMS Community School District met in a regular session at Hartley-Melvin-Sanborn High School Media Center, on January 20, 2025 at 6:30pm.
2. Determine a Quorum
   a. Members Present: Scott Vollink, Chad Lyman, Becky Stoltz, Kyle McCarter, Kari Van Es
   b. Members Absent: None
   c. Others Present: Patrick Carlin, Emma Hamrick, Mike Petersen, Jeremy Niichel, Blake Wendt, Heidi Douma, and Ashley Benz
3. A Adopt Agenda
   a. Motioned by McCarter, Seconded by Van Es, AYES: All. Motion Carried
4. A Approve Minutes
   a. Motioned by Lyman, Seconded by Stoltz, AYES: All. Motion Carried
5. I Receive Visitors and Visitor Comments
   a. None
6. Discussion/Information Items
   a. 6.1 Daktronics Update – Discussion was had about timeline of project.
7. Action Items
   a. 7.1 Approve Music Department Trip – See Packet.
   i. Motioned by McCarter, Seconded by Stoltz, AYES: All. Motion Carried
   b. 7.2 Approve Open Enrollments– 0 in and 1 out.
   i. Motioned by Lyman, Seconded by Van Es, AYES: All. Motion Carried
   c. 7.3 Approve Fundraiser Requests – The district has 3 fundraiser requests and 1 donation
   i. Recommended to approve 2 of 3 fundraisers putting one fundraiser on hold.
   ii. Motioned by Stoltz, Seconded by Van Es, AYES: All. Motion Carried. Approved 2 out of 3 fundraisers and 1 donation.
   d. 7.4 Approve Safety Grant Purchase– This will be from grant funds. We will add cameras and alerts for open doors.
   i. Motioned by McCarter, Seconded by Stoltz, AYES: All. Motion Carried
   e. 7.5 Approve Personal Electronic Devices Policy (503.9 and R1) – Reviewed last month. IASB Sample Policies.
   i. Motioned by Stoltz, Seconded by Lyman, AYES: All. Motion Carried
   f. 7.6 Approve A.I. Policy (605.08 and R1) – Reviewed last month. IASB Sample Policies.
   i. Motioned by Van Es, Seconded by Lyman, AYES: All. Motion Carried
   g. 7.7 Approve SBRC Application – A modified spending authority of $133,322 with a Required Local Match of $44,441 for At-Risk/Dropout Program was submitted for request.
   i. Motioned by Stoltz, Seconded by McCarter, AYES: All. Motion Carried
   h. 7.8 Approve Field Trip Request – FFA is requesting to go to Sioux Falls on January 26th for a livestock judging event.
   i. Motioned by Van Es, Seconded by Stoltz, AYES: All. Motion Carried
8. A Bills and Claims
   i. Motioned by McCarter, Seconded by Lyman, AYES: All. Motion Carried
9. A Financial Reports
   a. 9.1 Payroll
   b. 9.2 Cash/Receipt Listing
   c. 9.3 Activity Fund
   d. 9.4 Cash Summary
   i. Motioned by Stoltz, Seconded by Van Es, AYES: All. Motion Carried
10. A Transportation Report
    i. Motioned by Lyman, Seconded by McCarter, AYES: All. Motion Carried
11. I Principal Reports
    a. 11.1 Elementary reported by Ashley Benz
    b. 11.2 Middle School reported by Heidi Douma
    c. 11.3 High School reported by Blake Wendt
12. Personnel
    a. 12.1 Resignations/Retirements
    i. 12.1.1 JH Assistant Softball Coach – McKenna Massman
    ii. Motioned by McCarter, Seconded by Lyman, AYES: All. Motion Carried
    b. 12.2 Contracts
    i. 12.2.1 JH Track Coach – Olivia Grooters
    ii. Motioned by Lyman, Seconded by Stoltz, AYES: All. Motion Carried
    iii. 12.2.2 Associate – Faith Arnold
    iv. Motioned by Stoltz, Seconded by Van Es, AYES: All. Motion Carried
    v. 12.2.3 JH Head Softball Coach – McKenna Massman
    vi. Motioned by Lyman, Seconded by Stoltz, AYES: All. Motion Carried
13. I Superintendent Report
    a. Mr. Carlin presented on the current status and happenings at the district.
14. Adjourn Regular Meeting
    a. Vollink declared the regular meeting of HMS Board of Directors adjourned at 6:54pm.
    These are the unofficial minutes until approved by the Hartley Melvin Sanborn CSD Board of Directors.
    Attest:
    Scott Vollink Emma Hamrick
    Board President Board Secretary
    Hartley-Melvin-Sanborn CSD Hartley-Melvin-Sanborn CSD
    10 & 22 – GENERAL & MANAGEMENT FUND
    School Adiministrators of Iowa Annual Fees 605.00
    Auditor of State FY23 State Auditor Fee 625.00
    Midwest Piano and Organ Piano – Music 3500.00
    610 DEPOT Lift rental / Maintenance supplies 221.13
    Ahlers & Cooney, P.C.Legal Services 802.00
    Amazon.Com SpEd Supplies / Office Supplies / Cleaning Supplies
    307.56
    AMG SPENCER FAMILY CLINIC Workers Compensation
    184.00
    Brommer Sanitation Inc Garbage removal 747.25
    C&BOperations LLC Maintenance supplies / parts 196.02
    Cardmember Service Industrial Tech Supplies / Postage / SBO Continue Ed / TLC Meals 710.24
    City of Hartley Utilities 11,069.15
    The Community Agency Telephone / Fiber 487.13
    Cooperative Energy Co Fuel for Buses 4,299.46
    Cooperative Farmers Elevator Maintenance supplies / parts .24.39
    Crisis Prevention Institute CPI Registration 200.00
    Kristi Daggett Mileage Reimbursement 63.00
    FRED’S PLUMBING & HEATING, INC Inspection Sewer / Art room repair 685.60
    Gordon Flesch Co Inc Replacement Fuse for HS MC printer 384.26
    H2I Group Maintenance supplies / parts 550.00
    Hartley Auto Supply Maintenance supplies / parts 43.12
    Iowa Assoc. of School Boards Board Convention 1,120.00
    Iowa Communications Network Telephone 59.62
    Iowa Department of Inspections & Appeals Inspection Boiler 240.00
    J.W. Pepper & Son Inc Music Supllies 227.99
    Jaymar Business Forms Inc. Year end tax filing forms 253.09
    Brittany Johnson Mileage Reimbursement 36.00
    Kendall Hunt Publishing Company 8th Grade Spanish 81.00
    Larson Truck Repair, Inc. Buse Repair 130.57
    Locomotion Lanes MS PE bowling 2,158.00
    Marcus News Inc. Board Minutes Publication 123.33
    Mathematical Olympiads Registration Fee 200.00
    Menards – Spencer Maintenance supplies / parts 127.39
    Mercy Medical SVCS Workers Compensation 158.66
    Midwest Bus Parts Maintenance supplies / parts 101.90
    Nasco Art Supplies 79.27
    Nolte, Cornman & Johnson P.C. FY23 Audit Complation 6,360.00
    Northwest Iowa Com College Concurrent Courses / Textbooks
    28,912.38
    Northwestern College Teaching Endorsement 2,270.00
    One Source Background Checks 75.00
    Orkin – Sioux City, IA Pest Control 96.00
    Peripole Inc. Music Supllies
    269.78
    Prairie Lakes Area Education Agency Planners / Office Supplies
    39.52
    ProChem Dynamics LLC Cleaning Supplies 210.99
    Sanborn Foods Science Supplies 21.34
    Sanborn Municipal Utilities Utilities 4,763.25
    School Bus Sales Maintenance supplies / parts 514.19
    Sheldon Community School Transportation SpEd Level 2 3,500.00
    Shred it Shredding Services 77.09
    Robin Sindt Mileage Reimbursement 63.00
    South O’Brien CSD Open Enrollment Tuition 33,718.34
    Spencer Comm School Open Enrollment Tuition 20,906.30
    Staples Copy Paper 1,519.60
    Upper Des Moines Opportunity Head Start Teacher / Asst 1,666.25
    WEX Bank Fuel for Small Vehicles 991.13
    Andrew Yenzer Mileage Reimbursement 49.50
    Clay Central Everly CSD Nursing Contract 10,761.25
    610 DEPOT Batteries 9.99
    Amazon.Com Office Supplies
    396.20
    Department of Education Bus Inspections 850.00
    Fiesta Foods FCS Food/Supplies 122.03
    Harris-Lake Park CSD OE Tuition 29,268.82
    H-M-S Nutrition Fund Transfer of Lunch Money 4,135.15
    HMS PPEL Transfer of Income Surtax 45,679.39
    Iowa Department of Human Services Medicaid State Share 5,367.83
    Nicole Lewis Mileage Reimbursement 76.50
    Mohawk USA LLC Computer Covers 4,248.35
    The Press Inc Publications 224.78
    Sanborn Foods Science Supplies
    23.62
    Sheldon Community School OE Tuition 95,957.69
    South O’Brien CSD Sped OE Tuition 6,432.30
    Spirit Lake Community School OE Tuition 8,362.52
    Upper Des Moines Opportunity Head Start Teacher / Asst 1,405.57
    Verizon Wireless Hotspots 120.03
    345,536.81
    21 – ACTIVITY FUND
    Brad Van Roekel Official 135.00
    Les Van Roekel Official 135.00
    Cardmember Service Cheer Camp / Music 100.20
    Center Sports INC. Field Paint for FB Field 1,580.00
    Ewell Educational Services Inc. FFA – Websit 390.00
    IHSSA Large Group Speech
    133.00
    Iowa High School Music Association Registration Fee 175.00
    Iowa Lakes Music Department Registration Fee 100.00
    J.W. Pepper & Son Inc Large Group Speech 52.97
    Northwest AEA Letters for Athletes 195.00
    Sanborn Foods PBIS Food 58.09
    SPIRIT LAKE MUSIC BOOSTERS Registration Fee 225.00
    Varsity Spirit Fashions & Supplies LLC Cheer Jackets / Joggers
    2,610.50
    Scott Wagner Official 85.00
    Greg Atherton Official 75.00
    Chris Freese Official 75.00
    Iowa State University Bands Honor Band 50.00
    Jimmy Jay’s Productions Mini Cheer Shirts 474.00
    Morningside College Music .320.00
    Prairie Lakes Area Education Agency Athletic Letters 195.00
    Marcus Rens Official 135.00
    Sally Ann Schimp FBLA DoorMats 1,150.00
    Nathan Schreur Official 85.00
    Scott Wagner Official 85.00
    8,618.76
    33/36 – CAPITAL PROJECTS/PPEL
    EnCompass Network Support
    1,694.00
    Northwest Iowa Sprinkler Irrigation Blow out 1,175.00
    Trane Technologies HVAC Repairs 1,428.00
    UMB Bank Bond Professional Fees 300.00
    Graves Construction Final Payment 120,656.83
    IP Networks, Inc. VPN for Staff
    650.00
    School Bus Sales New Bus
    176,106.00
    302,009.83
    61 – Nutrition Fund
    610 DEPOT Kitchen Repair supplies 49.98
    Casey’s Bakery Bread 867.94
    East Side Jersey Dairy ES Milk
    2,982.88
    Fiesta Foods Purchased Food
    115.86
    HMS FCCLA Purchased Food
    330.00
    HOBART Dishwasher Repair
    306.00
    Martin Bros. Purchased Food
    17,404.00
    Sanborn Foods Purchased Food
    37.49
    Casey’s Bakery Bread 513.45
    East Side Jersey Dairy ES Milk
    955.04
    Fiesta Foods Purchased Food
    86.34
    Martin Bros. Purchased Food
    6,480.15
    22,094.15
    Published in the Sanborn Pioneer on January 30..