Hartley-Melvin-Sanborn Community School District
Board of Directors Meeting – Superintendents Supplemental Agenda Report
July 21, 2025
Place: HMS HS Media Center

1. Call to Order
   1.1 The Board of Directors of the HMS Community School District met in regular session at Hartley-Melvin-Sanborn High School Media Center, on July 21st, 2025 at 6:30 pm.
2. Determine a Quorum
   2.1 Members Present: Scott Vollink, Kyle McCarter, Becky Stoltz, and Kari Van Es
   2.2 Members Absent: Chad Lyman
   2.3 Others Present: Emma Hamrick, Patrick Carlin, Mike Petersen, Nick Galm, and Jeremy Niichel
3. Adopt Agenda
   3.1 Motioned by: McCarter, Seconded by: Van Es, AYES: All. Motion Carried
4. Approve Minutes
   4.1 Motioned by: Stoltz, Seconded by: Van Es, AYES: All. Motion Carried
5. Receive Visitors and Visitor Comments: None.
6. Discussion/Information Items
   6.1 6.1 Nonpublic Textbook Fund Transfer –Discussion was had.
   6.2 6.2 Activity Handbook – Discussion was had.
7. Action Items
   7.1 7.1 Approve Building Handbooks –

• Motioned by: McCarter, Seconded by: Stoltz, AYES: All. Motion Carried
  7.2 7.2 Approve Open Enrollments 0 in and 1 out.
• Motioned by: Van Es, Seconded by: Stoltz, AYES: All. Motion Carried
  7.3 7.3 Approve Fundraiser Requests – The district has 3 fundraiser requests and 2 donations
• Motioned by: Stoltz, Seconded by: Van Es, AYES: All. Motion Carried
  7.4 7.4 Approve AEA Service Agreement –
• Motioned by: McCarter, Seconded by: Stoltz, AYES: All. Motion Carried
  7.5 7.5 Approve Free Breakfast Program 2025-2026 –
• Motioned by: Van Es, Seconded by: Stoltz, AYES: All. Motion Carried
  7.6 7.6 Approve FY 24 Audit –
• Motioned by: Stoltz, Seconded by: Van Es, AYES: All. Motion Carried
  7.7 7.7 Approve Model Policy for Electronic Devices –
• Motioned by: McCarter, Seconded by: Van Es, AYES: All. Motion Carried
  7.8 7.8 Approve Certified Staff Handbooks – Minimal changes this year.
• Motioned by: Van Es, Seconded by: Stoltz, AYES: All. Motion Carried
  7.9 7.9 Approve Non Certified Staff Handbooks – Minimal changes this year.
• Motioned by: Stoltz, Seconded by: Van Es, AYES: All. Motion Carried

1. Bills and Claims
   8.1 Motioned by: McCarter, Seconded by: Van Es, AYES: All. Motion Carried
2. Financial Reports
   9.1 8.1 Payroll
   9.2 8.2 Cash/Receipt Listing
   9.3 8.3 Activity Fund
   9.4 8.4 Cash Summary

• Motioned by: McCarter, Seconded by: Stoltz, AYES: All. Motion Carried

1. Transportation Report
   10.1 Motioned by: McCarter, Seconded by: Van Es, AYES: All. Motion Carried
2. Principal Reports
   11.1 No reports were submitted
3. Personnel
   12.1 12.1 Resignations/Retirements

• 12.1.1 NA
  12.2 12.2 Contracts
• 12.2.1 Volunteer Football Coach – Ethan Diehm
• Motioned by: Van Es, Seconded by: Stoltz, AYES: All. Motion Carried
  13. Superintendent Report
      13.1 Mr. Carlin presented on the current status and happenings at the district.

1. Adjourn Regular Meeting
   14.1 Vollink declared the regular meeting of the HMS Board of Directors Adjourned at 6:53 pm
   These are the unofficial minutes until approved by the Hartley Melvin Sanborn CSD Board of Directors.
   Attest:
   Scott Vollink
   Board President
   Hartley-Melvin-Sanborn CSD
   Emma Hamrick
   Board Secretary
   Hartley-Melvin-Sanborn CSD
   10 – GENERAL FUND
   Children’s Home Special Education Individual Cost 1,900.08
   Clay Central/Everly CSD Shared Nurse Agreement Qt 4 20,180.39
   DORSEY & WHITNEY LLP Legal Fees 950.00
   Jostens Neff Acadmic Letters
   696.00
   Menards – Spencer Maintance Supplies 159.47
   Okoboji Community Schools Medicaid Reimb / Open Enrollment Tuition 3,536.50
   Sanborn Foods Stronger Connections Grant 106.03
   Shred it Shredding Services
   76.42
   Upper Des Moines Opportunity Head Start Teacher/Asst 1,411.44
   Verizon Wireless Hot Spots
   120.03
   Ahlers & Cooney, P.C. Legal Fees
   94.50
   Amazon.Com Class Room Supplies / Books 1,415.01
   Brown’s Lawn & Landscape, Inc. Fertilizer & Weed Control
   2,523.00
   Cardmember Service PD Conference Registration 2,800.00
   City of Hartley Utilities 6,990.88
   Clayton Ridge CSD Open Enrollment Tuition 19,001.58
   COLLEGE COMM SCHOOL DISTRIC Special Education Billing
   5,939.57
   Cooperative Farmers Elevator Maintance Supplies 33.53
   Demco Library Book Covers
   217.26
   EPS Operations LLC Workbooks
   703.52
   Flinn Scientific Inc. Science Supplies 255.30
   Gopher PE Supplies 447.52
   Harris-Lake Park CSD Concurrent Open Enrollment 481.30
   HMS Activity Acct Activity Interfund Loan 1,025.00
   Iowa Testing Programs ISAPS Testing 2,193.75
   Marcus News Inc. Publciations
   126.87
   Menards – Spencer Maintance Supplies 22.99
   Nasco Art Supplies 139.25
   Northwest Iowa Com College Bus Driver Training 350.00
   ProChem Dynamics LLC Floor Refinishing Products 504.66
   Sanborn Municipal Utilities Utilities 2,926.09
   SCHIERHOLZ CHIROPRACTIC AND ACUPUNCTURE, PC DOT Physicial 125.00
   School Specialty Classroom Supplies 131.68
   Sheldon Community School Level2 Transportation Cost / HR Sharing
   18,500.00
   WEX Bank Fuel for Small Vehicles
   447.82
   Cardmember Service Postage from UPSP 2,673.60
   The Community Agency Telephone / Fiber 547.73
   DES MONIES AREA COMMUNITY COLLEGE Harding Scholarship
   1,666.67
   Northwest Iowa Com College Harding Scholarship 1,666.66
   SDSU Harding Scholarship
   1,666.66
   SU Insurance Company FY26 Qt 1 Break Fix Ins 22,626.75
   Amazon.Com Classroom Supplies / Office Supplies 946.39
   Brommer Sanitation Inc Garbage Removal 312.70
   CAM Community School District Open Enrollment 26,993.26
   Claim Aid Claim Aid Fees 679.73
   Iowa Department of Human Services Medicaid paid to DHS (State Share) 6,581.43
   Menards – Spencer Maintance Supplies 136.89
   MOC-Floyd Valley CSD Special Education Billing 1,244.70
   Okoboji Community Schools Medicaid due to Okoboji 2,849.88
   The Press Inc Publications..224.78
   ProChem Dynamics LLC Maintance Supplies 100.96
   Sheldon Community School Medicaid due to Sheldon 4,522.34
   SONOVA USA, INC. Special Education – Touchscreen Mic 1,938.27
   Staples Office Supplies 448.61
   Ward’s Natural Science Science Supplies 716.75
   Amazon.Com Classroom Supplies
   836.11
   Amplify K-6 Curriculum 4,309.76
   Cambium Assessment ELP Testing 980.00
   Cardmember Service Maintance Rental 59.81
   Dakota Potters Supply Clay for Art
   325.00
   Gopher PE Equipment 24.95
   HMS PPEL Interfund Loan Repayment 123,462.62
   Iowa Communications Network Telephone 44.22
   Iowa Lakes Community College STOP Class 25.00
   Lexia Learning Systems Curriculum 7,590.00
   MOC-Floyd Valley CSD Special Education Billing 891.00
   Okoboji Community Schools Special Education Billing 29,038.24
   Sheldon Community School Special Education Billing 32,578.48
   Shred it Shredding Services.76.42
   Sibley Ocheyedan CSD Special Education Billing 13,916.16
   South O’Brien CSD Special Education Billing 9,621.90
   Upper Des Moines Opportunity Head Start Teacher/Asst. 5,942.71
   Verizon Wireless Hotspots 120.03
   Woodward-Granger CSD Special Education Billing 6,289.90
   TOTAL 411,209.51
   21 – ACTIVITY FUND
   Caden Douma Official 75.00
   Gracie Knobloch Official 75.00
   Lawton Schiphoff Official 75.00
   ELIZA TEWES Official 75.00
   Caden Douma Official 75.00
   Gracie Knobloch Official 75.00
   Lawton Schiphoff Official 75.00
   ELIZA TEWES Official 75.00
   Caden Douma Official 75.00
   Gracie Knobloch Official 75.00
   Lawton Schiphoff Official 75.00
   ELIZA TEWES Official 75.00
   Wade Harriman Official 140.00
   Nolan Schuller Official 130.00
   Kris Webber Official 130.00
   Brian Cole Official 130.00
   TERRY DOLIESLAGER Official
   140.00
   Milt McPike Official 130.00
   BRETT VAN GELDER Official
   140.00
   CAYDIN ANDERSON Official
   140.00
   Milt McPike Official 130.00
   Fred Perkins Official 130.00
   MATT SCHUBERT Official
   140.00
   Allen Van Beek Official 140.00
   CAYDIN ANDERSON Official
   140.00
   Brian ColeOfficial 130.00
   Chris DeSmit Official 140.00
   Daryl Meyer Official 130.00
   BSN Sports, LLC Catchers Gear Baseball 355.00
   Caden Douma Official 75.00
   Jostens Neff Athletic Letters
   925.20
   National FFA Organization Membership Fees 97.50
   Allen Van Beek Official 140.00
   BSN Sports, LLC Shipping 30.00
   Cardmember Service Basketball Team Camp 1,284.00
   Dordt College Basketball Team Camp 250.00
   Former Graphic Edge Hats for Baseball Players – to be reimb
   706.85
   Wade Harriman Official 140.00
   ARIC NAGEL Official 130.00
   Northwestern College Team Camp 300.00
   AL BALOUN Official 130.00
   Micheal Dolan Official 130.00
   Caden Douma Official 75.00
   Iowa High School Music Association Membership Fees 25.00
   Gracie Knobloch Official 75.00
   Lawton Schiphoff Official 75.00
   Sybesma Graphics & Accessories Sibley Conference Banner for Gym 94.00
   ELIZA TEWES Official 75.00
   CAYDIN ANDERSON Official
   140.00
   Riddell All American Sports Corp Football Helment/Jerseys
   2,752.23
   Sheldon Community School Softball Tourn 100.00
   ASPI Solutions MS Track Meet Entry Fee 102.00
   TOTAL 11,266.78
   33/36 – CAPITAL PROJECTS/PPEL
   ALL-IOWA SCORE TABLES, LLC Cloud Based Hosting Renewal
   2,600.00
   UMB Bank Bond Fees 1,900.00
   Daktronics Scoreboard Display
   41,138.80
   Northwest Iowa Sprinkler Spring Start up/service call 1,792.22
   P & S Electric LLC Light Repair
   987.00
   Raveling, Inc. Scoreboard Dirt Work 20,125.00
   COMPUTER INFORMATION CONCEPTS, INC Infinite Campu – Voice Messaging/SMS 2,883.00
   EnCompass Network Support
   1,694.00
   Chris Rinehart Welding Dumpster Repairs 2,008.00
   Fred’s Plumbling & Heating Plumbing Repairs 960.00
   Gordon Flesch Co Copier Lease 25-26 2,217.12
   Piper Sandler Fy24 Dissemination Agent 1,950.00
   Raveling, Inc. Steel and Labor for Scoreboards 22,000.00
   TOTAL 102,255.14
   61 – NUTRITION FUND
   East Side Jersey Dairy ES Milk
   206.20
   HMS General Account Payroll Due to General Fund 182,107.70
   TOTAL 182,313.90
   Published in the Sanborn Pioneer on July 31.