Observer Report: Northfield School Board Meeting, 7.8.24

Northfield Public Schools, School Board Meeting
July 8, 2024

1. Call to Order – Chair Claudia Gonzalez George called the meeting to order at 6:08 p.m. Ben Miller attending on Zoom, Noel Stratmoen absent, all others present
2. Agenda Approval/Table File – Agenda & table file approved as presented (see
   https://northfieldschools.org/wp-content/uploads/Regular-Meeting-Table-File-07.08.2024.pdf )
3. Public Comment – none
4. Announcements and Recognitions –
   a. Minnesota Association for Family and Early Education (MNAFEE) Innovative Programming
   Award, presented for “Baby Talk” program, which serves babies and parents beginning upon discharge after birth. Program cosponsors have been Northfield Hospital+Clinics and Rice County Public Health Nursing Service for the last 24 years.
   b. Congratulations to NHS student Elizabeth McCormick, who graduated from the FBI National Academy Associates Youth Leadership Program in Quantico, VA.
   c. NHS Girls Hockey team will participate in Hockey Day MN in January 2025.
   d. Northfield Raiders Skeet Team won second place in state last week.
   e. NPS was awarded state funding for 28 free pre-kindergarten seats, allowing expansion of pre-K program for the first time.
   Question – Amy Goerwitz: What children will be eligible? Dr. Hillmann: Since this was just received, we haven’t determined yet. We will prioritize students with risk factors.
5. Items for Discussion and Reports
   • a. Annual Safety Drill Report: Different kinds of drills for different threats and circumstances, see
     https://northfieldschools.org/wp-content/uploads/2024.07.08-Board-Packet.pdf. District does “active shooter drill” (duck and cover), but does not do an “active shooter simulation” with role playing. “Shelter in place” is like a tornado drill. Also discussed tools used to execute the drills, and violence prevention efforts. Discussed steps taken to investigate threats, which happen several times a year.
     Questions – Ms. Goerwitz: How do you minimize the “scariness” of a “duck and cover” drill, especially for small children? Sam Richardson, Greenvale principal: The youngest students haven’t experienced these drills yet. We (1) notify parents in advance to address questions or fears; (2) staff lets him know of concerns about specific students; (3) lots of advance warning for students, using developmentally appropriate language; (4) after the drill students are debriefed, with social workers on call if necessary. Greg Gelineau, Middle School principal: The Middle School uses many of the same processes. In addition, a goal is to establish a trusting relationship for each student with a teacher or other adult in the building. Shane Baier, High School principal: At the high school they also work on building a culture of trust, and making these drills as predictable as possible. Jenny Nelson: Asked about similarities of lockdown drills for a threat or for medical purposes. Specifically, do you inform students of the purpose of the lockdown (medical or threat)? Mr. Baier: If it’s a medical drill we tell them as it happens. If it is a threat from outside the building during the school day, students will be told and asked to stay put, and staff will be asked to close blinds and take other precautions. This has only happened once in his tenure. At the high school there are too many hallways to be able to use good sight lines. Hopefully with the ReImagine project they can consolidate to just one or a few hallways. Ms. Nelson: Is the Tip411 hotline back online again? Officer Crombie, School Resource Officer: He is not sure, will find out. Dr. Hillmann thinks it is back up. Ben Miller: How will this process different at the ReImagined high school? Mr. Baier: It depends on location of incident, how many hallways in the area, and access from the outside. Mr. Miller: Are there changes you’d like to see? Mr. Baier: We need better sight lines and a more rectangular design, to respond to situations. Mr. Miller: Will the 10th graders that missed training last year be included this year? Dr. Hillmann: Doesn’t know. Corey Butler: Appreciates notification of parents in advance, allowing parents to talk with kids ahead of drill, and encourages parents to discuss afterwards. He asked if the notification document will be available? Dr. Hillmann: Yes, it will be posted and included in the family update. Mr. Butler: Concerning Youth Mental Health First Aid, how are staff selected for training? Dr. Hillmann: YMHFA provides training for lay people to spot warning signs, and connect with the correct professional. The training is given every 2-3 years, so not everyone gets it immediately, but everyone eventually gets it. Jeff Quinnell: How do we know whether to call 911 or 411? It seems confusing. Ms. Goerwitz: Are maps well placed in classrooms for substitute teachers? Mr. Baier: Yes, they are on classroom doors. For substitute teachers they have “buddy classrooms” so a sub isn’t left hanging not knowing what to do. Maps are updated as needed, using consulting firm. Especially after remodeling or construction, there will be a walk-through by fire marshal and consultant, including storm shelters and other facilities. Some changes are needed each year, including alternate exits. “To Go” packets for teachers include class rosters and other important information. Ms. Goerwitz: What happens to students who opt out? Mr. Baier: That doesn’t happen very often; parents will usually come and pick up the student & bring them back after the drill. Or the student can get a pass & read or study in different location. Ms. Goerwitz: How do you identify students who do not feel connected with a trusted adult & reach out to them? Is that about 7% of all students? Dr. Hillmann: We ask teachers which students they are not connected with, and reach out to those students who are not listed anywhere. He also mentioned several mental health programs for students, and other outreach tools. Ms. Gonzalez George: Why is the title “duck & cover”? Dr. Hillmann: This is historically a local name for this drill in Northfield, it could be adapted or changed. Ms. Gonzalez George: How many times is it required annually? Dr. Hillmann: 5 times, by state statute. Ms. Gonzalez George: Is the board required to have this discussion annually also? Dr. Hillmann: Yes. Ms. Gonzalez George: Does “threat” include bullying, harassment, or other behavior? Dr. Hillmann: Yes. There is a different investigating system & personnel, but the protocol is similar.
   • b. Annual Fundraising Report – Director of Finance Valori Mertesdorf presented the Student Activity Fund’s list of different fundraisers, amounts & purposes. A Cookie Dough sale raised much more than other fundraisers – almost $12,000. If it is not spent this year it can carry over to following year. Ms. Goerwitz: Are these they all high school activities? Ms. Mertesdorf: Middle and High school activities only.
   • c. Summary of Superintendent’s Performance Appraisal – presented by Board Chair Gonzalez George. She described the process of taking comments & evaluations from all board members, compiling and summarizing them. For this report she highlighted his presentation of facilities update information for high school facility. See https://northfieldschools.org/wpcontent/uploads/2024.07.08-Board-Packet.pdf
     Comments: Ms. Goerwitz, Mr. Butler and Ms. Nelson all presented positive verbal comments. Ms. Nelson also expressed concern that maybe it is time for a change in format for this evaluation, since it has been used since at least 2016; she would like to see more detail in format, feels it is too generalized. Ms. Gonzalez George: Believes the board’s monthly meetings should cover detail, and there are no surprises in a 6-month or yearly report. She is not opposed to considering updating the evaluation tool. Mr. Miller expressed appreciation for the
     administrative team, including Ms. Mertesdorf, and for Ms. Gonzalez George for pulling the overall evaluation together. Mr. Quinnell thanked Ms. Gonzalez George for her years of service & report.
     d. Fall 2024 Bond Referendum – Dr. Hillman: Public tours of high school still ongoing. There have been 49 events so far, mostly well attended. They will start a signage campaign this week, including a QR code for information. They are also holding town hall presentations for townships.
     Questions: Ms. Goerwitz: How are you getting the word out about tours and other informational events? She suggests using more handouts, mailings; for some people using a QR code is a barrier. Dr. Hillmann: There will be 2 more pieces of direct mail. They are also publicizing on KYMN radio, Northfield News.
6. Consent Agenda – approved unanimously by roll call vote. See https://northfieldschools.org/wpcontent/uploads/2024.07.08-Board-Packet.pdf
   • a. Minutes
   • b. Gift Agreements
   • c. Fiscal Year Organization Actions
   • d. Memberships for 2024-2025
   • e. Personnel Items
7. Items for Individual Action –
   • a. Policy Committee Recommendations – 507.5 Concerning school resource officers. Ms. Goerwitz: Was this shared with the Northfield Police Department? Dr. Hillmann: Yes. Approved unanimously on roll call vote. 806, Crisis Management, approved unanimously on roll call vote.
   • b. FY 2024 Audit Engagement Letter – to engage firm to do next audit. Approved unanimously on roll call vote.
   • c. Resolution Designation of Identified Official with Authority for the MDE External User Access Recertification System – required annually. Approved unanimously on roll call vote.
   • d. Resolution Declaring a School Board Vacancy Caused by Illness or Prolonged Absence – Noel Stratmoen has requested temporary resignation beginning 6/19. Dr. Hillmann: Mr. Stratmoen is the longest-serving school board member in the state of MN, having served since 1980. Mr. Quinnell: Will we follow same process as last time there was a temporary vacancy? Ms. Gonzalez George: That is the next item of business. Mr. Quinnell: Could Mr. Stratmoen have
     resigned? Dr. Hillmann: There are two options, (1) a temporary resignation which Mr. Stratmoen did, allowing board to replace him immediately. (2) A permanent resignation would require the board to wait 30 days to seat a new board member. Mr. Quinnell: isn’t it too close to the election? Dr. Hillmann: It is not a legal option not to fill the seat. Ms. Gonzalez George: This is the next agenda item. Ms. Goerwitz: Appreciates the hope that board expresses, and that Noel expresses, for a positive recovery. Approved unanimously on roll call vote.
   • e. Plan for School Board Vacancy Appointment – Two options available (see last page, https://northfieldschools.org/wp-content/uploads/2024.07.08-Board-Packet.pdf ): (1) appoint a former board member, (2) accept applications from eligible residents. In either case we want to fill vacancy by August 12. Ms. Goerwitz: However the vacancy is filled, she wants to add a stipulation that the person does not run in November. She believes there is an advantage to
     option 1, because the person will know how board works; it should entail only 9 meetings at the most. She leans toward option 1 because would get a more experienced person. Mr. Quinnell: Questions the proposed stipulation and wants to encourage people to run for school board. He would like more voter involvement, feels this is not transparent. Will vote for option 2. Mr.
     Butler: Prefers option 1, because of the short time frame. Who are potential former board members 2020-23? Dr Hillmann: 5 people: Julie Pritchard, Ellen Iverson, Rob Hardy, Tom Baraniak, Robert Coleman (appointed rather than elected). Mr. Butler: Will vote for option 1; if none of those candidates are willing or available, we can move ahead to option 2. Ms. Nelson: Options 1 & 2 have similar timelines, with both coming to a final vote on 8/12. Option 1 is not
     quicker, but does allow a candidate to know school board procedures ahead of time. But former board members can also apply under option 2. She looked at January 2016 process of filling the seat, in which a committee appointed the candidate, with open opportunity for community involvement, and believes it allows more transparency. She supports option 2. Mr. Miller: Option 1 cuts down on the logistics of trying to get someone by Aug. 12. He also wants to stipulate that the person will not run for the school board, and to have that made clear under both options 1 & 2. Prefers option 1, then option 2. Ms. Goerwitz: How would we get word out to apply for temporary position in such a short time? Dr. Hillmann: Northfield News, KYMN radio, social media, direct mail to families. There is not time for direct mail to all voters. He feels confident that the word can get out. The board can choose where in the August 12 meeting agenda the vote will be. Mr. Butler: Earlier lengths of position were a year or more, this is only 5
     months, with a fast learning curve. He feels the process is transparent now, with public discussion of options, and noted that Ms. Gonzalez George requested other options earlier. Ms. Goerwitz: Is there a fair way to order the people who will be asked under option 1? She suggested starting with most experienced/years on the board. Approved on roll call vote, Quinnell and Nelson voted nay, the remainder voted yes.
8. Items for Information
   a. Filing for School Board, candidates must file July 30-August 13 in office of school district clerk, with $2 filing fee.
9. Future Meetings
   a. Monday July 22, 2024, 5:00 p.m., Closed Board Meeting, Northfield DO Boardroom
   b. Monday, July 22, 2024, 6:00 p.m., Workshop, Northfield DO Boardroom
   c. Monday, August 12, 2024, 6:00 p.m., Regular Board meeting, Northfield DO Boardroom
   d. Monday, August 26, 2024, 6:00 p.m., Regular Board meeting, Northfield DO Boardroom
10. Adjournment at 8:17 p.m.
    By Connie Martin, Observer, League of Women Voters