Shawnee Heights board approves routine fiscal items, facility repairs and policy updates; discusses committee structure and student engagement

The Shawnee Heights School Board approved multiple routine fiscal and administrative items and several facility contracts at its meeting, and discussed changing how board subcommittees are organized and how the district engages parents and students.

The board gave unanimous approval to an annual waiver from generally accepted accounting principles that Kansas school districts use under the state cash-basis law; authorized routine resolutions for petty cash and destruction of records; approved year-end transfers required by law; and accepted bids and contracts for summer facility work. Board members also reviewed a set of policy updates from the Kansas Association of School Boards and approved a cardiac emergency response plan the district must file with the Kansas Department of Health and Environment.

The approvals are part of the district’s annual housekeeping and capital-outlay work ahead of the 2025–26 school year. The largest financial item reported during the meeting was district-recommended general fund transfers of $11,281,781 and supplemental general fund transfers of $3,131,161 to align expenditures and fund balances before closing the 2024–25 accounting year. The board voted 6–0 on those transfers.

Facilities and contracts The board accepted the lowest painting bid from Sturbans for district summer painting at $25,600 and approved a recommendation to extend the district’s fuel delivery contract with Petroleum Traders for the 2025–26 school year. District staff reported the contractor’s transportation fees as 2.96¢ per gallon for diesel and 1.71¢ per gallon for regular unleaded; staff described Petroleum Traders as having provided the lowest combined bid in prior solicitations and recommended the extension to avoid a rebid this year. The motion to extend the fuel contract passed 6–0.

The board approved emergency and follow-up roof repairs and related payments to Schweikert’s Tech America for spring storm damage, including separate invoices presented for Barrington and other district buildings (combined invoices cited in the packet). Board members also approved proposals from McElroy’s for mechanical repairs tied to storm damage and for replacement HVAC units: a North Wing high school unit quoted at $86,975 and a Shawnee Heights Elementary East Wing unit quoted at $291,151. Staff said the larger units were on the district capital outlay plan and that equipment would be procured using a KU contract; the motions to approve the proposals passed 6–0.

The board approved paying four invoices for roof repairs presented for payment and authorized proceeding with mechanical work that staff said would be reimbursed by insurance where applicable.

Policy, safety and health Board members reviewed and gave first reading to a set of KASB-recommended policy updates that include changes to Board Committees (making subcommittees subject to the Kansas Open Meetings Act where applicable), a new policy on enrollment of military students that allows early enrollment before residency proof, and a media-relations update that adds guidance about livestreaming. The board also reviewed a new employee whistleblower policy and updates to policies on public records, investments, site councils, medication supervision, and student activities. The policy package was presented as a first read and scheduled for approval at the board’s August meeting.

Separately, the board approved a Cardiac Emergency Response Plan that the district must submit to the Kansas Department of Health and Environment. Staff described required elements: identifying a cardiac emergency response team in each building, listing AED locations, and providing beginning-of-year training for teams. The motion to adopt the plan passed 6–0.

Governance, committees and engagement Board members voted to approve the district’s organizational slate for 2025–26, with only limited changes: staff recommended leaving one standing board committee (negotiations) in place for the current contract period and revisiting committee assignments in January. In a discussion item, staff recommended reclassifying three recurring groups (superintendent’s council, safety committee and district leadership team) as superintendent committees rather than board subcommittees so they would not necessarily fall under the Open Meetings Act as board advisory bodies. The board also discussed repurposing the District Advisory Council to improve parent and student participation; staff and multiple board members expressed support for reviving a student advisory council to gather perspectives from students who are not already in formal leadership roles.

Technology, programs and services The board approved a contract renewal for the Canvas learning management system at $29,965 (an increase of $2,700 from the prior year) and approved renewal of the Mosyle (referred to in the meeting as Mosul/Mosyle) mobile device management system the district uses to manage Apple devices. The board approved continuing a Parents as Teachers contract with Keystone for a reduced number of units reflecting recent service levels at Shawnee Heights Elementary and authorized contracting with the Southeast Kansas Education Service Center for services for students with hearing and visual impairments (the packet listed the contract amount of $60,187).

Budget and calendar notes District staff reported the budget process is underway. The district is continuing to plan for two scenarios because some federal funds (including Title I amounts) are described as “on hold”; staff said the district was budgeting both with and without the uncertain federal amounts. Principals have returned to buildings for pre‑school-year work, and staff noted logistics at Barrington while roof repairs proceed (temporary rock was placed to add staff parking while roofing materials are staged). Staff reminded board members of upcoming events: new teacher orientation Aug. 4 (introductions at 8:00 a.m.), convocation Aug. 11, and the KASB convention in November.

Votes at a glance - Approval of agenda — motion passed 6–0. - Approval of minutes (06/16/2025 regular and 06/30/2025 special) — motions passed 6–0. - Organizational issues for 2025–26 (appointments/committees) — approved 6–0; board will revisit committee roster in January. - Waiver of generally accepted accounting principles (GAAP) for 2025–26 (Kansas cash-basis law) — approved 6–0. - Resolution authorizing petty cash accounts (central office and each school) at $25.26 — approved 6–0. - Resolution to destroy records per state retention schedule — approved 6–0. - Year-end general fund transfers $11,281,781 and supplemental transfers $3,131,161 — approved 6–0. - Establish school activity funds for 2025–26 — approved 6–0. - KASB policy updates (first read) — presented; approvals scheduled for August meeting where applicable. - Cardiac Emergency Response Plan (submission/implementation for 2025–26) — approved 6–0. - District painting bid (Sturbans, $25,600) — approved 6–0. - Fuel contract extension with Petroleum Traders (transportation fees presented) — approved 6–0. - Proposal and payments for Schweikert’s Tech America (roof emergency repairs and follow-up invoices) — approvals to pay invoices and accept proposals, motions passed 6–0. - McElroy proposals for mechanical repairs and HVAC replacements (North Wing high school $86,975; Shawnee Heights Elementary East Wing $291,151) — approved 6–0. - Canvas contract renewal ($29,965) — approved 6–0. - Parents as Teachers units with Keystone (reduced units matching recent service levels) — approved 6–0. - Mosyle (mobile device management) renewal — approved 6–0. - Contract with Southeast Kansas Education Service Center for specialized services ($60,187) — approved 6–0.

What the board did not decide Staff presented several policy updates as a first reading and asked the board to return them for action at the August meeting. The recommended reclassification of several recurring groups from board subcommittees to superintendent committees was discussed as a staff recommendation and will be implemented administratively rather than by board vote tonight.

Meeting context and next steps The meeting included regular consent business, contract approvals necessary for summer work and a longer discussion about how the board organizes advisory groups and engages parents and students. Several items mentioned will return to the board in August for final policy action or follow-up. The board held two executive sessions during the meeting for confidential student and personnel matters and returned to open session before adjourning.