Minutes of the Ames Community School District Board of Directors

Minutes of the Ames Community School District Board of Directors Regular Meeting of September 22, 2025 Attendees. Voting Members: VP Sabrina Shields-Cook, Dr. Allen Bierbaum, Angie DeWaard, Aaron Rodriguez and Dr. Amy Erica Smith. Non-Voting Members: Scott Grimes, Sherri Ruzek and Student Representatives Vienna Rossmanith and Dania Tahir. Members Present/Acknowledge Quorum. VP Sabrina Shields-Cook called to order the Regular Meeting of the Ames CSD Board of Directors at 5:30 pm. The meeting was hosted at the District Office, 2005 24th St., and open to virtual attendance in accordance with Open Meetings Laws. Approval of Agenda. Motion made by: Dr. Allen Bierbaum. Motion seconded by: Angie DeWaard. Voting: Unanimously Approved. Celebrations and Recognitions. School Board Student Representatives. Director of Communications Amy DeLashmutt introduced the Board's Student Representatives, Vienna Rossmanith and Dania Tahir. Rossmanith and Tahir will serve as representatives during the 2025-26 school year. Public Forum. Shelby Root, Marie Shipley and Brietta Voss addressed the Board. Consent Agenda. Items listed under Consent were enacted by one motion. Approval as presented. Motion made by: Angie DeWaard. Motion seconded by: Dr. Allen Bierbaum. Voting: Unanimously Approved. Approval of Minutes of Previous Meeting; Financial Report – August; Contract Approvals / Resignations / Changes; Open Enrollment; and Contracts and Agreements: 2025-26 Mental Health Provider Memoranda of Understanding, 2025 Ames CSD-Iowa AEA E-Rate Letter of Agency, 2025 Ames CSD-Iowa Department of Transportation Skip the Trip Memorandum of Understanding, 2025-26 Ames CSD-Iowa State University Women in Science and Engineering Confidentiality Agreement, 2025-26 Ames CSD-Iowa State University Reading Clinic Confidentiality Agreement and 2025-26 Ames CSD-Steve's Mobile Music Entertainment Contract (AMS). Reports. Associate Superintendent. Online Learning Program Update. Assoc. Supt. Dr. Jeff Hawkins reported on criteria used to admit students into the District's online learning program. He emphasized that one of the initial goals of offering an online program is to retain students who are seeking an online option because they are unable and/or unwilling to come to school for some reason. Dr. Hawkins assured the Board that administration ensures admitted students can function in independent settings and that the number of credits needed for graduation are attainable through the online program. He reported that there are presently 15 seats available in the program and that all seats have been filled. Dr. Hawkins indicated that 13 families who were considering enrolling in a program outside of the District have been retained through the process of engaging parents/guardians in discussions about how our schools can best serve their students. He provided a brief overview of the student orientation process; how the students are supported in the program, including through a repository of lessons, notes and discussions, live instruction and live 1-on-1 tutorials; and how the District tracks and monitors student progress, including weekly progress reviews and regular communication with families from the online program's teachers as well as District staff. Dr. Hawkins indicated that among the next steps for the program include applying to and gaining acceptance from the Dept. of Education to serve open enrolled students in the online program. Responding to Board questions, Dr. Hawkins confirmed that students enrolled in the online program are eligible to participate in the District's extracurricular activities. Dr. Hawkins and the Board discussed how the District will assess the efficacy of the online program. Dr. Hawkins reminded the Board that the online classes are taught to Iowa standards by Iowa certified teachers and that this fall is just the first step in the District's long-term plan to cultivate an autonomous online program staffed by Ames CSD teachers. Pilot Elementary Literacy Materials Procurement. Assoc. Supt. Dr. Jeff Hawkins thanked teachers for their feedback on literacy curricula and emphasized the recommendation by a curriculum review cmte comprised of veteran teachers to procure materials to pilot the 95% Group's literacy curriculum. He explained that 17 of the 18 professionals on the curriculum review cmte supported the recommendation. He explained that, as previously approved by the Board, the District is piloting the literary curriculum published by Benchmark Advance and that the curriculum review cmte would like to pilot a second set of materials published by the 95% Group. Dr. Hawkins acknowledged that the review process expends funds to allow the curriculum review cmte to assess different curricula through piloting that will inform their recommendation for adoption at a later date, and he recommended the Board approve the purchase. He described the piloting process, including that Benchmark Advance is being piloted by approx. 30 teachers for 16 weeks, after which the teachers would transition to teaching the 95% Group. He explained that, like Fundations, which is currently taught in Ames schools, 95% Group's materials do not offer a comprehensive curriculum because it teaches phonics but does not meet standards for teaching reading comprehension. He further explained that, if the 95% Group's materials were selected, the District would need to supplement the curriculum to sufficiently teach reading comprehension. As well, if, after piloting materials, the District were to continue to use Fundations, the curriculum would need supplemental reading comprehension materials. He indicated that Benchmark Advance's materials are comprehensive, satisfying instructional needs for both phonics and reading comprehension. He further reviewed the 7-year curriculum review process. Dr. Hawkins and the Board generally discussed the current curriculum and products that have been identified for piloting. Superintendent. Facilities. Supt. Scott Grimes reported that finishing touches are being made to the high school track and playground projects. He indicated that the deer hoof prints in the new track have been repaired and will be monitored. Supt. Grimes explained that the District has a site plan for the project to redevelop the property at Northwestern Ave. and 13th St. and that the project will continue in phases to ensure the project grows with the District's needs and as funding becomes available. He asserted that the plan, which includes demolition of old buildings, re-purposing the Odland Building, additional parking, a drive and entrances/exits, updating the gym space and other amenities, provides the District with flexibility and improves the AMES Center, the immediate neighborhood and the city in general. He noted that the first two phases of work will include the demolition of old buildings and addressing parking and traffic flow. Supt. Grimes estimated that the overall cost for the full redevelopment of the site is approx. $12M. He reiterated that the project will be completed over time unless there are large donors willing to come forward or the community wishes to pursue a bond for the renovation. He noted that the site is currently used to house students needing an enhanced learning environment, the Home School Assistance Program, an event space and the H.O.P.E. Pantry. Supt. Grimes responded to questions from the Board regarding the prospect of outdoor classroom spaces, playground areas throughout the site and the traffic garden. He highlighted that in the future the site would be able to accommodate in-district and community use. Enrollment. Supt. Scott Grimes reported that class sizes are within the goals set forth by the Board. He noted that enrollment is less than it was a year ago, explaining that the District graduated a large class whose enrollment was not replaced by this year's kindergarten class. Staffing. Supt. Scott Grimes presented a chart of certified staffing changes from the 2024-25 to 2025-26 school years. He noted that this would be the last time the chart is presented to the Board until after a new chart tracking changes is created in December for the 2026-27 school. Gifts to the District. Supt. Scott Grimes acknowledged the gifts to the District, highlighting that the District received large donations in the form of $10K cash from Mary B. Stratton and $5K cash from Farm Credit Services. Chief Financial Officer. Financial Report – June. CFO Sherri Ruzek reported on the Financial Report for FY2025. She highlighted the ending cash balances for funds. She reported that the District received more revenue than the District had originally budgeted. After expenses were amended, the District was within the total budgeted expenses but was overspent in instruction. Dir. Ruzek reported the District's solvency ratio is 18.1%. The unspent budget balance increased, which can be attributed in part to increased revenue, shifting natural gas expenses to the Management Fund and by pursuing gas tax rebates. She again highlighted the ending cash and investment balances in the District's various funds. Request for Modified Allowable Growth and Supplemental Aid. CFO Sherri Ruzek reported that the District's special education deficit increased for a number of reasons, including because the District began offering the same health insurance benefits to education associates that are offered to the rest of the District's staff, the opening of the AMES Center and increased costs for insurance benefits for all staff. Request to SBRC for Modified Allowable Growth for EL (English Learners) Excess Costs. CFO Sherri Ruzek reported that the deficit for English Learners (EL) is higher than in the past because the District didn't receive some Title III funding due to YSS opening the Embers facility in a neighboring district. She explained that, despite not receiving the Title III funding, the District had to pay expenses because the students were included in the District's enrollment in the prior year. She indicated that the cost was funded through the EL and at-risk budgets. Dir. Amy Erica Smith noted that the District has many requirements for supporting EL and special education students, but the state doesn't provide enough funding to cover the costs. She also highlighted that the District is experiencing higher insurance costs, but that insurance benefits are critical for retaining valuable staff. Dir. Ruzek explained that, once enrollment is set, she will recommend the approval to request modified allowable growth for special education students the District has not previously served, and that such a request would provide the District with spending authority. Student Representatives. There were no comments. Board Members. There were no comments. New Business. Gifts to the District. Approval as presented. Motion: I move the Board approve the gifts as presented. Motion made by: Angie DeWaard. Motion seconded by: Dr. Allen Bierbaum. Voting: Unanimously Approved. Pilot Elementary Literacy Materials Procurement. Approval as presented. Motion: I move the Board to approve the procurement of the pilot elementary literacy materials as presented. Motion made by: Dr. Amy Erica Smith. Motion seconded by: Dr. Allen Bierbaum. Voting: Sabrina Shields-Cook – Yes; Dr. Allen Bierbaum – Yes; Angie DeWaard – Yes; Aaron Rodriguez – No; Dr. Amy Erica Smith – Yes. Financial Report – June. Approval as presented. Motion: I move the Board to approve the Financial Report as presented. Motion made by: Angie DeWaard. Motion seconded by: Dr. Allen Bierbaum. Voting: Unanimously Approved. Request for Modified Allowable Growth and Supplemental Aid. Approval as presented. Motion: I move to approve the request for modified allowable growth and supplemental aid for the special education deficit for the 2024-25 fiscal year. Motion made by: Angie DeWaard. Motion seconded by: Dr. Allen Bierbaum. Voting: Unanimously Approved. Request to SBRC for Modified Allowable Growth for EL (English Learners) Excess Costs. Approval as presented. Motion: I move to approve the request to the School Budget Review Committee for modified allowable growth for EL Excess Costs in the amount of $621,073.27. Motion made by: Dr. Amy Erica Smith. Motion seconded by: Angie DeWaard. Voting: Unanimously Approved. Requests for Superintendent. There were no requests. Board Planning Calendar. The next Regular Meeting is October 6 at 5:30 pm. Adjourn. Motion made by: Dr. Allen Bierbaum. Motion seconded by: Angie DeWaard. Voting: Unanimously Approved. The meeting adjourned at 6:45 pm. October 7 2025 LIOW0382781