Gilbert Community School District Annual/Organizational Board of Education Meeting12/08/2025 06:00 PM Intermediate LMC103 Mathews Drive, Gilbert, IA 50105 MEETING MINUTES

Gilbert Community School District Annual/Organizational Board of Education Meeting12/08/2025 06:00 PM Intermediate LMC103 Mathews Drive, Gilbert, IA 50105 MEETING MINUTES Call to Order The Annual Meeting was called to order at 6:04 p.m. by President Josh Bennett. Roll Call The following members of the board answered the roll call: Nathan Kerns, Melissa Pearson, Mindy Rash and Andrew Ricklefs Visitors: Jerud Thompson, Stephen Manus, Kevin and Brenda Porter, and Travis Squires, Piper Sandler, arrived at 7:08 p.m. Approval of Agenda Approve agenda as presented. Motion made by: Nathan Kerns Motion seconded by: Mindy Rash Voting: Unanimously Approved Public Forum There were no pubic forum items. CONSENT AGENDA Motion to approve the following Consent Agenda Items. Motion made by: Mindy Rash Motion seconded by: Andrew Ricklefs Voting: Unanimously Approved Minutes Regular/Closed Board Meetings November 10, 2025 Minutes Special Board Meeting November 17, 2025 Bills Examine Financial Accounting Books/Reports for End of the Fiscal Year - June 30, 2025 Certified Annual Report (CAR), Special Education Supplement (SES), Annual Transportation Report (ATR) and Statements of Depository (Availa Bank and PMA Financial Network) Acceptance of Abstract of Election from November 4, 2025 The board acknowledged and accepted the abstract of election from November 4, 2025, certified election results: School Board Member Election Results — Josh Bennett 802 votes 37.37% - 4-year term Jerud Thompson 465 votes 21.67% - 4-year term Public Measure — Voter Approved Physical Plant and Equipment Property Tax — 10 years — 68.28% Celebration of Outgoing Board Member Melissa Pearson The board thanked Melissa for her three years of service. Melissa said a few words before she departed her last meeting. Welcome New Board Member and Re-elected MemberJoshua Bennett and Jerud Thompson Congratulations was extended to Joshua and Jerud. ADJOURNMENT The annual meeting adjourned at 6:08 p.m. Motion made by: Nathan Kerns Motion seconded by: Andrew Ricklefs Voting: Unanimously Approved Josh Bennett, Board President Gail Hopkins, Board Secretary The Organizational Meeting was called to order at 6:10 p.m. by Secretary, Gail Hopkins Roll Call - Secretary Hopkins The following members of the board answered the roll call: Josh Bennett, Nathan Kerns, Mindy Rash, Andrew Ricklefs and Jerud Thompson. Visitors: Stephen Manus, Denovo, Kevin and Brenda Porter, and Travis Squires, Piper Sandler, arrived at 7:08 p.m. REORGANIZATION OF THE BOARD - Secretary Hopkins Oath of Office to New Board Members Secretary Hopkins performed the oath of office for the newly elected school board members, Josh Bennett and Jerud Thompson. Election of Board President Secretary Hopkins informed the board that Per Iowa Code 279.1, the board must elect a president from among its members to serve for one year. Andrew Ricklefs nominated Nathan Kerns as President of the Board. Motion by Mindy Rash for nominations to cease. Motion made by: Mindy Rash Motion seconded by: Josh Bennett Voting: Nathan Kerns - Yes Josh Bennett - Yes Mindy Rash - Yes Andrew Ricklefs - Yes Jerud Thompson - Yes Secretary Hopkins declared since there was only one nomination, Nathan Kerns is elected president by unanimous consent. Oath of Office to President Secretary Hopkins performed the oath of office for the newly elected President of the Board, Nathan Kerns. Transfer of Gavel to New President The gavel was transfer to President Nathan Kerns. Election of Vice President Per Iowa Code 279.1, the board must elect a Vice President from among its members to serve for one year. Andrew Ricklefs nominated Josh Bennett as Vice President of the Board. Motion by Mindy Rash for nominations to cease. Motion made by: Mindy Rash Motion seconded by: Andrew Ricklefs Voting: Nathan Kerns - Yes Josh Bennett - Yes Mindy Rash - Yes Andrew Ricklefs - Yes Jerud Thompson - Yes President Kerns declared that since there was only one nomination, Josh Bennett is elected Vice President by unanimous consent. Oath of Office to Vice President - Secretary Hopkins Secretary Hopkins performed the oath of office for the newly elected Vice President of the Board, Josh Bennett. Appoint Board Secretary/Treasurer President Kerns appointed Gail Hopkins as Board Secretary/Treasurer. Establish Meeting Date, Time, and Location Motion made by: Andrew Ricklefs Motion seconded by: Josh Bennett Voting: Unanimously Approved Intermediate LMC/New District Office Board Room, 2nd Monday of Each Month at 6:00 p.m. Name "Ames Tribune" as Official Publication Motion made by: Andrew Ricklefs Motion seconded by: Josh Bennett Voting: Unanimously Approved Designate Ahlers Law Firm as Legal Counsel Motion made by: Andrew Ricklefs Motion seconded by: Josh Bennett Voting: Unanimously Approved Designate Depository Banks for 2025-26 Motion made by: Andrew Ricklefs Motion seconded by: Josh Bennett Voting: Unanimously Approved Availa Bank with a limit of $30,000,000, ISJIT with a limit of $20,000,000 and UMB with a limit of $1,500,000 Board Member Committee/Assignments Board President Kerns appointed the following board member committee/assignments. Finance/Negotiations Andrew Ricklefs and Josh Bennett Facilities/Grounds Josh Bennett and Nathan Kerns Policies Mindy Rash and Jerud Thompson Appoint Story County Conference Board Representative Andrew Ricklefs Appoint City of Ames Conference Board Representative Josh Bennett ORAL REPORTS Announcements/Celebrations Dr. Trujillo thanked the PTO for providing meals during conferences and Denovo for providing coats for the winter coat drive. Administrator Reports Annual Facility Closing – December 22 – December 26 Department Updates Report The Board received the Department Updates Report. Mental Wellness Update Dr. Trujillo informed the board that the district is always evaluating how to support the students and staff with such programs, such as the Student Assistance Program and the Employee Assistance Program. Board Reports IASB Annual Convention Report Nathan Kerns, Andrew Ricklefs, Josh Bennett and Dr. Trujillo shared their experiences from the IASB Annual Convention. Facilities ReportsConstruction Projects Update Stephen Manus, Denovo, provided a brief update on the current projects. Consider/Approve Lansink Change Order #2 for the Gilbert CSD New Primary Project Add $1,178.00 Motion made by: Josh Bennett Motion seconded by: Mindy Rash Voting: Unanimously Approved Consider/Approve Van Maanen Electric Change Order #2 for the Gilbert CSD New Primary Project Add $7,589.45 Motion made by: Josh Bennett Motion seconded by: Andrew Ricklefs Voting: Unanimously Approved OLD BUSINESS Second Reading of Revised Board Policies 216.02, 501.04, 501.05, 501.07, 501.11, 501.16, 502.03, 502.04, 502.08-R(1) and 502.09, with Possible Action to Waive Third Reading and Approve After the second reading, a motion to waive the third reading and approve policies as read. Motion made by: Josh Bennett Motion seconded by: Mindy Rash Voting: Unanimously Approved Second Reading of Reviewed Board Policies 501.01, 501.06, 501.13, 502.01, 502.02, 502.03-R(1), 502.05, 502.08, 502.08-E(1), and 502.10, with Possible Action to Waive Third Reading and Approve After the second reading, a motion to waive the third reading and approve policies as read. Motion made by: Andrew Ricklefs Motion seconded by: Josh Bennett Voting: Unanimously Approved NEW BUSINESS Consider/Approve Request from the DECA Chapter to Attend the 2026 DECA International Career Development Conference (ICDC) in Atlanta, Georgia April 24 – 29, 2026 Motion made by: Andrew Ricklefs Motion seconded by: Mindy Rash Voting: Unanimously Approved Consider/Approve HS Spring Play Performance - The Wizard of Oz written by R. Eugene Jackson Motion made by: Mindy Rash Motion seconded by: Josh Bennett Voting: Unanimously Approved Consider/Approve Raccoon River Conference Resolution for Conference Expansion December 2025 A motion was made to approve that the conference will expand to 10 conference member schools starting in the 2027-2028 Varsity Athletic season with the addition of Pella Community School District and Van Meter Community School District. Motion made by: Andrew Ricklefs Motion seconded by: Jerud Thompson Voting: Unanimously Approved Consider/Approve to Authorize the District's Administration to Submit a Request to the School Budget Review Committee (SBRC) for a Modified Supplemental Amount of $19,970 due to an Increase of Certified Enrollment from the Prior Year Motion made by: Andrew Ricklefs Motion seconded by: Josh Bennett Voting: Unanimously Approved Consider/Approve to Authorize the District's Administration to Submit a Request to the School Budget Review Committee (SBRC) for a Modified Supplemental Amount of $138,271 for Open Enrolled Out Students who were not Included in the District's Previous Year Certified Enrollment Count Motion made by: Mindy Rash Motion seconded by: Josh Bennett Voting: Unanimously Approved Consider/Approve to Authorize the District's Administration to Submit a Request to the School Budget Review Committee (SBRC) for a Modified Supplemental Amount of $10,065 related to the EL Program for Students who have Exceeded Five Years of Weighting that are Included on the Fall 2025 Certified Enrollment Headcount Motion made by: Josh Bennett Motion seconded by: Andrew Ricklefs Voting: Unanimously Approved Consider/Approve Changes to the Early Retirement Plan Dr. Trujillo presented a recommendation to the board for a one-year modification to the district's Early Retirement Policy (Policy 407.06) for the 2025-26 school year. The proposed changes are designed to provide flexibility for staff planning and to support potential budget and staffing realignments during this transitional period. Proposed changes for the 2025-26 school year only: employees that have been employed by the district for at least twelve (12) consecutive years, instead of fifteen (15) consecutive years will be eligible and the benefit contribution will increase from 48% to 70% of the employee's regular contract salary. A motion was made to approve the recommendation for one-year only - 2025-26 school year. Motion made by: Andrew Ricklefs Motion seconded by: Josh Bennett Voting: Unanimously Approved Consider/Approve Resolution Appointing UMB Bank, N.A.of West Des Moines, Iowa to serve as Paying Agent, Bond Registrar, and Transfer Agent, Approving the Paying Agent, Bond Registrar and Transfer Agent Agreement and Authorizing the Execution of Same for $7,000,000 General Obligation School Bonds, Series 2025 Motion made by: Andrew Ricklefs Motion seconded by: Josh Bennett Voting: Nathan Kerns - Yes Josh Bennett - Yes Mindy Rash - Yes Andrew Ricklefs - Yes Jerud Thompson - Yes Consider/Approve Tax Exemption Certificate be Placed on File and Approved. Motion made by: Andrew Ricklefs Motion seconded by: Josh Bennett Voting: Nathan Kerns - Yes Josh Bennett - Yes Mindy Rash - Yes Andrew Ricklefs - Yes Jerud Thompson - Yes Consider/Approve Continuing Disclosure Certificate be Placed on File and Approved. Motion made by: Andrew Ricklefs Motion seconded by: Josh Bennett Voting: Nathan Kerns - Yes Josh Bennett - Yes Mindy Rash - Yes Andrew Ricklefs - Yes Jerud Thompson - Yes Consider/Approve Resolution Amending the Resolution Authorizing the Issuance of Not to Exceed $20,000,0000 General Obligation School Bonds, Series 2025, and Levying a Tax for the Payment Thereof Adopted April 14, 2025 Motion made by: Andrew Ricklefs Motion seconded by: Josh Bennett Voting: Nathan Kerns - Yes Josh Bennett - Yes Mindy Rash - Yes Andrew Ricklefs - Yes Jerud Thompson - Yes Financial Reports Summary November 30, 2025 Financials Secretary Hopkins reviewed the November 2025 Financial Reports. CONSENT AGENDA Motion to approve the following Consent Agenda Items. Motion made by: Andrew Ricklefs Motion seconded by: Josh Bennett Voting: Unanimously Approved November 30, 2025 Financial Reports Personnel Resignations/Hirings Resignations: Heather Kelley, ES/IS Nurse Associate effective December 31, 2025 Micah Wittenberg, Asst. MS Boys Track Coach effective 2025-2026 School Year Support Staff Contract Assignments/Changes Ember Biggs, IS Sped Associate 7hrs/Day @ $15.00/hr, effective December 3, 2025 Andrew Hodges, MS Day Head Custodian 8hrs/Day @ $20.00/hr, effective December 1, 2025 Brendan O'Brien, AM/PM Bus Route Driver @ $95.20/day, effective December 1, 2025 Co-Curricular/Activities Staff Assignments 2025-26 School Year Craig Fink, Volunteer HS Wrestling Coach Sawyer Hansen, (8th) MS Boys Basketball Coach @ $2,423 Gabe Hobbs, Asst. (8th) MS Boys Basketball Coach @ $1,615 Karianne Kennedy, Volunteer HS Bowling Coach Marc Kincade, Volunteer HS Boys Wrestling Coach Kim Stammer, Associate HS Boys Basketball Coach @ $2,362 Micah Wittenberg, Head MS Girls Track Coach @ $2,423 Early Retirement Applications Tamara Tinder, Middle School Teacher — 13 years of service Open Enrollment 2025/2026 Open Enrollment In: One student from Ames — 10th grade — Approved - Moved In 2025/2026 Open Enrollment Out: Two students to Ames — 10th grade — Approved One student to Iowa Connections Academy — 9th grade — Approved Fundraisers The District Fundraiser Calendar was received. CALENDAR January 12 – 6:00 p.m. – Regular Board Meeting February 9 – 5:00 p.m. – New District Office Ribbon Cutting with Community Tours - 6:00 p.m. - Regular Board Meeting New District Office Board Room March 9 – 6:00 p.m. – Regular Board Meeting - District Office Board Room Financial Work Session - Travis Squires, Piper Sandler Travis Squires, Piper Sandler, reviewed the district's Comprehensive Financial Projection Model, which is a 5-Year Forecasting tool used by the district. The goal is to forecast a 5-year period of time, with the following key components: Spending Authority or the District's Unspent Authorized Budget (UAB), General Fund Expenses, Solvency Ratio and Tax Rates/Levy Rates. The variables the district inputs in the forecast include enrollment, SSA rate (state supplemental assistance), spending authority components, expenses and goals for Unspent Authorized Budget and Solvency Ratio. A Solvency Ratio between 10-15% is considered a healthy financial condition. The district has been in that range since FY18 (11.10%), but most recently, FY24, the Solvency Ratio dipped to 5.3%, and FY25, 1.1% due to the increase of expenditures at the rate of 103.22% of breakeven spending FY24 and 105.50% of breakeven spending FY25. FY26 is estimating 3.3% Solvency Ratio with a 104.57% of breakeven spending. As the district moves into FY27, with an estimated flat enrollment growth and 0%- 2% SSA, the district will need to reduce expenditures and increase revenues with an increase in open enrollment in students. The financial report was approximately 1 hr and 15 minutes in length. ADJOURNMENT The meeting adjourned at 8:46 p.m. Motion made by: Josh Bennett Motion seconded by: Andrew Ricklefs Voting: Unanimously Approved Nathan Kerns, Board President Gail Hopkins, Board Secretary December 12 2025 LIOW0422248