The Fairfax R-3 School Board met September 18, 2025, at 6:30 p.m. in the school library. Miles Smith called the meeting to order at 6:31 p.m. Also present were: Brett Johnson, Stephanie Stevens, Crystal Woodring, Miles Smith, and Treyvor Umbarger, board members; Dr. Jason McDowell, superintendent; Barbara Terry, principal; and Karen Burke, secretary. Shelby Hurst and Courtney Grossman were absent.
Dixie Stoner addressed the board to provide an update on the landscaping project. She informed the board that Earl May would be handling the project, which is designed to be low-maintenance once completed.
The agenda was approved as presented.
The consent agenda was also approved.
Minutes of the August 21, 2025, regular, executive, and tax rate meetings were approved.
The board reviewed the trial balance report with account codes and balances.
Bills were reviewed and approved for payment.
Superintendent’s Report
Grounds and Maintenance: Things are slowing down as projects are completed. Several improvements have been made to facilities, and professional development under Mrs. Terry’s leadership has been effective. Overall, it’s been a great start to the school year.
Bundy Fencing: The project has been completed and is beneficial. Despite weather delays, the work was finished under budget.
Cafeteria Refrigerator: The freezing issue with the cafeteria refrigerator has been resolved.
First Student: Continues to provide excellent service in transporting students, including for a recent field trip. The district is exploring how to better use the practice bus for the upcoming basketball season.
Kia Title: The title for the Kia vehicle has been received and is expected to be transferred to the district shortly.
Bus Repairs: The bus with a bumper replacement will be ready for pickup on Friday. Custom brackets were fabricated, and both buses will be road-ready once returned.
Staff Device Inventory: Midwest Data Center is conducting an inventory to help plan for future device replacements.
Fire Drill: A fire drill was conducted across all grade levels, and feedback will be analyzed to refine the process for future drills.
Board Policy Meeting: A meeting is scheduled with the district’s board policy provider, with policies to be presented at the October meeting.
Paraprofessional Position: A temporary paraprofessional position funded by ECSE money will be advertised. The position will cost the district little to no money after reimbursement.
Part B Determination Letter: The district received a Part B determination letter from DESE, with a top score of 4, which is excellent news.
Principal’s Report
August attendance for the elementary was 97%. Attendance for the junior high/high school was 92.6%.
A report was given on student happenings:
• Bulldog BEST: The school-wide expectations were taught to elementary students.
• Field Trip: Students in grades 3-5 attended Safety Acres.
• Lunch Activities: Structured activities are being incorporated during lunch to minimize lunchroom behaviors.
• Fairfax Marching Band & FFA: Both groups are off to a great start with multiple events.
• Student Council: Surveying students to gather ideas for building school spirit.
• Cellphone Policy: Students have been turning in their cellphones, and no issues have occurred.
Hope Counseling Services: Facilitated a diversity, equity, and inclusion small group for junior high and high school students. They will begin meeting with students individually next week.
Character Programs: Mrs. Stoner is implementing a Character Kid of the Month program, and Mrs. Koop conducts a BARK assembly monthly.
2025 State Data Overview: Teachers will receive a breakdown of student scores and performance levels during the next professional development session.
Fairfax Athletic Director’s Report
Cal Nichols, Athletic Director reported on the following:
• Football Event: Fairfax hosted a football game on September 6 with no issues regarding the scoreboard, lights, Hudl Cam, or microphone.
• Volleyball: Several games have been held with no issues.
• Administrator’s Rules Meeting: Attended in St. Joseph to review changes to the MSHSAA Handbook and Missouri Senate Bill 63 on homeschooling and sports.
• Physicals & Requirements: All physicals and yearly requirements are updated and digitized.
• Practice Transportation: First Student is providing reliable transportation for practices with no issues.
• Junior High Football Coach: James Navin was approved as the fourth coach due to team numbers.
• Baseball Uniforms: New baseball uniforms have been picked up.
New Business
The following bills were approved: Falls City Mercantile, $4,598.46; Conrad and Higgins, CPA, $3,275.00; WBN Lawn, $1,600.00; First Student, $2,030.79; Hillyard’s, $1,052.40; Erate Consulting, $3,083.20; Walding Corp.: $1,000.08; Hy- Vee, $1,633.94; School Specialty, $1,409.92; and Bags for Bucks, $2,658.50.
Board members voted to approve the East Atchison cooperative agreement for the 2026-2027 and 2027-2028 school years.
Board members also voted unanimously to add Karen Burke and Laura Wright as cardholders for the Bank of America account with credit limits of $20,000 each. Ed Defenbaugh and Laurie Yocum will be removed from access to the account.
Board members voted to waive the preschool fee for staff for the school year, with any payments reimbursed effective as of September 18, 2025.
Payment for field surface material for the baseball field was approved, as well as payment Jostens for the yearbook in the amount of $4,799.58.
The board decided to survey students to assess interest in starting a softball program at Fairfax R-3.
Dr. McDowell will send out a link for all board members to update their training requirements.
The next regular board meeting will be Wednesday, October 22, 2025, at 6:00 p.m.
The meeting meeting adjourned at 7:25 p.m.
